"How to" Publications Guide

Steps to starting a project/Project Process

How do I initiate a project? What information will you need from me? Do I provide my own photos? Don't fret; we're here to help. Initiating a project is as easy as 1-2-3 (plus 4 and 5)—read our handy "how to" guide and be a UMC publications pro.

1. Call UMC to schedule an initial planning meeting.

   Our project manager, a designer, and an editor will help you plan the type of project that will work best for your audience and budget. We recommend that you bring along with you to the meeting examples of similar pieces that you feel are effective, your budget, the quantity of finished pieces you'll need, and your timeline. This will help us set deadlines and determine what can be accomplished within your budget.

2. Send us your copy, photos, and art.

   Provide UMC with the copy or text ideas for your project; our writers and editors will get to work. Send along art and/or photography, or we can arrange to have photos taken or selected from our archives. Remember, less is more: a good balance is 40 percent text to 60 percent visuals for magazines and larger publications; 30 percent text to 70 percent visuals for posters, ads, flyers, and brochures.

   When you submit text

   Please do:

   • use Microsoft Word to create the document
   • put only one space between sentences in a paragraph
   • single space all copy and use a double space (or hit enter twice) between paragraphs
   • set one-inch margins on an 8.5 x 11 inch, horizontally formatted page
   • use tabs instead of the space bar or a series of periods to separate text
   • use a comma before "and" in a series (i.e., I need a stapler, a paperclip, and a pencil.)
   • run spell/grammar check
   • send all documents as an email attachment
   • send a hard copy and highlight or mark with red pen any specific text that should be emphasized

   Please do not:

   • format the document, including underlining and justifying the text—any extra formatting you do will have to be stripped out by the designer
   • put in page breaks
   • add page numbers
   • put page numbers in an index or table of contents
   • hard return at the end of sentences (let it flow—it will change when formatted)
   • say "continued" at the top of a page
   • use more than one exclamation point, ever!
   • use "etc." or "…" unless absolutely necessary—try to explain as best as possible instead
   • use bold or all caps unnecessarily

3. Creativity happens.

   Our designer will create a mockup of the project for your review. Once the design has been approved, you will receive a first proof of the project with the edited copy in place. Show this proof to the person responsible for giving the final sign-off, making sure that the design meets your needs—you don't want to wait until the final proof to find out that changes must be made. Read the copy thoroughly for any errors; often, if you haven't seen the text for several days, you may find things you missed at first.

   If you are not happy with any aspect of your job, this is the time to bring up issues. Contact UMC and we will go over the piece and address your concerns.

4. Change happens. Return the first proof with your department's changes or corrections.

5. The finished product. We'll send you a second proof. If it's perfect, you sign off the job, and we send it to the printer.

   Note: we do our best to avoid mistakes, but it is the client's responsibility to review the publication's content—including names, dates, fees, addresses, and other information—for accuracy.

What you need to know about deadlines

Due to our volume of work, meeting deadlines is very important to keeping jobs on schedule. However, sometimes adjustments must be made to the timeline. Please keep in mind that any changes you make to milestones in the timeline (for example, when copy is due) will impact the delivery date for your job.

For each day a milestone is extended, your delivery date could be set back at least two business days. This is necessary for UMC to rework its master schedule and resolve any production issues resulting from the delay (depending on the number of other jobs that are in progress).

Estimated Timelines Per Project Type

The timeline to complete a project varies according to its complexity. A one-page flyer could take a week or two, while a full-color publication or mailing with variable data could take two months or more.

Here are a few general time considerations:

Editing—two weeks

All copy will be edited and proofread. The editors in UMC edit and proofread every publication before our office begins the design work. They will proof your text for grammar and spelling, as well as consistency with University style and factual information about Michigan Tech.

Design—two to three weeks

Even if your publication is very simple, it may be queued behind several other projects on the designer's desk. Included in this estimate is time needed for final proofreading and approval by UMC.

Printing—two weeks

The time involved in printing a project will also vary widely, depending on the size, complexity of the project as well as any late changes that happen after a job is sent to print.

Projects are generally scheduled on a first-come, first-served basis. The more advanced notice you can give us about your publication, the better.