Project Management Policies
The Office of Communications is charged with maintaining the integrity of Puget Sound's institutional identity, including messaging and visual standards. The following process is used to facilitate production of a wide variety of communications projects. We look forward to working with you!
Each project must have a creative brief before the Office of Communications can begin producing it.
The purpose of the creative brief is to identify:
- The desired outcome. What is the goal of the project? Who is the target audience? This will inform communications strategies and deliverables for the project.
- The account number(s) to which the project should be charged.
- The project budget.
- The desired delivery date and delivery location.
- The quantity (for print pieces only).
Creative briefs are automatically received via email by Katie Barosky, Julie Reynolds, and Sarah Stall. Creative Services (CS) will not begin work on a project until the creative brief is discussed with CS by the appropriate project manager. As a general rule, design will not begin until all content has been received. Communications project managers are:
- Katie Barosky: University Relations
- Chris Krull: Enrollment
- Gayle McIntosh: Office of the President
- Sarah Stall: All divisions of Academics, Finance & Administration, Student Affairs
All creative briefs received during the previous week will be reviewed with Creative Services during regularly scheduled weekly meetings with each project manager.
Each project must have detailed production schedule before the Office of Communications can begin producing it. The Office of Communications is responsible for making sure that both the creative brief and production schedule are completed and approved before a project moves into design.
Production schedules will:
- Allow a minimum of two weeks between the completion of the creative brief and delivery of a proposed communications strategy.
- Allow a minimum of two weeks for creation of initial concept (writing/layout/design).
- Allow seven to 10 working days for printing (from release of files to final delivery).
- Identify the number of rounds of review for each project, based on the complexity of project. For new projects, this will be two initial concepts from which to choose, followed by up to two rounds of revisions to the selected concept, and final approval; for revised projects, the initial two weeks for strategy development is waived.
- Identify the name of the person responsible for approvals at each point of the approval process.
The Office of Communications will work directly with the person responsible for project approval. If this person needs to secure approvals from others, it is his or her responsibility to obtain those approvals and to convey requests for changes or revisions by the scheduled approval points in the production schedule.
The Office of Communications is responsible for ensuring the work delivered for approval at any stage of the process has been proofread. The project initiator is responsible for providing accurate information. Unless agreed upon otherwise at the beginning of a project, the project initiator is responsible for the accuracy of dates, times, addresses, locations, names, and other factual content.
Office of Communications Project Manager Responsibilities
- Partner with campus colleagues using a consultative approach. The project initiator's job is to identify the need to be addressed; the project manager’s job is to provide an effective communications strategy and related communications vehicles to meet the client’s stated needs.
- Participate in twice monthly production meetings with all project managers and director of Creative Services. This regular session will help ensure that all materials advance Puget Sound’s brand with a clear and consistent voice, and help leverage ideas that will benefit departments across the institution.
- Work directly with the project initiator to complete the creative brief and production schedule, and make available all briefs, production schedules, and layouts on the CS share drive.
- Identify and secure the services of the team that will be needed to complete the project, i.e., creative services (design, photography), writing, proofreading, and working directly with the director of Creative Services to determine if outside assistance is needed.
- Make sure that services of a second reader are engaged for proofreading of the final version of any project.
- Provide every staff member identified as part of the project team with access to the creative brief and production schedule, and advise all concerned promptly regarding any changes to the schedule.
- Consolidate, interpret, and/or clarify client feedback for the project team and/or outside vendor.
- Monitor the production schedule and regularly follow up with campus colleagues to assist in meeting agreed upon deadlines.