Here are my top tips for communicating effectively with design professionals.

First , a few things to avoid:

Don’t

• Ask a designer to do a job for you and start doing it yourself.  The fact that you may have used the graphics package on your laptop a few times does not make you an expert.
• Make the brief so restrictive that there is no room for any creativity by the designer
• Expect the designer to be a mind reader who can create what you have in your head, despite the fact that you have not communicated your ideas. .
• Be afraid to tell the designer if you feel their work has failed to meet the brief.

Do

• Have a clear idea of your budget, timescale and target audience. Also, the quantities you want to produce.
• Give the designer a clear idea of what you want people to do as a  result of receiving this piece of communication. For example, will your leaflet be competing for attention at an exhibition or conference? Or, are you trying to attract people to attend an event?
• Brief the designer about any corporate guidelines and housestyle requirements. For example, if a logo always has to be placed on the left, in a certain colour, the designer needs to know this from the outset.
• Agree a realistic timescale. That means planning your work schedule with sufficient  time for the print process as well as design time.
• Think about the environment, try to use recycled paper and only produce the quantities that you need. Discuss with the designer other things you can do to produce material in a way that  is environmentally friendly.
• Show the designer examples of publications  that have a similar look and feel to the effect that  you would like to achieve. The more visual material you can use to communicate your ideas the better.
• Let the designer choose the colours.  If you really can’t stand the colour they have chosen then agree a different one. Remember, fulfilling the brief and using your favourite colour, are not necessarily the same thing.
• Say thank you when a designer has  delivered a good job for you. Thanks and acknowledgement are a way of demonstrating your appreciation of the designer’s work.  Just as  in other areas of life,  if you build good relationships with good  professionals you will work with them time and time again.

These tips should  help you work successfully with a designer. Depending on the size of the project, and the amount of time you have available, it may be worth using the services of a professional to manage a design project.

If you would like to discuss how I can help you with my services contact me for an initial discussion.

If you would like advice on carrying out a communications audit in your organisation contact me for an initial discussion.

Why carry out a communications audit?

Key questions to consider:

• How well do you communicate with your employees and key stakeholders?

• Do your employees understand the strategic goals and objectives of your organisation, and how they can contribute to success?
• If the answer to the above is Yes, can the same be said for your stakeholders?
• Is information cascaded easily through your organisation or does it get stuck at middle management level?
• Which are the most effective channels of communication in your organisation, how do people really know what’s going on – is it through the grapevine or your weekly email update?

Benefits of a communications audit

A communications audit:

• Gives you a picture of how communications work in your organisation.
• Tells you what works and what doesn’t (and why) whether it’s newsletters, websites, blogs or face to face communications.
• Uses a systematic approach, combining methods such as one to one interviews, focus groups and surveys with key audiences.

It benefits the organisation because:

• The process itself helps to engage stakeholders. Provided they know that they are being listened to, people generally welcome the opportunity to give their views and improve their communication styles.
• It demonstrates commitment to investing in good communications in your organisation.
• It gives you practical recommendations to improve your communications.
• It can be a key driver for culture change.

Top tips for conducting a communications audit

• Identify the objectives of the communications audit and what resources will be needed to carry this out.
• Use the communications audit as a tool to improve the effectiveness of your organisation. There is no point in conducting an audit just for the sake of collecting data, it has to be a driver for change.
  Measure yourself against the best in your field - think about how well you rate in comparison to organisations that are considered to be the best.
• Make sure the process is robust, don’t just dust down the old employee survey or ask a few people close to you random questions about communications.
• It takes time, commitment and resources to transform the way an organsation communicates. Once you have implemented the recommendations of an audit keep communications under review, make sure it remains a priority in the way you do things in your organisation.

Contact Roma for further advice.

• Font size

  Use a minimum of 12 pt. Large print is 16pt and above

• Fonts

  Use a clear typeface. For example;

• 
• Avoid using ornate and handwriting style fonts, for example:
• 
• Avoid using italics or blocks of capital letters. These make words harder to read because the words lose their shape and are therefore harder to RECOGNISE.
  

  Text alignment

  Text should be left aligned. This makes it easier to follow the text.

• Contrast

  The stronger the contrast between the background and text the more legible the text. Black text on a white background makes the best contrast.

• Reverse type

  If using white or coloured type make sure the background colour is dark enough for sufficient contrast. Reversed out text needs to be bolder and larger.

• Images

  Never place text over images this can make the text difficult to read.

• Use navigational aids

  For example spaces between paragraphs and clear headings. This will help people to read the text in the intended order.

Layout

• Use a consistent layout, this assists the reader.

Paper

• Don’t use shiny or reflective paper, this picks up light and makes it hard to see the text. Also, make sure the paper isn’t too thin, avoid show through text from the following page.

A wide range of information can be found on the website of the Royal National Institute of Blind People.

Also see their guidelines See it Right.

For advice on accessible websites see Webcredible.

Please contact Roma if you would like to learn more about her services.

Accessible communications means designing information that is easier for everyone to use. This may mean producing material in a specific format such as large print, audio or Easy read.

Accessible communications play an important part in providing choice by removing the communication barriers which might otherwise stop a person from using a service or getting the information they need.

Not just the law - the right thing to do

Under the Disability Discrimination Act 1995 (DDA) and the Race Relations (Amendment) Act 2000 organisations have a duty to make information and services accessible to all of its customers. The Disability Equality Duty came into force in December 2006. Under the duty all public bodies across the UK are required to pay ‘due regard’ to the promotion of equality and make sure their activities meet the needs of disabled people.

Best practice organisations take these commitments seriously and live up to the spirit not just the letter of the law.

Consider your audience

As well as disability, accessible communications should also take into account factors such as age, language and literacy skills. The golden rule is to consider the needs of your target audience and plan how best to build accessibility into your communications mix, making your literature, website and events accessible.

If you would like advice on improving your communications or need help in developing an accessible communications strategy, contact me for an initial discussion.

See also Top Tips on accessible print

If you would like to discuss how I can help you with my services contact me for an initial discussion.

Here are my top tips for making your event a memorable success.

1. Why run an event?

   Make sure you are clear about the purpose of your event. What are your desired outcomes? Try to think about this from the point of view of your audience, what will they seek from your event and are you able to deliver this?

2. What is your budget?

   Large or small, every event must have a budget. Be clear from the outset how much money and other resources are available and make sure you have a contingency amount for any last minute requirements. If you are a not for profit body it may be possible to ask for support in-kind from corporate organisations where you have a relationship.

3. Timing

   Consider when the event should take place. Try to build in as much preparation time as possible; things always take longer than you think. Think about the preferences of your audience and choose a time which will help you to maximize attendance. Try to make your event family friendly, for example avoid half-term and other school holidays.

4. Venue

   Your choice of venue can add a ‘wow’ factor to the event and help to attract people. Make sure the venue is suitable for your needs. It is preferable and more environmentally friendly to use a venue that can be reached easily via public transport.
   As well as location consider physical access. Proactively addressing the needs of disabled guests or speakers will help you to provide a good experience for all of your guests. For example, is there step-free access to the venue suitable for wheelchair users and others with mobility impairments? A venue where disabled guests enter via the same entrance as others is preferable. If access is via a circuitous and/or shabby route that you wouldn’t like most of your guests to experience – find another venue.

5. Pre-event Administration

   This is part of marketing the whole event and can help to minimise the number of ‘no-shows’ on the day. Marketing tools such as branded email invitations and invitation cards can help to create a good impression.Where possible issue ‘save the date’ messages in advance. Ask people to notify any access or dietary requirements well in advance.

6. Content

   Focus your attention on this and build the programme requirements into your planning. Ultimately, the content is the most important reason for attending your event; make sure you live up to your audience’s expectations.Pick speakers who are knowledgeable about their subject. If they are high profile (for example a government minister) try to have a back-up in case they drop out at the last minute.Consider the style and type of event, build in some interaction if possible. If your audience is going to be standing, make sure speeches don’t last for longer than 15 – 20 minutes, a few chairs should be available for people who need them.

7. Sound and Vision

   Ideally try to ensure a technician is available on the day at your event. Don’t be put off by lots of ‘techie’ speak be firm (and polite) about what you need. Brief the Technical person about your requirements and supply presentation material, dvds etc in advance so that they can be tested on the venue system.
   Unless it’s a very small gathering you will need to have a sound system. Lots of people in a room soak up sound.

8. Catering

   Choose carefully and select the best and most appropriate menu within your budget. Lobster thermidor and champagne isn’t likely to be viewed as appropriate in the cash strapped public and not-for profit sector. If tea and biscuits is all that is needed that is also fine but don’t be mean just for the sake of it.
   Check with the venue when they need you to notify them of your final numbers for catering.

   Make sure there are plenty of vegetarian options in the menu choices – these must be genuinely vegetarian rather than fish instead of meat.
   Take into account any specific dietary requirements and inform the venue well in advance. High quality catering adds to the enjoyment and success of your event.

9. Brief key people

   Make sure your speakers and anyone else involved knows what is happening well in advance. Put together a speaker brief which includes details of the venue location and your contact details as well as the agenda. Also, include a brief summary of the topic covered by each of your keynote speakers.
   Give the speakers deadlines for sending their presentation materials to you and ask them if they have any specific requirements. For example, if a speaker is in a wheelchair or has a visual impairment make sure you have thought in advance and discuss with them how they will get on and off the stage.

10. Thank You’s & Evaluation

    Don’t forget to thank people, it’s a good idea to build thank you’s into the conclusion of the event. Public recognition of individuals or teams who have worked behind the scenes to organise the event is always appreciated. Shortly after the event try to thank the venue and helpers as well speakers.

    If you need feedback make it easy for people to complete evaluation sheets and collect them on the day – you can also email people afterwards. Make sure you let people know what the next steps are for your project and ways they can get involved or request further information.

These tips should help you to plan a successful event. It is worth considering using the services of a professional for all or part of your event.

If you would like further advice Contact Roma.