Our role in your project
Keeping up with the standards and practices of the communications world is probably not at the top of your to-do list. And it needn't be. That's why MIT created PSB, the Publishing Services Bureau.
We at PSB help members of the MIT community in the planning and production of their print and electronic projects—large and small. We don't manage your project, but we give you the information and resources you'll need to do so effectively and efficiently.
Whether your task is to reorder envelopes or launch a new communications initiative, our job is to make your job easier. Even if you are an experienced communications professional, we can provide contacts and access to resources.
The Six Stages of Your Project
#1 Plan your strategy
Every print or web product speaks volumes. Its voice is embedded not just in the words on the page, but also in the font they're printed, in the photos used to illustrate them, in the paper they're printed on, or in the animation used to deliver them.
Because you'd like to influence how the wider world sees you, the materials you present must be carefully planned and produced. And all your communications projects should support your department's key goals.
At this stage, you should:
- Review the goals and parameters of the project with the members of your department who have a stake in it.
- Determine the audience you wish to reach, what you need the project to accomplish, and how it can serve your overall communications strategy.
- Be prepared to authorize a requisition to commit the funds for your project.
- Discuss these issues with your PSB advisor if you need advice or support.
- Visit our start your project page for a complete checklist of issues that are crucial to consider before launching any communications project.
#2 Consult your PSB advisor
You and your PSB advisor work toward one shared goal: to create a successful product that meets your highest expectations. If you've never worked with PSB before, we can introduce you to an advisor to work with you throughout the project and bring in a Departmental Consulting and Application Development (DCAD) consultant on web projects. If you know the PSB advisor you'd like to work with, but need contact information, consult the staff list.
At this stage, your PSB advisor can help you to:
- Plan your publication or create a communications strategy to guide the creative direction of your project.
- Decide on the best format for your project.
- Determine the budget, schedule, and delivery requirements.
- Weigh the value of working with outside experts.
- Estimate the costs by reviewing similar finished projects.
- Ensure that this project serves your communications goals.
#3 Build a project team
The first step in building a team is to decide on the division of labor. How much of the work will you be doing in-house? Will you require the help of outside consultants or the advice or assistance of other MIT departments? How much would it cost to hire the people you need? Your PSB advisor works with you to answer these vital questions and to recommend vendors who are talented and skilled in providing creative solutions and outstanding service.
At this stage, your PSB advisor can help you to:
- Review the costs and samples of work done by outside vendors.
- Draft a request for proposal (RFP) articulating your project goals and scope to obtain competitive bids from vendors as required by MIT.
- Assess bids and select vendors.
- Bring in key MIT partners, such as WCS.
- Clarify team member roles.
- Find ways to cut costs.
#4 Launch your project
As the team comes together, your PSB advisor works with you to make sure all the elements are in place to launch your project smoothly. You see the rewards of your planning and preparation as the team begins to work toward the realization of your goal.
At this stage, your PSB advisor can help you to:
- Award jobs to vendors.
- Schedule meetings, deadlines, photo shoots, focus groups, and other key production events.
- Generate requisitions and supporting documentation for the creation of purchase orders.
- Understand unfamiliar aspects of the process.
- Communicate MIT guidelines and logo specifications to designers and printers.
#5 Drive things forward
Now your team is at peak performance. Depending on the project, team members are busy producing logos, layouts, text, photographs, or site maps. As the project manager, you keep team members and stakeholders informed. As your advocate, your PSB advisor is on hand to clarify issues and resolve problems.
At this stage, your PSB advisor can help you to:
- Monitor each component to keep the project on track.
- Prepare for design presentations, reviews, revisions, usability testing, code review, and approvals.
- Communicate with the key decision makers who will be signing off on the project.
- Facilitate problem solving.
#6 Finalize and unveil
The closing days of any project are often a period of intense activity as team members complete refinements before the press or launch date. Your PSB advisor's experience is critical during this phase to make sure that a quality product delivers on schedule.
At this stage, your PSB advisor can help you to:
- Schedule print, delivery, and mailing services.
- Launch your website.
- Monitor the success of the project—for example, by tracking the number of visitors to a website.
- Evaluate the quality of the final product.
- Plan ongoing website maintenance and content updates.
- Reorder print materials or contract follow-up work.
- Resolve billing concerns.
For greater detail about the time frame advisable for a
specific kind of project, review sample schedules.
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