Project managers at GlobalHue are responsible for facilitating projects from initiation to completion. They schedule meetings, distribute information to team members, track jobs through status reports, and route work between departments. The project manager's role is to be the liaison between all agency departments and ensure communication for each assigned client or product team. They set up job jackets, timelines, and estimates to coordinate work between support departments like studio, editorial, and production. Project managers provide daily updates and run weekly status meetings to keep projects on track from concept to final release.

1. Project Management-
Gatekeepers of Process
Structure and Workflow
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2. Team Structure at GlobalHue
Account, Creatives and Project Managers
Assigned per client and product
Account Supervisors
Account Executives
Project Managers
Copywriters
Art Directors
Print Producers
Editorial (Translator and Proofreader)
Work as an integrated team
Information shared from initiation to completion
Whole team integration for the lifecycle of the project
From CIR to Final Release
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3. The role of the Project Manager
Project Managers assigned to each client/product team
Facilitate the internal meetings
Distributes the information
Action Items
Schedules Status meetings
Gathers information for the creation of timelines
Provides a recap of the CRI Meetings
Tracks job through status reports
Informs departments of work flow
Maintains status of active jobs
Enters Production estimates and purchase orders into the system
Responsible for routing the actual pieces of
a job (manuscripts, Art Director’s layouts,
mechanicals, etc) through the Agency for signature approvals and/or corrections
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4. Project Manager’s role
Liaison to all Agency departments, working specifically within
client/product team to provide information on each job to:
Account Management
Creative (Art Directors and Copy Writers)
Editorial
Studio Imprint
Production
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5. All job requests concerning agency projects must be communicated through the assigned
Project Manager. Any requests that are made between departments without a Project
Manager’s knowledge should be rejected.
Account Management
Production Art Directors
Project Manager
Copy Writers
Editorial/Proofreading
Studio Imprint
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6. Project Manager’s role
Sets up Job Jackets for each assigned project
Schedules work for other key support service
departments of the Agency
(Studio, Editorial, and Production)
on the basis of advance warning.
Priority jobs must be noted by Project Manager and group sign-off meetings
arranged to expedite the approval process when necessary
Enters estimates into Advantage
Enters Purchase Orders into Advantage
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7. Tracking the job
Project Manager creates an initial schedule/timeline for the job based on
input from account, production and media.
Project Managers file paperwork in the job jacket for the tracking of the job’s
history.
Work with Account on the daily progress of their assigned projects.
Provides daily action lists to the team.
Provides Editorial EOD job listing that requires their services.
Runs the weekly team status meetings.
Provides input on the current state of a job during the daily PM meetings.
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8. Workflow
-Begin at the beginning:
Communicate the client’s need
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9. Account Team: Defines the assignment
Provides the client’s input.
Plots the path of the assignment.
Is aware of the client budget contingencies.
Determines the approximate timeframe for the project
deliverables based on Agency as well as Client
feedback.
Communicates the client direction to the team.
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10. The CIR
The CIR is the starting point for all creative executions. It provides the team with the key
information for the proper execution of the job.
The CIR contains the following information:
Billable/Non-billable:
Purpose:
Target Audience:
Communication Objective:
Promise:
Delivery Vehicle:
Format/Initial Specs:
Mandatories:
Considerations/Additional Client instruction:
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11. CIR Meeting
Account, Creatives and Project Manager, Studio Imprint, Editorial’, Print Production
must attend all CIR Meetings
Distribute the preliminary information and discuss the Creative Brief/project with
the team
Account to ensure that Project Management has the proper guidelines to
distribute to all assigned departments
Schedule follow up meetings to discuss direction and concept
Review hours for each discipline for the project
Determine need for support (freelance help)
Project Management to provide a recap of the CIR for all team member
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12. Stages of the Process
Timeline: A timeline is created and approved by all involved departments
prior to submission to the client
Concept Review : Initialion and submission of concepts and copy to client
Layout Revisions: Review/revise layout and submit to Client
Mechanical Review: Create production-ready files and prep artwork for final
release
File Release: After client approvals/ revisions- load and release of final files
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13. Editorial Functions:
Involvement from the concept stage to proof review.
If the job is out of scope it must have estimate on file
If not, process is halted and Account Team notified
Responsibilities
Translation
Proofreading
• Initial Concepts
• Copy decks
• Production-ready mechanicals
• Story Boards and Scripts
• Vendor/Printer Proofs
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14. Concept Review
Account issues a CIR to discuss the scope and parameters of the project.
Files are either provided from the general market agency or created
internally if an original piece.
1. Editorial’: Translates provided general market creative or, if original,
proofreads document.
2. Copy: Reviews From A to Si’ translation and/or comments- Signs off on
document.
3. Art: Updates/Creates layout with current copy deck- signs off on the
document.
4. Account: Reviews layouts/concepts- signs off on the document.
5. Editorial’: Proofreads layouts and reviews and comments made by the team.
Repeat Steps 1-5 until the document is clean.
7. Account & Creative: Presents layouts/concepts to the client.
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15. Layout Revisions
1. Account: Notes and marks layouts with client comments.
2. Creative: Reviews client comments.
3. Editorial: Reviews comments to check for consistency and current guidelines- signs off
on the layout.
4. Creative: Revise layouts and/or Copy decks to reflect client comments- signs off on the
document
5. Account: Reviews revised layouts and notes makes comments if necessary- signs off
on the document.
6. Editorial: Proofreads revised layouts and makes comments if necessary- signs off on
the document.
Repeat Steps 4-6 until clean
7. Account: Submits for client approval
If there are additional client comments repeat process until approval is received.
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16. Studio Functions:
Involvement from the mechanical stage to the file release
Job must have estimate on file
If not, process is halted and Account Team notified
Production specs, die strikes, comps and printer’s
dummies prepared at this point
QC checks layout against spec sheet
Discrepancies are followed up with Production or AD
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17. Retouching
Job must have estimate on file
If not, process is halted and Account Team notified
Preparation of final high res artwork occurs
simultaneously with layout and copy revisions to speed
process
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18. Preparing for Production/ Mechanical Stage
This is the stage where the files are transferred from Creative to Studio Imprint for the creation of the
mechanicals. The job folder for studio must contain the Studio Ticket as well as the proper reference
materials. Studio will not begin a job unless they have all the information they require.
1.Production: Creates studio ticket for submission to Studio Imprint
2. Studio : Creates mechanical based on layout and specs provided-Studio operator and
QC signs off on the mechanical.
3. Art: Double checks mechanical and notes and changes if necessary-signs off on the
mechanical.
4. Editorial: Proofreads mechanical- signs off on the mechanical
5. Copy/ Art/ Account: Reviews proofreaders comments and makes any necessary
changes- Creatives and Account must sign off on the mechanical.
6. Studio Imprint: Incorporates any comments on mechanical
Repeat Steps 2-6 until Clean
7. Account: Submits mechanical to client for approval
8. Account: Marks client changes on mechanical
9. Art/Copy: Reviews client comments- marks any additional changes, and signs
mechanical.
10. Editorial: Reviews client comments- marks any additional changes and signs
mechanical.
11. Studio Imprint: Incorporates comments into mechanical
Repeat Steps 7-11 until clean
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19. Print Production Overview and
Functions
Digital and traditional delivery of all final production files to vendors and clients
Works with Client, Account, Art Department, Studio Imprint,
and printers on cost, timing, and specs
Checks file integrity and construction of files at the beginning and prior to the release
of the job
Works with Studio Imprint, as final high-resolution artwork is prepared
Checks specs during internal routing (at the beginning and at time of release)
Requests Estimates and Purchase Orders from Project Management
Reviews vendor proofs
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20. Production: Pre-Release
Pre-File Release
Estimate Request must specify:
Job Number
Description: Should include size, colors, quantities, delivery/run
dates
Vendor bids
Written estimate
Estimate request to Project Management
Approval of Studio rounds
File Release to Vendor/Publication/Printer
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21. Production: Post Release
Post-File Release Process
File received by vendor
Approval proof to Agency
Revision/approval of proof
Revised proof
Final approval
Printing/letter shop/manufacturing
Delivery of job
Keeps job history on file for future reference
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22. Mechanical Release
1. Account: Receives final client approval on the mechanical, gives the
mechanical a final read and signs off on the checklist
2. Studio Imprint: Gives the mechanical a final read and signs off on the
checklist
3. Editorial: Final Read- signs checklist
4. Account/Copy/ Creative/Production: Final Read- signs checklist
5. Production: Signs checklist-Releases files to publication/print vendor
Vendor Proofs Received
6. Production: Provides PM with vendor proofs as well as back up from
final read.
7. Editorial: Proofreads proofs against backup
8. Account/Art/Copy: Reviews proofs and makes comments if
necessary
9.Production: Gives corrected proofs to the vendor.
Repeat steps 6-9 until clean
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23. How Revisions Impact Costs
On a timeline: earlier in the process = less $
Changes can be made at any point
Near the end of the process = more $
Overtime and rush charges become prohibitive
Changes at the printer are the most costly
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24. Rising Cost of Change Over the
Life of a Job
$$$$
JOB COST
$
Concept Layout Art Selection Mechanical Disk Release Printer 24

25. The Routing System for
approvals/revisons
The Routing System is in place to ensure that anyone can
look at the job jacket and:
Determine a job’s current state and the next appropriate
steps
See the history of the job
Track down errors
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26. The Transition Meeting
The purpose of the transition meeting is to ensure that the proper information is shared
between the project managers incase a job has to be temporarily handed off.
The PM assigned to the project calls for a transition meeting if the EOD
deliverables need to be covered by a 2nd PM.
The PM’s supervisor as well as Account Management must be invited to the
meeting.
The PM assigned to the project must fill out the transition form which the
covering PM will refer to for the EDO deliverables.
The covering PM will provide a recap of the meeting to all team members
involved in the project.
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