Communication is key to any successful print project, whether you are a print production manager, a designer, or a client. But how do you communicate effectively with different stakeholders to clarify the scope and specifications of a print project? Here are some tips to help you avoid misunderstandings, delays, and extra costs.
Before you start any print project, you need to have a clear understanding of the objectives and expectations of the client. What is the purpose of the print material? Who is the target audience? What is the budget and timeline? How will the quality and performance be measured? These are some of the questions you should ask the client to define the scope of the project and avoid scope creep later on.
Effective communication with clients and designers to clarify the scope and specifications of a print project is achieved through clear, concise, and frequent dialogue. Initially, it's essential to conduct a detailed briefing session to understand the client's vision and the project's requirements. Utilizing visual aids such as mood boards or prototypes can help in aligning expectations. Throughout the project, maintaining an open line of communication via meetings, emails, or project management tools ensures that any changes or clarifications are promptly addressed. Regular progress updates and feedback loops with both clients and designers help in refining the project specifications and avoiding misunderstandings.
The define stage is not too early to ask for final quantities or breakouts of versions. This is also an excellent time to collect final delivery addresses, who needs to see proofs on the client's end, how many samples will be required, and where proofs and samples will need to be sent.
Once you have the objectives, you need to review the design with the designer and the client. Make sure the design is consistent with the brand identity, the message, and the format of the print material. Check for any errors, typos, or inconsistencies in the text, images, colors, fonts, and layout. Also, make sure the design meets the technical requirements of the print process, such as resolution, bleed, crop marks, color mode, and file format.
After you have reviewed the design, you need to confirm the specifications with the printer and the client. The specifications include the size, shape, paper type, coating, binding, finishing, quantity, and delivery of the print material. You should also discuss the printing method, such as offset, digital, or screen printing, and the advantages and disadvantages of each option. You should get a quote from the printer and compare it with the budget and timeline of the client.
If this is a direct mail piece, it is also important to share the design with the mail shop to be sure that it meets current USPS regulations.
Before you finalize the print project, you should request a proof from the printer and review it with the designer and the client. A proof is a sample of how the print material will look like when printed. It can be a digital proof, a hard copy proof, or a press proof. You should check the proof for any errors, defects, or deviations from the design and specifications. You should also verify the colors, quality, and alignment of the print material.
After you have reviewed the proof, you should provide feedback to the printer and request any changes or corrections if needed. You should also communicate the feedback to the designer and the client and make sure they are satisfied with the final result. You should keep a record of the feedback and changes and get a confirmation from the printer before approving the print project.
If changes to the proof are necessary, ask the printer how this will affect the schedule and cost of the job. Any changes must be shared with the client to manage their expectations and to mitigate any risk incurred to the project.
The last step of communication is to follow up with the printer, the designer, and the client after the print project is completed. You should thank them for their collaboration and ask for their feedback on the process and the outcome. You should also evaluate the performance and quality of the print material and see if it met the objectives and expectations of the client. You should also identify any areas of improvement or learning for future print projects.
Once the job ships from the printer or delivers to the Post Office, be sure to ask for tracking numbers and postage receipts to confirm delivery.