Santa Clara University

Office of Marketing and Communications

Starting a Project

Because all projects are different, the processes used to handle these projects are flexible. The following steps are guidelines for how we manage most projects.

General Project Intake and Development
  1. Margaret Avritt is first point of contact in most cases, although any OMC employee can be contacted to begin a project. (Linda Degastaldi is Margaret’s backup.) At outset, the following questions must be answered by the requesting party:
    Goals, objectives: What do you hope to accomplish?
    Key messages: What is your primary message?
    Audiences: Who is your primary and secondary audience? What do you want your audience to do?
    Budget: How much money do you have to spend?
    Decision-makers: Who must review and approve this project?
    Timing: What is your deadline?
  2. Project team is assigned within OMC.
  3. Creative Meeting. In this meeting, we discuss objectives, deadlines, audience, best marketing materials to carry out the project, strategy, special needs, etc. This is where we prepare the client for how much certain things may cost so they have an idea and can begin their budget process in advance of a kick-off meeting.
  4. Strategic brief and editorial timeline developed.
  5. Project kick-off meeting, which is where we discuss the details of the project, including pricing, paper, photography, word counts, etc.
  6. OMC obtains design/print/mail cost estimates, which are then approved by the client.
  7. Photography/design/print timeline developed or Web services timelines are developed.
  8. Word counts agreed to by editorial and design staff.
  9. Text developed by OMC or client and approved by client by the date discussed in Step 4.
  10. Final text and photos are delivered to designer by the date discussed in Step 7.
  11. Design is reviewed and approved by client and by OMC.
  12. Printing and delivery
Web-only Project Intake
  1. Russ Morris is first point of contact in most cases, although any OMC employee can be contacted to begin a project. At outset, the following questions must be answered by the requesting party:
    Goals, objectives: What do you hope to accomplish?
    Key messages: What is your primary message?
    Audiences: Who is your primary and secondary audience? What do you want your audience to do?
    Budget: How much money do you have to spend?
    Decision-makers: Who must review and approve this project?
    Timing: What is your deadline?
  2. Creative Meeting. In this meeting, we discuss objectives, deadlines, audience, strategy, special needs, etc. If new photography is needed, this can be discussed and assigned during this meeting.
  3. Strategic brief and Web timeline developed.
  4. Text is developed by OMC or client and then reviewed and approved by client.
  5. Entire project is reviewed and approved by the client.
  6. New/revised site goes live on www.scu.edu.
Media Relations Projects

Media relations projects involve getting your event/story out to the local and national media and/or the campus community. Deepa Arora, Communications Director is your first point of contact. Here are some of the questions before starting a project:

  1. Goals, objectives: What do you hope to accomplish? A news story, an op-ed piece, attendance at an event, an article in fyi, an article in Santa Clara Magazine, Web release
  2. Media interest: Does the project have news value?
  3. Internal communications: Are there opportunities to let SCU community know about your event/activity/story? (fyi)
  4. Different types of media: Local, regional, and national
  5. Decision-makers: Who must review the press release before it goes out?
  6. Timing: When is the event?
  7. Event details: Is the event open to the media? Will participants be available for interviews? What visual components are there to the story?
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