Managing Advertisements
As with contributions, it is useful to have files for each issue, showing what advertisements are expected, have arrived or are still being dealt with. You can also have a general file for possible future advertisers; either ones you intend to contact or ones who have expressed an interest in taking advertising space in the future.
You can also show which advertisements have been paid for, which ones are repeat advertisements or part of a series, and which ones need to be sent out as proofs before printing. If you can use a spreadsheet, you can produce one with records of all your advertising on – showing potential contacts, contact details, dates of contacts made, results of discussions, actions pending, booked advertisements, copy received, advertisements printed, invoices sent, etc.
Handling Production Activities
Keeping track of production is vital, especially if you publish on a specific date rather than just during a particular time period. Some things you will need to keep records of are:
- copy deadlines for both editorial and advertising
- progress on incoming items
- dates to get your publication to your designer and/or printer
- dates for distribution
You will also need to keep track of supplies so that you do not run short of materials for anything you produce yourself (for example photocopying paper, ink cartridges, envelopes, and so forth).
Communicating With People
Last, but not least, you will need a system for ensuring you communicate with the relevant people and keep records of some of those communications. Some things you may wish to record are:
- dates on which you commissioned articles or book reviews
- any extensions to copy deadlines you have agreed with people
- forward dates on which you need to telephone or email people
- any current issues or problems with which you are dealing
Project Management Tools
There are various ways in which you can monitor your progress in projects; these tend to be split between manual and electronic methods.
Manual Methods
Some useful methods are:
- having a wall-chart showing progress and activities
- having a card file index giving details of particular activities
- using a diary to record actions and anticipated events
Electronic Methods
Some useful methods are:
- using project management software to record progress
- having an electronic diary system to give you reminders of actions to be taken
- having a list of items and actions in each computer folder, so you can see with each of them exactly what you are expecting and what you have received
Simple example of a project planning chart