“THE COLOR PURPLE” AND “THE PAPER CHASE”

Two outstanding films, but not the subject of this article. For those of you who are professional graphic designers and artists, have you found that paper colors and types are harder to find?

Well, that’s been our struggle, as well. To name a few problems:

• Discontinued colors , weights and textures
• Dominance of color print vs color paper
• Delay in getting paper
• Increase in minimum quantities for one order

 

How to find discontinued or hard to get paper 

The news is not all bad! And, there are new paper finishes, textures, weights and colors being developed all the time!

Here are some techniques that we use:

• Search the internet, but it’s hit or miss. Many sites aggregate, but do not validate sources
• Request a search of printers nationwide. Some paper sits on the shelf for years, waiting for a buyer
• Contact a seller’s pool of odd lots
• Contact a paper mill directly. They can refer you to a dealer or printer

Another challenge is the “parent size” or full cartons only for some premium papers. Back in the day, standard sizes of 8.5” x 11” or 11”x 17” were available off the shelf. Not anymore. The market and costs have changed, so that sellers offer only large sheets, to be cut (by you!) to the size needed or will sell a quantity that is profitable.

New Papers

So what’s hot in paper? Here are a few, including old favorites, that are back in style:

• Wild colors with a glitter finish
• Tactile finishes, like Touche® Soft Touch papers
• Emboss, deboss and die-cut. (Paper with bumps!)

Sorry, but we can’t show you the touchy-feely designs on a screen. But we do have samples for you. Paper cut in unusual ways, such as door-hangers, are a product line we carry.

For a catalog of cut paper types, visit our supplier, Blanks USA

So, maybe we can help find that treasured paper for you. Or, try something new and exciting.

Ray@Capitol-Copy.com

I Like Cod Liver Oil and Ad Books

I pondered a good way to start the New Year: eat healthy while preparing to reduce stress at work.

First, have a shot of Icelandic cod liver oil with breakfast. Delicious, with a taste similar to a liquefied, low-salt anchovy. But, like many things and habits that are presumably good for you, this is not an experience I look forward to.

Second, write a guide to organizing, designing, managing, printing and distributing ad books for fund-raising. Delicious, and it helps strengthen the health of an organization. It’s good for me and you, but assembling ad books normally gives everyone agita.

So, as an expansion of our guide to “Program and Ad Books” page on our website, Capitol Copy Service, here are some observations and ideas that are good for you and the health of your organization:

Program books have the dual purposes of benefitting supporters and promoting your organization.

♦        Too often, ad book authors/compilers forget that it is about their company, organization or special event. Would you like to read and keep an entire booklet consisting only of ads and promos? Neither would I. So, include something about your firm: history, goals, photos from the past, and, don’t forget to explain where the ad dollars will be going.

♦      Some advertisers and sponsors really don’t care about the ad; they just give you a dollar commitment so you’ll go away. But, I like to think they really do care, and for this reason we cheerfully design a basic ad for them. Then, when you solicit their support the next time, you can show them how wonderful they are!

♦       It’s a great idea to offer sponsorship “bundles” with each level of ads, giving sponsors key ad placement, extra recognition on signage or maybe carving their name in a watermelon fruit basket at the banquet table.

♦       Always accept a paid ad, regardless of deadline. Sometimes printers (like us) can work miracles and squeeze in an ad. Or, do an insert. Or, design a small table sign for them. Or, make mention of the advertiser as part of the live program.

♦       Take a tip from public TV and radio: ask that everyone support the advertisers that purchased ad space. Connecting people as customers, vendors, advertisers and promoters is always a worthwhile goal!

Program Books Want and Need a Healthy Dose of Planning

♠       Nearly every adbook we’ve done in thirty years concludes with crunch time at deadline. I guess it’s unavoidable but planning does help. Start with the date and time you need the adbook and work backwards. (We can help with production schedules: Print@Capitol-Copy.com)

♠        Have an awesome rate sheet. Not only does it give the ad shopper options, it also shows how serious you are about pursuing support. Sample ads, layout templates and previous adbooks help you sell. (We’ll customize one just for you: Design@Capitol-Copy.com)

♠       Payment in advance or with an ad order is the best policy but not always realistic. Go with an ad placement deadline, ad copy deadline and a separate or concurrent payment deadline and aim to wrap up everything before the date of your event.

♠        Allow yourself some sit-down time to assemble the book. Who gets the center-spread? Where does the event program go? Should a menu be given a page? Will there be stunning photos of me on the outside back cover? Can I find text and logos for ads on the advertiser’s website? No need to sweat the details at this point; just get a feel for the elements of your booklet.

Multi-Source; Slice and Dice Your Booklet

♣     No reason to keep your ad book a secret. Plunge it right into social media, as a polished PDF or in bits and pieces.

♣      Recent trends show that some print adbooks are less of a focus, favoring a PowerPoint or video showcase of advertisers. (We’ll design one for you.)

♣        Build momentum by thanking newest sponsors on your Facebook page. I’m sure they’ll agree to that. It can’t hurt to reciprocate endorsements, either.

♣       Write a blog article on how you blossomed as an ad book orchestrator.  

I’ll read, follow and recommend that!

♣       Post stories, photos or comments from your ad book on other blogs, LinkedIn or sponsor webpages.

Follow-Through and Follow-Up

♥       You are a considerate person with a pleasing personality. So, I know you’ll send thank you’s to all your advertisers, supporters and participants! Tell them how well the event fared and how much you value their contribution. You’re welcome.

♥    Like Dickens said of Christmas: the spirit is not what comes for one day alone, but throughout the rolling year..  And so it is for your sponsored program book; plan for the next one as you conclude the present one.

Now, I’m off to have a second shot of Cod Liver Oil. It’s good for me.

Thanks for reading.

Ray@Capitol-Copy.com

Psychopaths and the Cost of Proofreading: Be Bored for a While, Rewarded Later

Here’s an expensive mistake: A town in New Jersey was applying for grant money to develop a public park. The grant application was done by converting voice to text. Some words sound the same, as is in this sentence:

“The park will have many psychopaths….” (say it out loud and it could easily be cycle paths, as intended).

Sadly, the grantor did not have a sense of humor.

So, what of it? Have you ever done any proofreading? Now, more than ever, with Twitter, texting and e-blasts, proofing your text and images is critical. Clicking on words that link elsewhere compounds the importance.

How many times have you clicked on an image only to be whisked away to an unrelated site?

How many times have you clicked on a sale offer and then landed on some FAQ or Home Page?

How many times have you typed an e-mail address that bounced back as undeliverable?

How many times have you clicked on an icon that responded “not found”?

Blame it on the lack of proofreading and testing.

Proofreading is a big issue in our business of graphic design, printing, website creation and signage. When rushed, most people give a quick glance at a proof without really checking phone numbers, dates, links, e-mail addresses or captions. Sometimes we catch errors, but most often there is no way of knowing the correct spelling of proper names.

With the power of MSWord and other programs, there are tools available to help you avoid errors, automatically proof and make it easier to catch mistakes.

Here is a great blog article that sums it up, with some neat tricks I never thought of:

Proofreading – 28 Step Guide to Doing it Right

Even the comments are helpful.

Still think proofreading is a forgettable chore? Some errors are almost earth-shattering. This misfired Tweet nearly caused a catastrophe:

City of Yokohama Mistakenly Tweets of North Korean Missile Launch

The most common (usually not earth-shattering) mistakes we encounter are with business cards, for a simple reason: most text is unique, so the “burden of proofing” falls on the author.

The second most common text error is the calendar day does not match the date or the year has not been updated. These are basic error and ones which are easily overlooked.

We all know that once something is printed, posted on a website or sent via social media, it is very expensive and difficult to correct. (If the faux pas is serious enough, we suggest posting an “apology video”). But there are other costs along the way that are caused by not editing and proofreading thoroughly, before it goes to a designer:

• –        Added time for layout when text and graphics are added or deleted
• –        Time and costs for additional proofs
• –        Time needed to share with other editors, writers and proofreaders
• –        Re-reading previously proofed copy
• –        Re-sizing graphics to make them fit
• –        Expanding or shrinking the number of paper or web pages
• –        Pushing deadlines
• –        General increase in irritability!

So, maybe the next time you compose that business e-mail, or look at your new business card content, or finish writing that eloquent article for a newsletter or blog, just hesitate a moment before you hit “send” and re-read. You may save the world a lot of trouble!

 

Thanks for reading. And proofreading. Corrections welcome. I’m not perfek.

Ray

Outsourcing: I Can’t Do it All!

My first job was in government research and grant proposal writing.

The small firm I worked for started with a Xerox machine the size of a refrigerator. It made about 2 copies a minute. I spent a lot of time with that machine. It kept me warm at night while I copied hundreds of pages that needed to be submitted before an unshakable deadline. But, was that the highest and best use of my time? Could I have been of more value to the company writing and doing research? One thing was certain: you could not seek new clients while running a copier in the back room.

The same principle applies today. Should you be managing your own e-mail campaigns? Can your organization’s image best be presented with a do-it-yourself website?  Do you really have so much available work time that you can spend hours on line designing your own business card?

I know you can do it all. It’s the independent spirit we were all born with. But, there are times you need help. We at Capitol Copy outsource or sub-contract when it makes good economic sense and is clearly more efficient. We can fix machines and trouble-shoot computer problems, but only to a point. Our goal is to meet customer demands, not fix things. So, we have a support team that helps keep us up and running. Sometimes a print job is just too large for us to do profitably so we rely on other vendors to the trade, with the same end result: deadline met and production quality preserved.

So, what is good or bad about outsourcing?

First, the bad news

√        You give up some control of your operations

√       Security and information management could be at risk

√        Added expense to your bottom line

√        Oversight and coordination of tasks is required

And now, for the good news!

♥       Gives you a great opportunity to explore new products and services with minimal risk

♥       Less staff to be hired over the long term

♥        Frees up your time to focus on priorities

♥        Reduces repetitive tasks

♥        Potential for huge savings for one-time or highly specialized services

♥        Cost savings on overhead

♥        Get things done: faster, better, cheaper

What was that again? “A great opportunity with minimal risk?” Yes, that can happen. For example, we sensed an increase in demand for posters and signs, especially for trade shows, conventions, meetings, etc.  We were providing the printing and web-based design, but there were frequent requests for display products. So, we first offered that service as a broker, built up the market and then bought the equipment to produce all of it in-house. Faster, better, cheaper…..and more profitable.

A few cautionary pointers before you outsource. Here they are:

√        Be fully aware of what you are paying for. If there is any doubt about the services or products you expect, draft an agreement, unless the subcontractor normally provides one.

√        Be certain that outsourcing is consistent with your organization’s image and goals.

√        Agree on a payment schedule and terms. You are your subcontractor’s client; they do not work for your clients.

√        Since it is your name and reputation at stake, see who takes responsibility for any meltdowns, missed deadlines, uneven quality and the like.

√        In some cases, a close working relationship between two firms raises questions about copyright, ownership, creative control, and liability. If this is an area of concern to you, seek an attorney’s opinion or rethink outsourcing.

√        Be wary of outsourcing online services to someone in a foreign country. They are subject to a different set of laws, if any. Do your research before e-mailing them a username and password. Is there a physical address? A phone? Trusted referrals?

More info?  See Small Business Trends.

Now, get back to thinking great thoughts with fewer burdens!

Thanks for reading.

-Ray

Ray@Capitol-Copy.com

Political Printing: Hurry Up and Wait!

The campaign season is upon us. This year, in New Jersey, there will be many legislative contests, energized by the race for Office of the Governor. From our 30 years’ experience with all types of printing for political purposes, we’ve come up with a few brief, to-the-point, pieces of advice for preparing  your, or your candidates’ next campaign.

Here they are:

Foresight.

Stake your claim on a slogan, theme, logo and color scheme right away. If photos are part of that, have them done professionally. Experiment with different sizes and media to make sure they work just as well in e-mail as on a billboard.

First Strike.

Since you have established your approach, be the first to let the voters know you are in the race!  Envelopes, letterhead, door hangers, postcards, should all be lined up, ready for your message.

First out of the gate might be EDDM (Every Door Direct Mail). Introductory video, showing comparative media is here.

YouTube Video

Funds.

Sure, you can solicit contributions on a website or through a Facebook page or with e-mail, but direct mail with a reply envelope is still the most effective method, and much more secure with no fee load. Ask Dave about campaign mailing. Print@Capitol-Copy.com.

Flexibility.

As the campaign evolves, so does your message. But, your logo, color scheme and other identity basics should not.

Filter and Clean.

Don’t waste your limited campaign money on bad addresses! Your mailing list should be scrubbed, de-duped (eliminate doubles) and checked with the NCOA. USPS Info Page

Follow the Rules.

   If your direct mail requires disclaimers, include them only after legal vetting. The opposition is reading your fine print! NJ ELEC Rules  Legal Resources, NJ

Facebook it.

Your message and communication must be present in the social media. Include your Facebook, Twitter, LinkedIn connections on all printed materials, even if it simply connects the clicker to your website. Should you choose not to use a social media platform, you should at least stake a claim there and MONITOR any activity. Respond promptly to legitimate inquiries or complaints. Ask us about a social media campaign, Ray@Capitol-Copy.com. And, here’s some sound advice: Lying, Cheating No Good Crook!!

Follow Through.

Save some energy, funds and time for the last push in the campaign. Have envelopes, mailing lists, and a crew ready to go.

Final Recognition.

     Win or lose, there are many people to thank. Have a way to do that…. letters, postcards, phone calls or whatever conveys sincerity….. and you will be banking good will!

Of course, you’ll need more than a few pointers to run a successful campaign. There are a million or so bits of advice we can offer along with recommendations for professional fund-raisers and managers. So, what are you waiting for?

Thanks for reading.

Ray

Feel free to e-mail me for more help. Ray@Capitol-Copy.com. Or, get things going by consulting with Dean, our wizard of design. Design@Capitol-Copy.com.

Going Postal: 5 Ways to Make Sure your Mail Does Not Bounce

You Have Mail!

Many don’t like snail mail because it’s slow, bureaucratic, complicated, expensive, time consuming and old fashioned. Many continue to use snail mail because it is effective, reliable, legal, hack-proof, portable and attention-getting. Whatever your view is, here are steps to avoiding bounces:

– Weigh and measure. This is a simple guide available from Capitol Copy or the main post office. Use the rule of 10: bundle ten identical pieces to be mailed, weigh them and divide by ten. This is a quick way to get an accurate reading.

–        Visit. Obvious but reliable: Take your mail piece to the Post Office, ask them to weigh it and price it different ways. West Trenton post office in Ewing and the main distribution facility on Route 130 in Hamilton are recommended.  Directions here

–        Web. Go to US Postal Service website and search for answers.

–        Look. Examine mail you have received, even bulk mail. How much postage was on it? What type of paper was used? What is the exact size? Are there sealing tabs on it? If so, how many? Was the piece mangled or damaged in any way?

Standard. Use standard sizes, paper and weight. Capitol Copy Service can help you with that.

Happy Mailing!

-Ray