Graphic Design and Layout
In this section:
Design and Layout
Meeting with the Designer
Set up a meeting with your client and the chosen designer to go over the scope of the project and the client’s expectations. Get answers to some key questions.
Budget Considerations
Graphic design can have a great impact on the production costs of a publication. Make sure that:
- the designer understands your client’s budgetary constraints; and
- your client understands all of the costs associated with the desired final product.
 As design options have an impact on printing costs, you might also have to request printing estimates at this stage to help your client decide between various options (two colours vs. four colours, perfect bound vs. spiral bound, etc.).
Rules to Be Followed
All designers doing work for the Department should be familiar with the various policies and guidelines that apply, including:
Remember that French texts are usually longer than corresponding English texts. Take this into account when making decisions on design and layout.
At the end of the meeting, decide when and how the design concepts will be submitted. Ideally, you should arrange a meeting so that the designer can present and explain the concepts and hear first-hand the client’s reaction.
Review and Approval of Design Concepts
You should review the design concepts before they are presented to the client for two reasons:
- to make sure that the designer understood and accurately interpreted the client’s expectations; and
- to make sure that applicable policies and guidelines have been respected.
Your client may select a concept as is, or may ask for modifications. Always discuss any cost implications with the designer and the client.
Once your client is satisfied with the design, get his or her sign-off. If necessary, the client should submit the concept for ministerial approval.
Text Formatting
Prepare a package of all necessary components for the designer to do the text formatting and produce page proofs, including:
- an electronic version of the text, including the preliminary pages;
- an electronic version of all graphics, tables and figures including all data points;
- an electronic version of all photos in high resolution (TIFs are preferable to GIFs or JPEGs, which are not print quality);
- a printout of all materials (text, graphics, tables, figures, photos) that corresponds to the electronic versions and indicates placement of all elements; and
- a printout of all data points.
If photos from a photo bank are being used, make sure that the user fees have been paid. These user fees vary depending on the type of product, the number of copies and the extent of distribution. If photos are otherwise supplied by your designer, verify whether it is stock photography. Reasonable efforts must be made to ensure that stock photography is provided to Industry Canada on a royalty-free basis (i.e. to ensure that Industry Canada may re-use the images as needed, without incurring additional costs, for reprints or in other products or formats).
To save time, have the page proofs prepared in the original language first, while the text is in translation.
Proofreading
Proofreading and Correction of Page Proofs
Proofreading is best done by a specialist, often an outside supplier. Before forwarding the page proofs to the proofreaders, have a look at them to make sure that the overall layout flows nicely and that the designer understood your instructions.
The proofreaders will:
- ensure that the laid-out text corresponds exactly to the text that was given to the designer;
- look for typographical errors; and
- verify the layout, checking such aspects as spacing, margins, page length and references to graphics, tables and figures.
The proofreader of the translated version must also do a comparative reading to ensure a match of the page layouts in both languages.
Handy proofreading checklists are included in the Industry Canada Style Guide for Writers and Editors and the Guide de rédaction et de révision d’Industrie Canada has an aide-mémoire pour la correction d'épreuves.
If errors are found in page proofs:
- the proofreader marks the error and indicates the appropriate correction using standard proofreader’s marks;
- you return the proofs to the designer for corrections;
- the proofreader verifies the corrections; and
- the process is repeated until the text is error free.
Quality Assurance
When the page proofs are deemed error free, in-house staff should do a quality assurance check to ensure that:
- the proofreader did an acceptable job; and
- federal and departmental publishing policies and guidelines have been respected (e.g. official languages, reflecting diversity, copyright, the Federal Identity Program, style and presentation).
Approval
Forward the final proofs to your client. The client must verify that the text is well laid out and that the graphics, tables and figures are correct.
If your client requests changes or corrections at this stage:
- explain what impact this will have on deadlines and costs;
- confirm the new delivery date in writing;
- obtain written authorization from your client for any additional costs;
- clearly mark the changes on the page proof;
- have the new text translated and edited;
- have the designer make the changes to the page proofs in both languages;
- have the proofreaders check the new page proofs;
- redo the comparative reading (English/French) of the revised passages; and
- redo the quality assurance check if there were major changes.
After all of the client’s changes have been incorporated and the page proofs are error free once again, have the client sign off and, if necessary, seek ministerial approval.
Printing Preparation
Ask the designer to prepare the files for printing.
The designer will supply you with a CD containing the electronic files in an industry-standard software application for layout. This CD should include all the support files needed for printing, colour separations, screens and halftones.
The designer should also provide a camera-ready copy — a printout of the final page proofs (usually colour laser) — and specifications. To make sure there are no discrepancies, check this colour printout against the page proofs approved by your client before forwarding everything to the printer.
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