Writing an Effective Creative Brief for a Design Project

A creative brief is almost like a roadmap for how a project will turn out. It is the best chance to set the tone of your project so it starts off in the right direction. Your design will be only as good as your brief.

I remember a quote from a seminar on writing good briefs conducted by the Philippine Association of National Advertisers (PANA): “It is the miracle and magic of advertising that a structured, formal document can produce communication that touches people emotionally.”

There are all types of creative briefs and methods for developing them. The approach you use is less important than the mission: communicate clearly and thoroughly what you want. In other words, provide detailed instructions.

Affinity Express has order management systems (AESB and IDEA) that guide our clients through all the critical details, from size to folding specifications to fonts that must be used. Essentially, our technical team created an electronic client brief to make it easier for clients to communicate. We give them an area for “Additional Instructions” in which they can write anything that might help inform the designers. They can also attach as many reference documents as possible to show styles they like, old versions of documents, color combinations that work well and more.

Whether you are a client and use Affinity Express or not, here is what you should include in your creative brief for your internal team members and outside providers.

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News Publishers’ Business Model for Digital Success

The addition of digital agency services is something that every local media company should consider in 2012.

Local Media Innovation Alliance - “The Local Digital Ad Agency: Emerging Opportunity for Innovative Media Companies,” the Local Media Innovation Alliance, December 2011

To better serve local advertisers and compete for online advertising dollars, adding digital agency services is a major opportunity for news publishers, but achieving profitability is the real challenge.

Some newspapers are trying to build the internal capability and capacity to provide a range of digital production services. Many are discovering this is quite expensive operating overhead to carry and it just doesn’t make economic sense. Publishers find it is extremely difficult to outlay new capital to fund the production resources needed, and to do it in such a way that yields positive operating margins.

Another important consideration is that SMB advertisers are highly price sensitive and the price points required to sell high volumes of online marketing services must be extremely competitive.

Despite these challenges, newspapers have had no choice but to plunge into digital services: display ads, iPad ads, websites, mobile, social and video services to balance declining revenues from print. They have to juggle two roles: that of news and content provider to their readers (whether via print or online media) and that of marketing agencies to their customers, providing both digital and print services and helping small-business owners find their way in online marketing.

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Editorial Services for Newspapers

Editorial services from Affinity ExpressIn 2011, we launched editorial services for news publishing clients. I recently had a chance to sit down with Affinity Express Managing Editor Alan Bonini and Vice President of Operations Kristin Meidell to get their perspective on the industry and the future. Outsourcing accelerates publishers’ ability to establish production hubs, re-purpose content, focus on critical value creation activities and cut costs. But I wanted to hear what Kristin and Alan had to say, as they are talking with clients every day and hearing directly about the pain points of news publishers.

What are the current challenges for publishers in terms of editorial?

KM: In markets in North America copy editing and paginating are being combined under one person. Very few papers have  many pure paginators anymore. News publishers have started trimming their own operations and want multi-tasking people. We’ve been able to respond to this demand by starting with pagination and moving into both services.

Has the service been well received by publishers?

KM: Publishers have been most receptive. In contrast, editorial departments do not usually welcome the idea of outsourcing functions. Instead, they want to do everything they can to reduce expenses internally.

For example, newspapers used to have people dedicated only to value-added sections such as travel, food, home guides, etc. Those departments have been collapsing to comprise fewer people. Where there was once a food editor, food paginator, travel editor, travel paginator, etc., now these functions are probably all done by the same person.

Why do you think outsourcing of editorial support services makes sense in today’s publishing industry?

AB: The first reason to outsource editorial is cost reduction. However, quality is a critical consideration. Editors have to be satisfied with the work they receive. In addition, the papers all have a unique voice that must be maintained.

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Digital Media and the Newspaper Industry: an Interview with Michael Fogel of Hearst

Michael Fogel, VP at Hearst Media

We recently met Michael Fogel, vice president of technology development at Hearst Newspapers. Hearst is a client of Affinity Express. Using our services to become more efficient and proactive is just one of the ways Hearst is adapting itself to the growing predominance of digital media and the decline in circulation and print ad revenues.

This blog post lays out Mr. Fogel’s views on the newspaper industry and explains how Hearst is riding the wave and leading the industry.

Digital Media Has Disrupted the Newspaper Industry

According to Mr. Fogel, the split in revenues for the newspaper industry used to be 80% advertising and 20% circulation. That was prior to double-digit declines in print revenues.

Not only have print revenues dropped dramatically, but newspapers are struggling to offer online services. Even as news publishers find ways to create and deliver digital products, margins on online services are lower and publishers need higher volumes to compensate.

How Hearst Uses Digital to Its Advantage

Unlike many of its counterparts, Hearst is surviving and even thriving in the digital world. The company was very close to realizing a year-over-year revenue gain in October. To Mr Fogel’s knowledge, no other news publisher can say this. Read more of this post

Design Projects: Information You Should Provide Your Designer

“Design is about getting the right idea, and getting the idea right,” according to Marty Neumeier. So how do you get the most from your projects and achieve critical marketing goals? Do you have a clear vision or do you want your designer to develop the ideas for you?

Clear information and direction are vital to a design project’s success. Defining your objectives, target audience and your optimum results will enable a designer to meet your needs and overcome challenges effectively.

It is best to provide a thorough brief that sketches out the task at hand. However, when clients have a vague goal or an incomplete brief, it is the designer’s responsibility to lead and to get the required information. Whether you are the client or the designer, here is what should be covered:

1.  Scope

What is the project? What is the budget? What are the deliverables? Will the images and copy be supplied? What is the timeframe?

Communicating these important information at the start of the process gives the designer a framework and enables him or her to clearly define the visual problem and devise solutions. Read more of this post

Seven Easy Steps to Outsourcing Advertising and Marketing Production

While most companies outsource at least one or more processes (e.g., payroll, cleaning services, landscaping, security, and benefits are rarely done in-house), there are many companies who have never outsourced advertising and marketing production, a mission-critical function that can include design of display ads, websites, emails, social media, marketing collateral and more. The idea can seem new and daunting.

Although marketing and advertising production is essential to every business, the outsourcing process doesn’t have to be complicated, especially if you are working with an experienced company that can lead you through it efficiently. Here are seven easy steps to outsourcing advertising and marketing production.

Samples of work Affinity Express has created for clients Read more of this post

What Employees Say About Affinity Express

Earlier this year, when we revisited our core values and packaged them in the new avatar of ELITE, we asked employees what they thought of Affinity Express. We wanted to be sure that we all have the same view of the company, regardless of job function.

Here are some of the interesting responses we received.

Working in the outsourcing industry can be tough: there are tight deadlines, clients to please and targets to meet. And Affinity Express provides design services, so on top of everything else is the pressure to be creative. As these employees say:

“Affinity Express is different from other BPOs. Our industry is more creative.”

“Designing is a challenge in itself, but thinking outside the box for another culture and for clients in North America takes it to a new level.”

“The expectations for individuals at Affinity Express are very high, as the company does not compromise on quality. However, it helps all individuals reach levels where they can deliver the best quality for the roles they perform.”

“It is very busy, but everyone plays by the rules.”

“There is never a dull moment.”

Pune Team Party

Employees kick back at a team party

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Graphic Services Score 4.2 of 5

Thank You for Your FeedbackWe recently conducted our annual survey of graphic services customers. First of all, my sincere thanks to everyone who participated: nearly 300 of you took the time to answer our questions and we are grateful. We have pored through the results and read through every single word of your comments. Thanks to everyone who wrote critical feedback: we want to solve the issues you have had with using our services and make it easier and better for you. Our team is also responding to individual respondents with any concerns or issues.

And of course, every word of positive feedback encourages our team and makes us happy, and we’re grateful for your appreciation.

So, how did we fare? Read more of this post

Retail Client Achieves 65% Lower Costs and Half the Turn Time

Design for Retail Client

A design our team created for this client

We support several retail clients and their print design needs: in-store signage, flyers and image editing for product images on their websites are some typical products we work on. One of our clients is a leading grocery and pharmacy retailer with 2,500 stores, 140,000 employees and several well-known brands. In addition, the client also provides supply chain and business services to another 2,200 independent retailers. 

Cost Pressure and Inefficiency

In an innovative move designed to reduce costs, our client centralized production for the retail chains so all requests would come through corporate headquarters for better control and standardization. Yet they still needed a better way to provide support, reduce turn times and improve communication with external customers and internal design functions.

The company was outsourcing to a U.S.-based company, but the service was expensive and not meeting all their needs in the creative services segment. The company needed more productivity, lower costs and greater value for their investment.

As a result, the retailer made another breakthrough and decided to become one of the early adopters in the retail industry of business process outsourcing for advertising and media. The company selected Affinity Express, based on our reputation for transforming production for our clients, to build and operate an optimized onsite, onshore and offshore delivery platform, customized to meet the requirements of the client. Read more of this post

Working with Linked Files in an InDesign Document

What do you do when a customer provides an InDesign document for which the linked files are either missing or need to be re-linked to the document? Here are some tips.

Modified Links

If you open an InDesign file that contains linked files that were changed since the last time the InDesign file was saved, you’ll see this message.

modified links

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How to Outsource Marketing Design and Keep Your Brand Consistent

Print ad for laundry service

Print ad created by Affinity Express

As I ask (and answer) in my post at Search Engine People, how do you outsource marketing without losing your voice? Let’s take design. How do you outsource design of your ads and marketing materials without losing consistency?

Managing an outsourced team can be no different (or difficult!) than managing a team in-house, provided you follow the rules.

For example, rule #4:

Give detailed, specific instructions.
I can’t tell you how many times our clients fail to do that and are surprised when our designs don’t match their expectations. If you have something specific in mind, you have to really tell them what you mean. You can’t just say “make it like our current logo, only better.” You have to say, “I don’t like this black box in our logo because it makes us seem unapproachable. Replace it with something pink and poufy and transparent.” Yes, the designer will use their judgment: that’s what you’re paying them for. But you can’t give them vague statements and expect them to read your mind.

Now go over and read the rest. Don’t forget to tell me what you think I got right and what I missed.

Our Parent Company, Ayala Corporation

Ayala logoFor those of you who don’t know, our parent company is LiveIt Investments, the holding company for Ayala Corporation’s investments in the business process outsourcing (BPO) sector. Ayala Corp is one of the largest conglomerates in the Philippines. This association has many advantages for Affinity Express, not least being the stability and financial backing that they provide, allowing us to be a dynamic, versatile company.

The 2010 Ayala Corporation Annual Report was released recently and we were featured as a valued company in the portfolio of LiveIt Investments, Ltd.

Here are some highlights from the report. Read more of this post

5 Steps to Ensuring Quality Through Training

Classroom trainingFor an organization with a unique business model like ours, it’s not enough to hire designers who are knowledgeable about design; we also need our employees who can deliver on client requirements, whether that means simply following instructions or getting creative. With clients being half the world away, as distant culturally as they are physically, this is a challenge we deal with every day:

How do we ensure that our people deliver quality designs, every single time?

When I asked one of our associate managers for training how she thinks quality becomes ingrained into organizational culture, she said:

“Training has to be taken very seriously. We have to bridge the resources we get and the expectations of the client with training. Not merely classroom training, but on-the-job training has to be handled sensitively, so that best practices are shared.”

Here’s how we do it. Read more of this post

2011 Global Services 100: We’re in Again!

Affinity Express is included in the 2011 Global Services 100The U.S. holiday was on July 4th but there are fireworks going off in our offices around the world these days. Affinity Express was named to the 2011 Global Services 100—companies that define leadership in IT and business process outsourcing! Not only that, we were selected as one of the top 5 knowledge process outsourcing providers. Wow! This is the second year in a row we’ve been included but we are even more excited than we were in 2010.

As the person at our company who compiles the information and submits the application, I can tell you that the process is not easy. There are numerous financial, client, process, technology and human resources questions to answer. The reason is that Global Services 100 (GS100) companies are chosen through a detailed method that evaluates them across several quantitative and qualitative dimensions. I’m glad they liked what they saw in Affinity Express! Read more of this post

Moving from Success to Transformation: Driving Better Performance

Crossing over to the other sideIf we look at the stages of evolution in companies, they go from survival to success to transformation. I believe we have tasted success at Affinity Express and are ready to make the next move to transformation. But as we prepare ourselves for the journey, it is helpful to consider the analogy of “crossing the Rubicon.” When we transition from “I would like to” to “I will,” we cross a personal Rubicon. After that step, there should be no hesitation and no way back.

The metaphor of crossing the Rubicon comes from Roman history when Julius Caesar decided to cross the river Rubicon with the words “ Alea iacta est,” which means “the die is cast.” He had made a decision to return with his legions to Rome. That meant war. Once he entered the Roman heartland across the Rubicon, there was no alternative and no way back. In the same way, managers are able to achieve the impossible only when they are able to harness the power of their will, that is, only when they make this personal crossing of the Rubicon. The journey from “I would like to” to “I will” and happens in three phases: forming the intention, crossing the Rubicon, and protecting the intention.

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6 Biggest Mistakes in Project Management

Project management mistakesWhen managing a large project, there are many points at which you can go wrong, as I know from experience! Here are what I consider the six biggest mistakes in project management.

Not Setting Expectations

Different stakeholders often have different expectations for a project. It is critical to first understand what communications your sales team has had with the client to learn the client’s requirements first-hand, since it is likely you are coming in late to the conversation. You also need to have a detailed dialog with the client in about what the project is to achieve and what your requirements are in terms of collaboration, support, training, etc. Whatever was promised by sales, you have to roll up your sleeves and make it happen.

Lastly, you need to set expectations clearly with all stakeholders within your company as well (for example, at Affinity Express the stakeholders are the new client implementation, production, IT and finance teams).

We had a situation a couple of years ago about using a design practice within the Affinity Express Service Bureau, which one of our workflow systems. The client asked and sales responded it was okay without realizing that this was actually not allowed in the system. Collectively, we should have addressed this request properly at the beginning. Now, we always make sure our sales team has up-to-date feature lists along with any known limitations. Plus, we have plenty of communication across teams to ensure we’re all on the same page. Read more of this post

Marketing on a Budget

Web ad designed by Affinity Express

Web ad designed by Affinity Express

When you are a small- to medium-sized business, you have a few options when it comes to marketing your company:

  • Hire an agency—“No way, that’s too expensive!”
  • Do it yourself design—“That takes so much time and I’d have to learn different software for all the online and print vehicles!”
  • Don’t do anything—“Yeah, I’m sure potential clients will find out about my company by telepathy and break down my door to buy my products and services!”

Many Affinity Express clients are large companies that provide services to small- to medium-sized businesses who are often challenged because they have limited resources for marketing—small teams, low budgets and a lack of expertise, especially when it comes to newer interactive tactics. So, as a company, we understand the problems.

But as a professional, I live with this every day.

The Dilemma

When I joined the company, and for several years afterward, “the Marketing Department” was Kelly Glass. My budget covered a salary and almost nothing else. Read more of this post

The Principles of Quality

Quality isn't easyQuality has always been an experience for customers as well as for those of us working on the products. There are definitions of quality that we studied while getting trained in six sigma and TQM methods. But as we practiced quality through working on the production floor, one thing that stood out was that when we did “good” work, it always was an “experience” to the customer and, more importantly, to us. When you produce a quality product, you feel “good”.

I could not define quality, so I delved into some reading and came up with  interesting quotes, one defining it from a negative perspective.

Any person of any philosophic persuasion who sits on a hot stove will verify without any intellectual argument whatsoever that he is in an undeniably low-quality situation: that the value of his predicament is negative. This low quality is not just a vague, woolly-headed, crypto-religious, metaphysical abstraction. It is an experience. It is not a judgment about an experience. It is not a description of experience. The value itself is an experience. As such it is completely predictable. It is verifiable by anyone who cares to do so. It is reproducible.

From “Lila” by Robert Pirsig

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How to Be an Effective Conference Call Participant

Conference callI’ve mentioned before that the virtual world at Affinity Express means we have many conference calls on a range of topics all week long. In another post, I suggested ways to structure and lead these sessions to produce results as the organizer or facilitator. Today, I wanted to take a different angle and cover ways to improve the experience for you as a participant and for the rest of the team.

Prepare

Read agendas, project lists and other documentation sent out ahead of the meeting. Scanning material while trying to listen means you are not giving your full attention to the conversation and you missed the opportunity to ask questions or get clarifications prior to everyone dialing in. That wastes time and leads to longer, repetitive calls that waste everyone else’s time. Recently, I was in a meeting where a salesperson brought up a new product that was under consideration for development. It was clear he did not listen the last time or read the minutes because he was actively selling it when we de-prioritized the offering. We had to “remind” him that we were not moving forward. That was ten minutes of our lives we’ll never get back! Read more of this post

Building Better Habits

WorkoutMost people, including me, usually get excited about a new initiative and are full of energy for some time. However, we often lose momentum and fall back, if not exactly where we started, far from where we wanted to go with only some incremental change. And then we look for the next initiative.

How do we keep the momentum going? How do we transform a new initiative into a habit that improves our business or life?

When I was a child I was told that if you do anything twenty-one times it becomes a habit. A simple trick! In business, an initiative like Six Sigma isn’t going to work unless it becomes a habit for all employees associated with the process. Once it becomes a habit, it’s followed in due course. That’s when the consequences of the initiative—the improvements we expect it to bring to the business or to life—will follow. Read more of this post

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