Instruction

Writing Publications to Promote a Project

Writing Publications to Promote a Project Goals

To learn the influence a written publication can have in promoting a project
To produce an article, brochure, or information sheet that communicates a message clearly

Materials

Print version of "Part 5: Toolkit": PDF • Word
Plain white paper
Computer
Black ink marker or pen for hand-drawn illustrations

Compose the Article, Brochure, or Information Sheet

Consider the audience you are trying to reach, including age, knowledge of the subject, and attitude toward the subject.
Use an outline to plan your ideas.
Verify your information. Are all the facts correct?
Write a message that is complete, short, and clear. The less the audience has to read, the more likely they will read and remember all.
Include contact information.
Have your writing checked by someone else for proper spelling, grammar, and punctuation. (An English or journalism teacher should be able to give pointers on clear, well-organized writing.)
Illustrate your publication. (See Preparing Graphs and Charts and Choosing and Using Clip Art.)

Copy and Distribute the Publication

Select a means for copying

Preparing the message for publication depends on resources available. The two ways people usually reproduce pages are photocopying and printing. Most schools and offices have photocopy machines. They are a good choice for making a few copies, and sometimes a few photocopies can be made for free. Another possibility is that publications created on a computer may simply be printed in multiple copies.
If you need many copies of the publication, take your material to a professional printer. It can be easy and fast and is not necessarily expensive.

Prepare the publication for printing

Decide exactly what is to be printed. Determine how many pages there will be.
Use good quality originals. No matter how the material is to be reproduced, it is important to start with clear, clean originals, including any graphics. The printer can provide information about preparing pages for printing. Usually the printer suggests using plain white paper and black ink. The printer can then print your publication on colored paper and use colored ink if you prefer. Originals may be prepared on a computer, neatly written by hand, or typed. Black-and-white drawings (hand-drawn or computer-generated) can help to explain the message and make the publication look good. If an image is too large for the space on the page, a photocopy machine or the printer can make it smaller. Photographs generally do not photocopy well—especially color photographs—and they can be expensive to reproduce on a printing press.
Talk to the printer. The printer does not need to know about the subject of the publication, but does need to know
- how many pages are in the publication
- if there will be photographs, and if they will be color or black and white
- if there will be a cover
- whether to fold, staple, or bind the publication
- if the publication should be printed on front and back
- if recycled paper should be used
- what color(s) of paper to use
- what color(s) of ink to use
- how many copies to make.
With this information, the printer should be able to provide an estimate of costs and, if necessary, suggest ways to reduce costs. The printer will probably be glad to answer questions. He or she may even explain to the group how the printing process works, if asked.

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