Print Production Workflow 2023

Initial Phase

Connect with AE when job appears in weekly status / account project inventory, or AE will reach out via email or Slack to request info and/or quote. Buyer to loop in CD and/or designer on initial correspondence when appropriate (new jobs, etc.).
Confirm specs (new job or part of our usual regularly occurring jobs?).
Design team to begin filling out intake form when job kicks off, to be completed during initial concepting phase. Designer should include buyer in correspondence related to job specs during these beginning phases to help provide the clearest picture possible for quoting.
Buyer and design team discuss any new elements (different paper, size, page count, binding, special finishes, PMS colors, etc.) after reviewing intake form. This should be a short meeting including design team, buyer, and AE so everyone is on the same page regarding the client’s needs and vision for the project.
Any alternative possibilities (stock, binding, page count, etc.) for quoting should also be confirmed at this time.
Types of proofs needed (PDF or hard proofs) should also be confirmed at this stage, along with specification on whether extra sets will need to be overnighted to remote designers, and how many rounds of proofs we need to see. Any need for a press check should also be discussed (there is a space to note this on the intake form as well). This impacts the schedule.
Confirm quantity and delivery info with AE.
Buyer logs job info and scheduling into Google sheet / Production Manager Schedule.

Estimating

Send finalized job ticket to vendor(s) based on their capabilities and what makes the most sense for the job.
Receive and review estimates as they come in. Buyer decides who wins the job and will send estimate to AE for client approval, looping in designer and CD. Estimates are also posted on Dropbox at this time, in the corresponding project folder.
Potential second round of estimating if client requests any changes/ways to cut cost. Note: All potential alternatives from intake form have been quoted at this time, and we should not be introducing new elements unless absolutely necessary.
Receive second round of estimates, if requested, and send to AE for client approval, looping in designer and CD.

Collect and Release

Monitor Trello throughout process to track movement and progress. If job looks like it’s veering off schedule, reach out to AE and Kimberly for updates.
If this is a larger project, redesign, or anything beyond the usual regularly occurring jobs, buyer may wish to have a short touch base meeting ahead of file collect/release for one last review of all specs and details.
When files collect, open and check the final PDFs to ensure all specs match the job ticket.
If everything matches, send job ticket to AE for final signoff on quantity and delivery info.
If there are discrepancies, inform AE and make necessary adjustments to job ticket for re- quote.
Upload files to print vendor, and include job ticket and lo-res PDF for reference.
Send final quote email to AE with PO instructions for client. If the job is for the President’s Office, the print buyer will make the PO on the client’s behalf.
It should also be established at this point whether a creative director will need to sign off on the proofs in addition to the designer.

Proof Review

Once the print vendor confirms receipt of the files, discuss ETA on proofs and keep design team in the loop so plans can be made to review in person.
Designer (and CD, if needed) will review hard proofs together with buyer within 24 hours of proofs being dropped off at 985 (exceptions may be made for timing dependent on project schedules; communication from buyer to designer will always be clear on this).
Circulate PDF proof through edit for copy review during this window.
Send proofs back to vendor with all compiled notes and get an ETA for round 2 proofs.
Repeat review process for round 2. As is standard, any applicable round 1 sheets with markup will be included for comparison. Any further edit requests after this should be very minor at this stage after thorough reviews.