It's January. If your company or organization pays you to plan, budget for and coordinate print projects and campaigns for the year, I have some advice that will save you time, same your company money, and ease your stress level throughout the year.
1. Look at the event schedule for 2009
2. What events are you doing this year that you did last year?
3. Were they "successful" (you can only determine this if you have defined what "success" means to you or to the project).
4. Back up the deadlines for each project that repeats this year by at least 3 weeks.
Time = Money
Time = Less (or no) Stress
The more time you give your vendors, the more budgeted dollars you keep.
The biggest print project budget drains:
- Too many revisions (i.e. you gave the designer copy that was not spell checked, grammar checked and proof read by at least 3 people and/or didn't clearly communicate the goal of the print project and/or attempted to micromanage the designer)
-Not enough design time (resulting in "priority/time sensitive" invoicing)
-Not enough print production time (resulting in expedited printing fees)
-Not enough mailing time (resulting in overnight mailing fees)
So, how do I create an accurate timeline for my print project or campaign? Answer: Subtraction
Look at you yearly calendar and circle the date that you need the finished project in your hands (be sure to include time for mailing or distribution of your printed materials). If you want to promote your event for four weeks, then circle the event date on your calendar and subtract (back up) four business weeks and circle the date you land on.
Keep in mind, the more printed pieces in your campaign, the more time required for design and printing.
From the calendar date you just circled, subtract (back up) at least three business weeks for printing. Your print vendor will love you for this. If you're using an online printer then three weeks is the absolute minimum (because they must flight-check, prep, print, cut, box, and ship your order to you. All of which takes time)!
From the calendar date you just circled, subtract (back up) at least three more business weeks for design proofing. The more time you have to spot check for accuracy, the less money you'll spend for revisions and reprints of your project.
From the calendar date you just circled for design proofing, subtract (back up) at least three more business weeks for concepting and designing your printed project. Great design, like great food, takes time to prepare. Unless of course you like eating undercooked eggs, chicken, beef, or anything for that matter. The result is less than amazing and may make you sick to your stomach.
Let's recap:
Event Date - 4 business weeks for promotion = In Hand Date
In Hand Date - 3 business weeks for printing = To Print Date
To Print Date - 3 business weeks for proofing = First Proof Date
First Proof Date - 3 business weeks for design = Design Meeting Date
One more thing. For all of this to work, you've got to do some pre-project planning and gathering. When you meet with a designer you must have:
-Spell checked, grammar checked, and proof read copy (designers design, they are not copywriters. If you need copy, you need to have hired and completed a writing project with a professional copywriter long before the print project starts)
-High resolution photographs that you wish to use in your project (designers design, they are not photographers. If you need high quality photographs, you need to have hired and completed a photo project with a professional photographer long before the print project starts)
Your print project cannot and will not move forward without these elements ready and prepared for your design meeting. You can't make a cake without flour and sugar. Well, I guess you could but I don't want any. And neither will the folks you want to attend your event.
The point to this entire post is to bring light to the reality to how much time it really takes to complete a project or campaign like this. If you lack sufficient time to produce a print project in any of these areas, please know that your budget and stress level will suffer. The only person that can control those things is you.
So, if you want your print project to come in, on or under budget, on time or ahead of schedule and with the lowest amount of personal stress for you and all parties involved, please, follow this simple guide to the letter.
If you don't believe me, I beg you to set up your next project like this and prove me wrong. Happy print project!
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