Mississippi Valley State University

October 2, 2014

Processes

The Mississippi Valley State University Office of Communications and Marketing is charged with the responsibility of creating an integrated marketing strategy and positive image for the University. The staff offers support services to faculty, staff, alumni, friends and students in a variety of ways, including connecting the University with external audiences and the media, internal communications, crisis communications, photographic duties and other public relations information and activities.
 
The Office of Communications and Marketing will establish a close working relationship with the entire University family and the community it serves in promoting a positive image of the University and in documenting,preserving and highlighting the history.
 
The MVSU Office of Communications and Marketing provides policies regarding the content and design for institutional publications produced and distributed by various departments on campus. The Office of Communications and Marketing also publishes magazines, brochures, programs, other promotional materials and the University newsletter, the Communiqué.
Communications and Marketing Processes
Where do we start? Whom do we call? What do we need?
The best time to call us about a publication or advertisement is as soon as you have decided that you need one, regardless of how far in the future. Calling early allows us to work your project into our production schedule. For all publications, call the director of communications & marketing to discuss your needs and establish a production schedule.
Use the following checklist as your guide.  All projects require a graphic design request form.
Format: Do you have one in mind? Do you need a brochure, newsletter, flyer, ad, or direct mail piece? We can help you decide on the best format to reach your audience.
Quantity: How many pieces do you want to print? We will need to know your estimates before determining budget. Although you may specify several different quantities as options; quantity determines final price (if your project has to be outsourced or send to an external printer).
Budget: How much do you have to spend? If your project is new and you have no specified budget, we can help you estimate costs and recommend formats that can fit into your department budget.
Deadline:  When do you need your publication or advertisement?
  • Who is your audience?
  • What is the purpose of your publication? A successful publication should always have a specific purpose or goal. What is the publication or advertisement desired effect? A good question to ask is what is the single message with which you want the reader to leave with? What action do you want the reader to take?
  • What specific facts must be included? Don’t forget the obvious such as the exact, formal name of your department, an address, and especially a phone number and contact person to call for more information.
  • Is the project to be coordinated with other pieces (stationery, enclosures, business return envelopes, reply cards, etc.)? Should it be?
 
How long will it take?
This may be the most frequently asked question the Communications & Marketing staff receives. It can be a difficult one because the answer depends on many things: How complex is the piece?Is it new or a reprint with few or minimal changes? Does it require writing and editing? Does it require photography? Does it require extensive creative design? Is it one, two, three, or four (full) colors? What is the quantity? Are there multiple pieces tothe project? How many people are involved in the proofing/approval process? How many other publications are in production at the time?
As a general rule of thumb, one- or two-color, low quantity flyers, posters, and brochures take less time than three- and four-color, large-quantity “slick” magazines, brochures, and newsletters.The Communications & Marketing staff can help you determine a time estimate for your project based on these variables. A very rough guideline follows:
· Complex Project (bulletins, course catalogs, and viewbook): 4 months or longer
· Booklet: 6 weeks
· Newsletter (depending on size and complexity): 4-8 weeks
· Brochure: 3-6 weeks
· Poster: 2-3 weeks
· Flyer: 1 week
· Ads: 1 week
These estimates are based on having final, approved copy provided to the publications office via email, as well as a completed graphic design request form and photos selected. When substantial writing and editing are required, additional time is necessary.
Elements of the production process
Every publication requires the following steps:
· Writing/Editing: This can take several hours or up to several weeks depending on the complexity of the publication. Supply copy by email to Communications & Marketing.
· Photographs: It takes time to schedule, shoot, process, and choose photos to illustrate a particular publication, especially when many photos are needed.
· Design: Two to three weeks is standard time on an average piece, longer if the job is more complex, less if the project is a repeat.
· Proofing: Two or three weeks is often normal for proofing, corrections, and subsequent proofs, especially if several people are reviewing a piece. The initiating department participates in the proofing process. Usually, several individuals are responsible for proofing, and an assigned person signs off on the final proof.
· Printing: Standard turnaround is two to three weeks. A major job might take four weeks; in-house printing averages three to five days.
How can I expedite the process?
· Plan in advance and come to us early for scheduling.
· Include everyone who has "final say" on your project team.
· Work closely with your project manager.
· Provide at least a rough draft copy via email, in Microsoft Word,unformatted (i.e., single column only, no tabs, no bold face, no italics, etc.). Submit a hard copy as well.
· DO NOT SUBMIT ANY COPY IN ALL CAPS.
· Changes to copy once design has begun can delay your job.
· Review each subsequent proof carefully and quickly.
Final note
Samples of the approved formats of common stationery items that include the logo are available to assist you in placing orders for your office. Please contact Communications & Marketing for samples. If you have a question about any of the points mentioned here, please contact Communications & Marketing at 662-254-3577 or news@mvsu.edu.