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The starting point for improving the publishing process is to help people work together and manage their tasks more effectively. This is because publishing requires the contributions of people with different skill sets and responsibilities from across the organization and across the globe. And as the volume and complexity of workflows required to support more customized communications to both traditional and new formats — such as mobile and digital devices — increases, effective workflow and collaboration become paramount.

Did You Know?

Today's dispersed workgroups publish to multiple formats, requiring new workflows and new models for collaboration.

The Old Way: Centralized Publishing to Print

Yet many organizations rely on outdated publishing processes that were designed for centralized teams publishing primarily to print, neglecting the realities of today's dispersed workgroups publishing to multiple formats that require new workflows and new models for collaboration.

Reliance on the methods and tools of this bygone era causes a common set of problems, placing a heavy burden on everyone trying to keep up with increasing demands.

There are several reasons for these problems:

  • Reliance on e-mail, which leads to:
    • Shuttling files and publishing assets back and forth, a process that is rife with errors, wastes time with endless edit and review cycles, and reduces productivity
    • Version control issues that result in time-consuming searches for the most recent version, use of the wrong version, and time wasted recreating lost or missing content
    • Ineffective project management, including an inability to alert contributors that they have new tasks, progress and status updates, and manual reporting
  • Linear workflows that limit design and editing to a single user at a time
  • Separate publishing groups for different media (print, online, and digital), which leads to content duplication due to manual implementation for each media type, slowing the process and introducing room for error
  • A disconnect between publishing systems and other business systems, which creates bottlenecks, slows down the publishing process, and reduces everyone's productivity

Effective Workflow and Collaboration

To successfully support today's dispersed teams publishing to multiple formats, you can use workflow and collaboration tools to improve communication and productivity, apply project management to your publishing process, and deliver higher-quality communications at a lower cost.

This is where Quark® software comes in. Using Quark Publishing Platform, multiple users can work and contribute simultaneously to a single project and provide real-time updates of content and layouts —no matter where they are located. Your team members always know their assignments because the system automatically routes assets and notifies users about new tasks. Publication and project tracking, version control, and management for the entire review cycle are available to all users, including managers — which ensures that the workload is balanced across all resources and provides a comprehensive overview of where projects are in the process.

You can create an unlimited number of publications or projects — each with their own unique workflows — in one system. And you can control system access so that some team members can only work within a certain publication or project while others can work across sections or projects.

Automated Workflows and Enterprise-wide Collaboration

Quark Publishing Platform provides workflow automation for partially or fully automated processes. It provides a wizard that makes it easy to set up automatic triggering of automated processes such as:

  • Image conversion and publishing
  • Automatically generating PDF and SWF (Flash®) files when a project reaches final approval
  • Automatically aggregating all content and then — using QuarkXPress templates — laying out the content automatically and passing it on as print and SWF output

Quark Publishing Platform is fully integrated with Microsoft SharePoint, the world's most widely used content management and business collaboration platform. This provides important benefits:

  • You can reduce publishing costs by enabling knowledge workers to publish directly from the SharePoint user interface with little or no intervention by the publishing or creative services team.
  • You can eliminate content redundancy by managing all content and assets — including publishing and creative assets — in a single enterprise repository, so you can publish accurate content more quickly and more frequently.

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The Case for Dynamic Publishing