- The client meets with an agency account executive to explain the details of a project the client wants produced.
- The A.E. then meets with agency management to get their approval to take on the project.
- The A.E. meets with the traffic coordinator and the production coordinator to schedule the project and decide which agency staff people will work on it.
- The A.E., the traffic coordinator, and production coordinator meet with the research department, media buyer and scheduler (if media is a part of the project), and the members of the creative team assigned to the project to discuss the details of the project and the schedule.
- The research department takes a few days to do the necessary research. When that is complete, they meet again with the A.E., creative, and media teams to discuss the results and make recommendations about the direction the project should take or the slant it should have.
- The creative and media teams (if media is involved) then begin their work. The creative people develop the concept of the project based on the research findings, and the media team develops a preliminary schedule and media cost proposal.
- The creative team makes a presentation of the concept, preliminary sketches, and copy to the A.E. and management. The media team presents the schedule and cost proposal. The production coordinator also meets with the A.E. and management to present the production schedule and project price quotes. If all is approved at this point, the A.E. can present the work to the client for approval.
- The A.E. meets with the client for approval of prices, schedule, concepts, sketches, copy, and media schedules and prices. The client approves, disapproves, or makes recommendations and changes.
- After the A.E. meets with everyone who is assigned to the project to discuss the recommendations and changes the client made on the project, work begins to finalize designs, copy, details of the schedule, and prices.
- The A.E. has another meeting with the client to get an approval on the finished designs and copy.
- Production work begins mechanicals, photography, photo shoots, and other subcontracting work.
- The A.E. meets with management for approval of all mechanicals, commercials (if applicable to the project), schedules, prices, and last minute details. Then the A.E. meets with the client for final approval of all aspects of the project.
- Mechanicals are delivered to the printer, ads and commercials to the media.
- The client is billed.
Be a fanatic about keeping separate files for each client and each project. Even if you have two or three projects for the same client, keep them in different file folders. Keep your files alphabetized and in order. There is never enough time when you work in an agency. You are always up against a deadline. If you have to take precious minutes away from doing a task while you are trying to locate important pieces of the job in a file that was just under your nose, you will find that minutes will turn into frustrating hours each week.
Keep a "to do today" list. Before you go home each night, cross off on your "to do" list everything that you did that day and add what you did not get to on your new list for the next day. Then straighten your desk and put everything in its proper place so that the next morning you can begin without facing a mountain of messy papers that have to be sorted through.
Reminding others
Never assume that anyone who is working on some part of a project that you are responsible for especially vendors or subcontractors will remember when their deadlines are and the details that they have to attend to. Always make a habit of calling your printer or typesetter to remind them that a deadline is approaching. If you have to deliver mechanicals for a job to a printer, make sure your salesperson is there to receive the job so that you can go over the details and specs and point out the due date. Include a written list of all the printing specifications on the mechanicals for your printer. You should do the same with your color separator by attaching a list of job specifications to the photos or chromes, and for your typesetter by attaching a layout of the design with the copy specified for size, type style, and fit. If you are involved with media, call your media representatives to remind them when a schedule or flight is about to begin.
It is not buggy if you are matter of fact in your tone and manner. Just tell them that you are calling to make sure everything is all set for such and such project. Your vendors and subcontractors have numerous projects for many different clients to keep track of. They will appreciate a thoughtful reminder, as long as it is not a reprimand or an assumption that they have forgotten.
