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Paperless workflow: steps and trouble spots

Paperless workflow: steps and trouble spots. Cadmus Educational Series June 14, 2005, 12-4 pm, FASEB Presented by Cara Kaufman www.kaufmanwills.com. Overview. Definition Key elements Driving factors Facilitating tools Implementing change. What is paperless publishing?.

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Paperless workflow: steps and trouble spots

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  1. Paperless workflow: steps and trouble spots Cadmus Educational Series June 14, 2005, 12-4 pm, FASEB Presented by Cara Kaufman www.kaufmanwills.com

  2. Overview • Definition • Key elements • Driving factors • Facilitating tools • Implementing change Kaufman-Wills Group

  3. What is paperless publishing? • Digital end-to-end workflow • Reduces manual processes • Increases speed • Allows output to different distribution channels Kaufman-Wills Group

  4. Copyediting with Automated Tools Submit Online Electronic Peer Review Content Management System ? CD or PDA Web delivery Print Composition New Device Key elements Kaufman-Wills Group

  5. Driving factors • Efficiency • Service • Flexibility Kaufman-Wills Group

  6. Authors need for speed Immediate reader access Fewer manual processes Digital transmission: time and cost savings Earlier distribution of content online Efficiency Kaufman-Wills Group

  7. Service • Self service • Instant access to “editorial office” from anywhere • Online submission  peer review  track manuscript progress • Effective communication • More accurate scheduling • Smoother manuscript flow Kaufman-Wills Group

  8. Changing distribution channels Web portals Content aggregators Online search engines New devices Hand-held devices Hospital kiosks Multiple outputs Media-neutral format SGML XML Media-neutral storage Content management systems Flexibility Kaufman-Wills Group

  9. Facilitating tools • Content development • Digital art preparation • Author “preflight” for digital art • Submission and peer review • Automated copyediting • Markup and coding • Composition/typesetting • Production tracking • Content management • Distribution Kaufman-Wills Group

  10. Content development • Instructions to authors: structure and style • Publisher revisions v author templates Kaufman-Wills Group

  11. Digital art preparation Kaufman-Wills Group

  12. Dealing with digital art • Insufficient resolution • Computer monitors (72 dpi) • Printed journals • File format issues • TIFF or EPS • Converting native file formats • GIF, JPEG, clip art, screen captures, MS applications • Colorspace issues • RGB for computer monitors • CMYK for print display • Automatic RGB t CMYK conversion tools Kaufman-Wills Group

  13. Author preflight for digital art Kaufman-Wills Group

  14. Submission and peer review • Speeds publication • Reduces errors • Improves reporting • Can reduce costs Kaufman-Wills Group

  15. Automated copyediting Kaufman-Wills Group

  16. Markup and coding Kaufman-Wills Group

  17. Composition/typesetting Kaufman-Wills Group

  18. Production tracking Kaufman-Wills Group

  19. Content management Kaufman-Wills Group

  20. Distribution Kaufman-Wills Group

  21. Implementing change • Decision-making • Process • Cultural adaptation Kaufman-Wills Group

  22. Deciding whether or notto change • What do you want to accomplish? • How is it done now? • What are your options? Kaufman-Wills Group

  23. Pros and cons of change • The argument for change • Customer demand • Competitive forces • The argument against change • Complexity • Disruption • The verdict • Depending on organization either can make operational and financial sense • Arguments for, can become arguments against Kaufman-Wills Group

  24. Implementing change • Identify your needs • The more crucial the task, the more details need to be specified • Workflow and outputs • Policies • Steps • Time increments • Staff and system capabilities • Classify your needs • Long-term, medium-term, immediate • Low, medium, and high priority Kaufman-Wills Group

  25. Set objectives • What? • Improve quality • Reduce time • Cut costs • Why? • Rationale • Importance • When? • Timeframe Kaufman-Wills Group

  26. Availability of options Competitor offerings Appropriateness Gains from technology Interface issues Core competencies Competing priorities Career path Skills to task Supervision Corporate culture Review options Kaufman-Wills Group

  27. Culture “…the way we do things around here.”

  28. When is change necessary? • When the environment is undergoing fundamental change, and the organization has always been highly value driven • Advent of new technologies • Pressure on traditional business models • Globalization • Deal and Kennedy Kaufman-Wills Group

  29. Management Risky Critical Time-consuming Employees Threatening Confusing Insecurity Positive Excitement Opportunity Motivation Negative Resistance Questioning trust Glorification of past What does change look like? Kaufman-Wills Group

  30. Promote and manage change • Managers • Articulate objectives clearly • Lay out step-by-step plan • Align employee incentives with objectives • Employees • Participate directly in process • Coordinate and implement change • Communicate concerns constructively Kaufman-Wills Group

  31. Improving your workflow • Diagram your workflow first! • Solicit support at all levels • Set firm basic requirements • Prioritize project management • Increase communication Kaufman-Wills Group

  32. Q&AThank you! Cara Kaufmanckaufman@verizon.net

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