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Paperless Workflow in Publishing: Maximize Efficiency and Flexibility

Learn about paperless publishing, its key elements, driving factors, and tools for implementation. Explore how it reduces manual processes, improves speed, and enables content distribution across various channels efficiently.

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Paperless Workflow in Publishing: Maximize Efficiency and Flexibility

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  1. Paperless workflow: steps and trouble spots Cadmus Educational Series June 14, 2005, 12-4 pm, FASEB Presented by Cara Kaufman www.kaufmanwills.com

  2. Overview • Definition • Key elements • Driving factors • Facilitating tools • Implementing change Kaufman-Wills Group

  3. What is paperless publishing? • Digital end-to-end workflow • Reduces manual processes • Increases speed • Allows output to different distribution channels Kaufman-Wills Group

  4. Copyediting with Automated Tools Submit Online Electronic Peer Review Content Management System ? CD or PDA Web delivery Print Composition New Device Key elements Kaufman-Wills Group

  5. Driving factors • Efficiency • Service • Flexibility Kaufman-Wills Group

  6. Authors need for speed Immediate reader access Fewer manual processes Digital transmission: time and cost savings Earlier distribution of content online Efficiency Kaufman-Wills Group

  7. Service • Self service • Instant access to “editorial office” from anywhere • Online submission  peer review  track manuscript progress • Effective communication • More accurate scheduling • Smoother manuscript flow Kaufman-Wills Group

  8. Changing distribution channels Web portals Content aggregators Online search engines New devices Hand-held devices Hospital kiosks Multiple outputs Media-neutral format SGML XML Media-neutral storage Content management systems Flexibility Kaufman-Wills Group

  9. Facilitating tools • Content development • Digital art preparation • Author “preflight” for digital art • Submission and peer review • Automated copyediting • Markup and coding • Composition/typesetting • Production tracking • Content management • Distribution Kaufman-Wills Group

  10. Content development • Instructions to authors: structure and style • Publisher revisions v author templates Kaufman-Wills Group

  11. Digital art preparation Kaufman-Wills Group

  12. Dealing with digital art • Insufficient resolution • Computer monitors (72 dpi) • Printed journals • File format issues • TIFF or EPS • Converting native file formats • GIF, JPEG, clip art, screen captures, MS applications • Colorspace issues • RGB for computer monitors • CMYK for print display • Automatic RGB t CMYK conversion tools Kaufman-Wills Group

  13. Author preflight for digital art Kaufman-Wills Group

  14. Submission and peer review • Speeds publication • Reduces errors • Improves reporting • Can reduce costs Kaufman-Wills Group

  15. Automated copyediting Kaufman-Wills Group

  16. Markup and coding Kaufman-Wills Group

  17. Composition/typesetting Kaufman-Wills Group

  18. Production tracking Kaufman-Wills Group

  19. Content management Kaufman-Wills Group

  20. Distribution Kaufman-Wills Group

  21. Implementing change • Decision-making • Process • Cultural adaptation Kaufman-Wills Group

  22. Deciding whether or notto change • What do you want to accomplish? • How is it done now? • What are your options? Kaufman-Wills Group

  23. Pros and cons of change • The argument for change • Customer demand • Competitive forces • The argument against change • Complexity • Disruption • The verdict • Depending on organization either can make operational and financial sense • Arguments for, can become arguments against Kaufman-Wills Group

  24. Implementing change • Identify your needs • The more crucial the task, the more details need to be specified • Workflow and outputs • Policies • Steps • Time increments • Staff and system capabilities • Classify your needs • Long-term, medium-term, immediate • Low, medium, and high priority Kaufman-Wills Group

  25. Set objectives • What? • Improve quality • Reduce time • Cut costs • Why? • Rationale • Importance • When? • Timeframe Kaufman-Wills Group

  26. Availability of options Competitor offerings Appropriateness Gains from technology Interface issues Core competencies Competing priorities Career path Skills to task Supervision Corporate culture Review options Kaufman-Wills Group

  27. Culture “…the way we do things around here.”

  28. When is change necessary? • When the environment is undergoing fundamental change, and the organization has always been highly value driven • Advent of new technologies • Pressure on traditional business models • Globalization • Deal and Kennedy Kaufman-Wills Group

  29. Management Risky Critical Time-consuming Employees Threatening Confusing Insecurity Positive Excitement Opportunity Motivation Negative Resistance Questioning trust Glorification of past What does change look like? Kaufman-Wills Group

  30. Promote and manage change • Managers • Articulate objectives clearly • Lay out step-by-step plan • Align employee incentives with objectives • Employees • Participate directly in process • Coordinate and implement change • Communicate concerns constructively Kaufman-Wills Group

  31. Improving your workflow • Diagram your workflow first! • Solicit support at all levels • Set firm basic requirements • Prioritize project management • Increase communication Kaufman-Wills Group

  32. Q&AThank you! Cara Kaufmanckaufman@verizon.net

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