SOP : Requesting and Managing Design Projects
- May 13
- 3 min read
13 May 2025
To establish a standardised process for requesting, designing, approving, and printing media projects, such as pamphlets and job advertisements, to ensure efficient and effective communication and production.
2. SCOPE
This SOP applies to all employees involved in initiating and handling design requests within the company
3. DEFINITIONS
● Project Owner (PO): Any employee requesting a design.
● Designer: The individual responsible for creating and revising designs based on the project brief.
● Media Supervisor (MS): Oversees the design process and ensures that all projects meet company standards. At present, the Media Supervisor and the Designer roles may be filled by the same person, but this may change as the department evolves.
● Approval Committee: A group serving as an additional review layer to ensure designs meet company standards, utilised especially for new designs.
4. RESPONSIBILITIES
● PO: Responsible for submitting detailed design briefs and approving final designs.
● Designer: Ensures all information is correctly incorporated into designs and follows the design brief meticulously.
● Media Supervisor: Responsible for overseeing the Designer's work, ensuring high- quality output, and managing the approval process.
● Approval Committee: Provides final approval of new designs to ensure adherence to company standards.
5. PROCEDURE
1. Compiling a Design Brief
● Objectives: Clearly state the purpose, target audience, and desired action of the design.
● Content: Provide all text, specifying images and graphics to be included.
● Brand Guidelines: Include specific instructions on color schemes, fonts, and logos
.● Design Preferences: Detail preferred style, tone, and layout.
● Practical Details:
○ Size and Format: Specify dimensions and format (digital or print).
○ Media Type/Material: Indicate the type of material required(e.g., paper, board).
○ Deadline: Set realistic deadlines considering the project's urgency, size, and the printing day.
2. Submitting Design Requests
● Complete the online Media Request Form available on the Staff Portal and in designated WhatsApp group descriptions.
● An automatic confirmation email will be sent upon submission.
3. Design Handling by the Designer and Media Supervisor
● Priority Setting: Assess and prioritize design requests based on provided deadlines and project importance.
● Evaluation and Clarification: Review the brief for completeness and clarity, contacting the PO if information is missing.
● Design Development: Create at least three mockups following company design guidelines.
4. Approval Process
● Initial Review: PO reviews digital mockups to choose a preferred direction.
● Modifications: Make necessary adjustments based on PO feedback.
● Committee Review: For new designs, the final version will be shared with the Approval Committee before the printed proof is given to the PO for sign-off. Existing design templates need only PO approval.
● Final Adjustments: Implement any changes based on feedback.
5. Printing
● Outsource Printing:
○ Request quotes for the necessary quantity and forward them for financial approval.
○ Once approved, process the payment and submit artwork for printing. ○ Update the PO on the status of the order.
● In-House Printing:
○ Ensure materials for printing are available and notify the PO of the status.
● Receiving Stock: The Media Supervisor receives the stock and notifies the PO to arrange distribution.
6. ACCOUNTABILITY
● Design Brief Accuracy: PO is accountable for the accuracy and completeness of the design brief.
● Design Quality: The Designer is responsible for ensuring the design meets the initial specifications.
● Approval and Oversight: The Media Supervisor ensures that all designs undergo proper review processes and meet company standards before final approval.
● Process Monitoring: The PO must follow up with the Media Supervisor if they feel the process is slow.
● Direct Communication: Any issues must be discussed and taken up with the Media Supervisor directly.
7. REVIEW AND UPDATE
● This SOP will be reviewed annually by the Media Supervisor and their team to adapt to any changes in processes or organizational needs.
By order Nanique Joubert Wisani/NLA
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