How to Prepare a Publications Schedule
Any publication requires time and effort in planning stages. Always allow time for the unexpected to happen.
The following components should be factored into your schedule
- Define your purpose and audience.
- Planning and briefing - if you have to consult with others in relation to producing a printed document, allow time to arrange to meet and discuss requirements. You also need to develop a publication brief to clarify the purpose of the publication, and inform anyone else involved, including external suppliers.
- Design - unless using a template supplied you will need to allocate time to establish the initial design concept. Even if you are doing your own design you still need to build time into your schedule for this task.
- Copy collation - allow time to research and write your publication text. It may be that you need to obtain information from sources that are difficult to consult with or that you are required to obtain permission from to include certain information such as direct quotes.
- Editing - this stage inevitably takes longer than you expect, especially if there are a number of authoring areas involved. It's a good idea to obtain authorisation for your content from whoever is responsible at this stage before you progress to the next step.
- Layout - generally allow time for 3 rounds of layouts, which means 2 rounds of corrections. Depending on how long your document is, your should permit reasonable time for proofing and making changes in the electronic document.
- Signoff - once again, if you are required to obtain authorisation for what your have produced, allow time for the authoriser to read the document and make any final alterations before you go to print.
- Printing and File preparation - before sending to print, documents should be checked for correct images, fonts, links. Always allow plenty of time for printing. Printers schedule many jobs and may experience difficulty in printing and assembling your publication.
- Press check - depending on how complicated the job is you may wish to check your publication on the press. It is advisable, if you don't have experience to ask someone who has print management experience to undertake this task. If you are employing a designer they are usually available to liaise with the printer, including press checks, for an additional fee.
- Delivery - the job is not complete until it has been delivered. Allow time for delivery from the printers to your site.
Publications schedule proforma
| Date | Stage | Task(s) | Person Responsible |
| Define your purpose | |||
| Planning and briefing | |||
| Design | |||
| Copy | |||
| Editing | |||
| Layout | |||
| Signoff | |||
| File preparation | |||
| Press | |||
| Delivery |
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