General Publication Methodology

Publication houses and documentation-based companies manage their projects differently from the way information technology (IT) or construction companies do. Publication methodologies can be either heavyweight (e.g., books) or lightweight (e.g., creating various magazine iterations). Documentation forms the lifeblood of these companies and schedules become everything.

The Publishing Team

As the manuscript starts moving from rough draft toward a bound book or glossy magazine, project managers are involved with the following team members during the project life cycle.

Author.

Acquisitions editor. Editorial assistant/project manager. Development editor. Copy editor. Production editor. Typesetter. Indexer.

Proofreader.

Printer. Graphic artist.

In the documentation industry, extensive use is made of third party contractors for tasks such as writing, typesetting, graphics, editing, indexing, and front cover design. The phases in a publications process are very specialized and demand great patience and challenges to ensure that project dates are met. If a journalist or writer misses a deadline, the magazine, newspaper, or book can be seriously delayed. The process, shown in Figure 4.13, is explained as

follows:

Initiate. The author submits a manuscript proposal or rough draft to the publishing house for consideration and approval. As with most manuscripts submitted, many are rejected because of market demands. After the acquisition editor has reviewed the manuscript, it is passed to the next phase.

Development launch. This phase starts with internal discussion between the acquisition editor, project manager, and development editor, who decide what form and level of quality the project is to take, based on the submitted proposal or rough draft.

First draft. A first draft document is sent by the author to the development editor, who makes suggestions on how to make the project take the shape decided at the development launch. The draft with redline suggestions is returned to the author, who incorporates (or sometimes does not) them into the final manuscript.

Final draft. A final draft is sent back for comments and verification before production.

Transmittal package. A final document is turned into a transmittal package (hard copy of final manuscript, electronic files with authors original coding stripped out, transmittal form, and memo), and is handed over to the production editor.

Launch meeting. The production editor reviews the package and calls a launch meeting to discuss the specifics of the project: internal design, author concerns, schedule, and so on.

Production. A production schedule and cost estimates are formalized and published internally; freelancers are hired to copyedit, proofread, typeset, index, and illustrate the project. A copyedited version of the manuscript is sent to the author for review; the author returns it with any comments and answers to queries;

the authors comments are incorporated into the copy-edited electronic files and prepared for the typesetter; the typesetter creates page proofs, incorporating the artwork that was created; and page proofs are sent to the author.

Proofreading. Both the proofreaders and authors comments are incorporated into one proof, which is sent back to the typesetter, and a final proof is checked again.

Printing. The final electronic files are sent to the printer. Blue-lines are created and sent back to the production editor for approval. The book is then printed.

Figure 4.13: Publication project life cycle methodology.

Although a few concurrent project tasks could occur, in general, one phase needs to be completed before the next phase can start a typical waterfall approach. More than ever, publication-based methodologies require the following from their project managers:

Time to market is crucial, thus necessitating close coordination of milestones.

Project teams consist of many stakeholders, working across geographic locations.

Project teams need to navigate through many legal and federal hurdles.

Delivery is crucial because many publications have important release dates to the public. If the project is delayed, no one will want to purchase an outdated book or magazine.

The development phases are dynamic.