Publication Scheduling Guidelines

Completion date expectation considerations, by category:

WRITER and/or EDITOR

  • Select Writer
  • Discuss goals and direction of piece
  • Topics chosen
  • Resources contacted
  • Story interviews begin
  • Fact checking
  • New stories determined
  • First copy ready for review
  • Copy editing
  • Copy editing changes made
  • Copy proofread
  • Final copy to designer

PHOTOGRAPHER and/or ILLUSTRATOR

  • Select photographer and/or illustrator
  • Discuss desired images/art
  • Photographer given stories
  • Photo/art direction determined
  • Preliminary copy given to photographer
  • Photo shoot list given to photographer
  • Contact sheets available/rough art sketches available
  • Images selected
  • Prints/scans given to designers

DESIGNER

  • Select designer
  • Discuss key message/direction/goals
  • Preliminary design directions available
  • Design direction chosen
  • First complete proof
  • Revisions to proof to designer
  • Revised proof
  • Final review of proof
  • Final revisions made
  • Final files to printer

PRODUCTION

Select method of production:

  • Copy
  • Print
  • Web

COPY

  • Initiate job with copy coordinator
  • Specifications developed
  • Estimate requested from copy center
  • Final files sent to copy center
  • Proof approval
  • Delivery

PRINT

  • Initiate job with print coordinator
  • Print specifications developed
  • Specifications approved
  • Request for bid sent out
  • Printer selected
  • Final files delivered to printer
  • First round of proofs available
  • Revisions to proof
  • Accurate color proof/blueline available
  • Final proof approved
  • PDF made by printer
  • Press check
  • Delivery

WEB

  • Site outline developed
  • Copy to web designer
  • Design direction discussed
  • Web graphics discussed
  • Preliminary web design available
  • Revisions to design
  • Revised design approved
  • Site production complete
  • Website goes live

MAILING

  • Determine class of mail
  • Determine address file source
  • Order address files and obtain count
  • Initiate and schedule job with Mailing Services
  • Schedule delivery of materials
  • Send address files to Mailing Services
  • Material arrives at Mailing Services
  • Materials prepped (Allow extra time if there is handwork involved)
  • Mail dropped to USPS

EMAIL

  • Determine audience
  • Create email list
  • Email topic(s) chosen
  • First copy from writer for review
  • Copy editing
  • Copy proofed/finalized
  • Designer produces one-page template(s)
  • Design direction chosen
  • Webmaster creates HTML
  • Webmaster sends test email
  • Webmaster sends final email
  • Email list maintenance

View the publication scheduling worksheet (pdf)