Managing Publications: making sure you hit that print deadline

As an association and conference management company, we manage a number of publications on behalf of various clients. These newsletters and magazines are typically quarterly, with a winter, spring, summer, and autumn edition, and each have different deadline dates. This means hitting that print deadline for each is of high importance. Below are tips to making sure the running of your publication management is smooth and each edition is posted out on time.

Creating a running order

By creating a running order of your publication, you are ensuring steps are put in place to complete all tasks and hit deadlines on time.

Liaising

As the manager of a publication, your main role is to liaise with all those involved, including the editor, graphic designer, printing and mailing house, and your sales and administration leads. Each person should know their role and agreed deadline dates to ensure the smooth running of the publication.  

Setting deadlines

It is best to start with the date you want the publication to be posted and then work your way backwards. Ensure you have enough time for receiving and editing copy, approval of final proof and getting this sent to the printing and mailing house in time for delivery.

Chasing copy

As soon as you have a copy deadline date, inform your contributors and then make sure to schedule a time to follow up with them in advance of that deadline date. This can be done throughout the weeks leading up to copy deadline. Typically, a reminder can be sent a week or two before the due date to ensure it is fresh in their minds.

Copy editing

Depending on how you like to work and what your editor wants, you can either proof copy as it comes in or wait until all copy has been received and a first proof has been sent in by your graphic designer. It is important to have a few pairs of eyes to ensure all grammatical and factual aspects of the publication are correct.

Conclusion

Working your way through the process of managing a publication can be daunting at first, but if you follow these steps, keep an up-to-date running order, and make sure all parties involved are on the same page, you’ll sail through edition after edition and hit that print deadline like a champ.