Best publishing workflow: how to choose?

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The publishing workflow describes the path a document takes from being written to being published. The best publishing workflow for your business depends on the size and composition of your staff. The system is limited by the limitations of the printing process and publishing software. It’s also important to choose a publishing workflow process that can proceed through various forms of communication. Choosing an enterprise workflow should balance budgetary concerns, efficiency, and accuracy.

The size of the workplace will determine the ideal publishing workflow process. All staff might be involved in editing written material in a small office. This workflow would involve a “round robin” of changes followed by delivery to the printer. Larger offices often have more hierarchy in managing the creative workflow. The publishing workflow in a large office might involve handing a draft to an editor, section editor, and publisher before printing.

The best workflow for your company should anticipate staff changes. The workflow should be easily explained to new employees involved in publications. Temporary editors, writers and graphic artists should be able to adapt easily to the process. A good rule of thumb when choosing the best publishing workflow is to design a process that could be explained to the average reader of the publication.

The software used by the publications team should be considered when developing a workflow diagram. Your workflow system could slow down significantly if your authors, editors, and press team use different versions of the same software. This problem is compounded when a writer uses publishing software that is incompatible with the office software. The publishing workflow should anticipate these problems by requiring compliance from all members of the process.

Your ideal workflow model could be used with your current approach to printing. You will likely need to create additional review and edit sessions in your workflow diagram if you use offset printing. The publishing workflow might be more compact with print-on-demand services, but the cost per unit is higher than with offset printing. The size and frequency of publications should also inform the workflow analysis. Corrections can be made with newspapers and memos more easily than with annual reports.

Your workflow system should also be built to withstand disruptions in communications and document delivery. The diagram should direct publishers to retain digital and hard copies of publications in case of power outages. The publishing workflow process must also allow for network outages that disconnect writing teams from their printers. Editorial and writing teams should use portable drives, laptops, and frequent printing to deliver publications on time.

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