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The
assignments have been written. The next step is to prepare the assignment
to be delivered to the participants at the appropriate time. Assignments
may be given verbally, posted on hypertiles, or distributed individually
to each participant.
If
verbal instructions are given, ensure these are either captured
in the documentation
text or generate a written copy of the assignment to be included
in the journal text that may be given to the production team.
If
assignments are to be posted on hypertiles, the writing team may
write them out themselves or coordinate with graphics team for support.
If
the assignments are to be distributed individually, they may appear
on letter size paper with an event identifying header. Assignment
headers represent the theme of the event along with the where, when
and who of each event. The writing team may choose to re-use headers
from previous events which only requires changing the event name
and dates, or the graphics
team may create an original header for the event.
Either
way, the writing and graphics teams should coordinate to determine
who will provide the headers, who will place the assignment within
the header template, complete the formatting and...
make
the hand off to the production
team.
It's
important that the writing team collaborate with the graphics and
production team on how and where to save the electronic
and physical version of the assignments. An 'in box' will do
for the paper copy. The event folder will have a proper place designated
for electronic assignments. A clear naming convention and file type
for electronic files is crucial.
There
is of course more than one way to hand off drafts and final assignments.
The key is for all teams involved to be clear on the chosen method
of file management. Post event production can be severely hindered
by inconsistencies created during the event. Please be careful.
You'll be glad you did!
During
the whirlwind of an event it is sometimes difficult but essential
to pay attention to detail from moment to moment. Take care naming
and saving files. Something put off may be something lost.
Related
articles:
(http://www.mgtaylor.com/mgtaylor/jotm/winter97/krewlead.htm#WRITING
LEAD, Francis Gillard)
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