Planning and Paperwork
In this section:
Good planning is key. It will ensure that your publication:
- meets the needs of your target audience; and
- does not duplicate other departmental products.
If you are responsible for producing a publication, make sure it’s included in the Publishing Database (for Industry Canada employees only). This tool helps with planning and coordinating publishing activities within the Department. Don’t waste money! Don’t compromise quality! Always remember that producing a publication takes time.  Once your publication is produced, you will need to get it out to your audience. When you are planning the production of your publication, you should also plan to handle your distribution and storage requirements. Consult Industry Canada Publications: How-To Guide for Distribution, Warehousing and Inventory for information on managing your publication after it's been produced.
Who Is Involved?
Your Client
Your client is the person who asked you to produce the publication. You are accountable to your client.
Communications Advisor
Each client has a designated communications advisor. Clients should contact their advisor well before production begins because the advisor’s role is to:
- help get the message out in the clearest and most effective way possible;
- offer advice on the appropriateness of the product;
- help prepare a communications strategy; and
- help identify key audiences.
Suppliers
Outside suppliers are available to carry out the work required at each step in the production process (editing, translation, graphic design, printing, etc.). As you contact suppliers to confirm their availability, provide them with the required specifications and request written estimates detailing the work to be performed and the cost.
Always check first to see if there is a departmental standing offer for the product or service you require. If so, you will be preparing a call-up against the departmental Standing Offer Agreement.
If there is no standing offer for the product or service you require, you will need to prepare a purchase order for goods and services, a service contract or the PWGSC Form 9200, as appropriate.
Contact your administration officer for assistance with this paperwork.
Preliminary Meeting
Don’t just dive into production! First, hold a meeting with your client and his or her communications advisor to discuss the various components of the project and to get a clear vision of the desired end result.
Use the New Project — Key Questions and Considerations checklist to get all the details you’ll need.
Should any of the initial product specifications change during the production process, remember to assess their impact on deadlines and costs. Discuss this with your client before proceeding and get his or her agreement in writing.
Working File
Open a working file for storing all project-related documents, including:
Keep your working files consistently organized so that others can easily consult them.
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