Managing a sparsely staffed editorial operation. (Publications).

Editorial experts shared tips and resources for the small-staff publishing department at a roundtable discussion presented last fall by the Washington, D.C., chapter of the American Society of Business Publication Editors. The panel provided a number of actionable ideas for associations with limited budgetary and human resources to devote to their publications operation.

* Establish solid vendor relationships. "Respectful relationships with your vendors are critically important when producing your publications," said Kathleen Sheehan, editorial consultant and former editor in chief at International Technology Education Association, Reston, Virginia. Sheehan recommends making a true assessment of your own limitations so that you can find publishing professionals who can fill in the blanks.

Supriya Nayalkar, executive editor, Communications Technology (the journal of the Society of Cable Telecommunications Engineers, Exton, Pennsylvania), added that if one person or vendor is outside of your editorial loop, there can be a domino effect. Consequently, Nayalkar sets long deadlines to allow for unanticipated problems. Janine Orr, president, Orr Communications, Inc., Richmond, Virginia, also stressed the importance of teamwork, recommending to carefully choose the players who will be working on your publications and their production. Particularly when choosing a printer, look for value-added services (preflight inspections, in-house mailing, postal approvals and processes, labeling, inserts, and so on), as well as exceptional customer service qualities.

* Agree on goals and set a design direction. Meredith Menkin, project manager, EEI Communications, Alexandria, Virginia, suggested providing overall guidelines for the working partnership as well as specific details for every project. Similarly, Orr advised to make a list of objectives for your publication. Meet with your staff (or perhaps volunteers) to determine what would and would not be visually appropriate for your publications--and your industry--in terms of image, color choices, and so on.

* Institute practical efficiencies. Menkin collects all information about a project in one place, updating as she goes, and keeping everyone informed of deadlines, content or design changes, and any other alterations. Communications Technology's Nayalkar admitted that members of her small work group wear a lot of hats, with cross training and collaboration being the norm. "We also have to learn new production skills and software programs to increase our speed and efficiency," she said. "Since we've learned to use Quark, editors can post things to the shared system and keep it moving." (For additional efficiency tips, see companion article, "Tips From a One-Person Publications Department.")