Tips for Communicators

Four "File Right" Tips

Your active files keep your organized.  So file right:

1. File by project code (task number or issue, for example).
2. Be sure your computer file system corresponds to your paper files.  Use the same names, directories and sub-directories.
3. Maintain an active idea file for upcoming projects and stories.  Assign sequential numbers to each idea and enter them in your computer file.  Assign the same numbers to backup documentation and place it in your paper file.  To locate material on a particular topic, enter the target keyword in your "find" command.
4. When you come upon great work -- brochures, periodicals, Web copy -- place it in a "sample" file and refer to it often.

Let Your Job Ticket Do Double Duty

Your job tickets track the wide variety of communication projects coming through your shop.  Each of your job tickets already contain a code number, dates, project name, and approval lines.  Add a few pieces of information to the ticket, and you'll have the makings of a powerful communications data base.  For example:

• Product Type.  Here you can specify whether you're creating a brochure, news release, public service spot, speech, or any other item in your internal product line.
• Client.  Track the originator of the communication request.
• Goal.  If you use a formal goal-setting system, enter and track the code number of the goal or objective filled by the job.
• Account.  Here you can track the account number(s) charged for each piece of the job.

Other data you want to track?  Use the job ticket to record it, and enter it into the database.  The resulting reports provide you with powerful management and planning information.