Publication Management Guide

Last updated: May 2, 2002 Any material in italics needs to be completed

1. Publication Policy - as adopted by the Board of Directors, March 20, 2001
2. Publication Administration
• Committees
• Annual plan and budget
• Monthly Reporting Procedures (from office)
  • Production status
  • Sales – Actual, Last Year, Budget
  • Costs – Actual, Last Year, Budget
  • Inventory – Actual, Budget
• Financial Procedures
  • Budget
  • Pricing Model
  • Vendor Relationships
3. Book Standard Operating Procedures and Policies
• Outline of work flow (needs revision)
• Book Initiation Procedures
  • Book Proposal
  • Researching competition
  • Book competition analysis
• Author, Creative, Technical Relationships (to be written)
  • Working with authors, layout artists, cartographers
  • Sample contracts
• Physical Formats and Mechanical Requirements
  • Quotes for print jobs (sample)
  • Layout artists
• Book publishing management procedures
  • Tracking progress
  • Tracking trail changes (to be written)
  • Book reprint procedures (to be written)
  • How to avoid snarls (to be written)
4. Map Standard Operating Procedures and Policies
   • Product Initiation Procedures (to be written)
     • Map request
   • Author, Creative, Technical Relationships (to be written)
   • Physical Formats and Mechanical Requirements – (to be written)
     • Width of contours, how woods roads are represented
     • Where to order Tyek ®
   • Map publishing management procedures
     • Tracking progress
     • Map Reprint Procedures (to be written)
     • Map Backs
     • template -
5. Brochure Standard Operating Procedures and Policies – to be done jointly with the committee making the request
   • Product Initiation Procedures
     • Brochure Request from committees, (trail, science advisory, membership, publications,
     • organization, (membership brochure, Torrey Society, Planned giving)
   • Technical Relationships
   • Brochure management procedures
     • Tracking progress
   • Brochure Reprint Procedures
6. Other Printed products
   • Note cards
   • calendars
7. Marketing and Publicity Standard Operating Procedures
   • Marketing SOP (almost competed)
   • Publication Updates
   • Book competition analysis
   • Researching competition
   • Book Fairs
8. Standards
   • Editorial Standards
   • Style Sheet
9. Forms and Samples
   • contract (sample)
   • Purchase order (from office)
   • reimbursement (from office)
   • Product Initiation Form
     • book
     • Map
     • other
   • Status Report - Excel file (sample month)
   • Sales Report - Quicken (sample month)
   • Inventory Report - Quicken (sample month)
   • Summary Status Report
   • Marketing Plan (sample)
   • Press Release (samples)
   • Publication updates
10. Lesson Learned
    • Marketing
    • production
    • contracts - would you use again
    • Author
    • Layout
    • Cartographer
    • Printer
11. Updating
    • Notifications of updates
    • Working with Trails Council
12. Archiving
    • Where and how stored (to be written)
13. Volunteers
    • Jobs needed
    • Job descriptions

Need to develop

• reprint vs revision procedures
  • book 3 months vs 12 months
  • map 1 month vs 12 months
• “How to Avoid Snarls”
• Map proposals
• book Physical formats and Mechanical Requirements
• Map Physical formats and Mechanical Requirements
• a system with Trails Council for tracking changes
• Post Mortem/Lessons Learned
• Archiving information
• job descriptions or list of volunteers needed

V3 Last updated: February 18, 2005   Copyright © 1996-2005  New York-New Jersey Trail Conference Privacy Statement.