MDF Systems, Inc.
780 James P. Casey Road
P.O. Box 917
Bristol, CT 06010-0917
Tel:800-426-3752
Tel:860-584-4750
Fax:860-584-4759
www.mdfsystems.com
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Tips & Trivia
Here’s how to ensure the success of your next binder project…
- Establish the purpose of the binder.
- Is this going to be a handbook, a manual, a directory, or a reference book?
- Is it to sell a product or service?
- Is it for a salesperson or an end-user?
- Does it need to be functional or attention-grabbing?
- Does it need to be easily portable?
- Is weight a criteria?
- Will it be for a training session or seminar?
- Will it be used as a reference? Or for daily use?
- Will it be kept on a shelf?
- Will it be constantly referred to?
- Does it need to lay flat?
- Will materials need to be removed for any reason?
- To be copied, replaced, left with a prospect, etc.
- Will the material be constant or will updates be needed?
- Will it be more efficient to send out just the update or have the whole binder reprinted/reassembled?
Have a concept of how you want the binder to look.
- Will it be black and white or color?
- Will you want a decorative cover?
- Will you need to have writing on the spine?
- How many pages (approximately) will it need to be?
- Will the pages be one-sided or duplex?
- Will you need tabs?
- About how many will you need?
- Do you want white, clear, or colored tabs?
- Do you want numbered or alpha tabs?
- Would you rather have them custom printed?
- Do you want a loose leaf binder or a bound document?
- If loose leaf, how many holes – 2 or 3?
- Will you need room for additions and updates?
- Should you shrinkwrap the contents, for inserting into a binder later?
- Do you need to print in sections so they can be passed out in a certain order such as at a training session?
- If bound, does it make a difference on the type of binding?
- saddle-stitch? tape binding? Spiral? Perfect bound?
Decide on what the content will be.- The best way is to make a table of contents
- Does the content exist now?
- Do you have pre-printed pieces already in stock?
- In the quantities needed for the binder?
- Do these need to be reprinted?
- Do you need an offset printer or can you save money by digitally printing the quantities you need?
- Compare the quality of digital printing for both black & white and color pieces to your preprinted pieces, and use digital printing whenever possible.
- Will you need to create any collateral?
- Where is it in the creative process? Who does it need approval from and how long will that take?
- Does the collateral need to be printed separately or can you print it as a single bound document?
- Are there article reprints, slides, maps, etc. that need to be scanned/reproduced?
Determine how many binders you will need.- Figure out how many names on your list and how many binders each will be receiving.
- Should you make extras for samples, to allow for any forgotten names or incorrect counts, or to keep in inventory for future requests?
- Will there be variations by audience or region?
Have a plan for distribution.
- Will these go out all at once or be warehoused for ongoing requests and orders?
- Will anyone (sales reps, dealers, etc.) need an initial distribution?
- How do you plan to ship these?
- Will you be sending these to one location, or out to the end user?
- Who has the addresses you will need?
- Are they already on shipping labels or on a disk?
- In what will you ship your binders?
- Cartons for bulk delivery or initial distributions?
- Individual binder boxes for single requests?
- Do you have these on hand? Do you need to order them? Can your fulfillment company help you?
- What will you need for packing material to keep the integrity of the binders throughout the shipping process?
- How will these be sent - via Post Office or through a carrier such as UPS?
- Will you need to track them if they don’t arrive where/when they are supposed to be?
- This is especially crucial for a training session or seminar.
- Check to see which method may be cheaper or get there sooner.
- It may be best to use a mix of USPS for individual orders and UPS et al for large orders or those needing to arrive at a specific time.
- If your timeframe slips, then you may have to pay extra for shipping in order to meet your deadlines
Managing the process.
- Determine how to track who got what version
- Does the database need to be noted?
- Do the binders need to be registered?
- Will you include a registration card?
- Or a hyperlink for on-line binder registration?
- How will updates be handled?
- Update only what is needed? (Print on demand is ideal for that.)
- Reprint complete sections or the complete binder?
- Send out to everyone who received the binder?
- Keeping a list of who got what is crucial
- Can these be printed out as needed (on-demand printing)
- Will you need storage for your binders?
- Will this be for cold storage or for easy access for ongoing requests?
- Will you need to account for these binders?
- through a hard copy report that is a snapshot of a moment in time?
- or anytime access to the transactions (in, out, back orders, etc?)
Always build in extra time for any unforeseen delays.
- Determine when the binders will be needed
- Will they be for a meeting or seminar with specific dates?
- Is there any leeway in the timeframe?
- Will you need to create, print, or order any materials?
- Digital printing is usually much faster than traditional offset.
- Allow extra time for any 4-color pieces
- How long will it take for the fulfillment process?
- Is there any part of the job that can be done in advance?
- For hard view binders, can the cover and spine be inserted first?
- Or can you send the job in sections as it is ready (again, for hard binders)
- Is there any scanning of documents that can be done first?
Send the job to a professional organization such as MDF for printing/assembling.
- There are economies of scale that are usually not available in-house
- This will result in a more efficient assembly process that will save you time and money in the long run
- The experience level and quality control will assure that the job is done right and on-time
- Your time can be better utilized than overseeing an assembly line in the conference room
© Copyright 2004 MDF Systems
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