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Marketing & Print: Tips and Best Practices

Maximize the effectiveness of your marketing materials by following these practical guidelines for using Marketing & Print.

Daily Usage Tips

Finding Designs Quickly

Use the search feature - Instead of browsing through folders, search for keywords like "notice," "membership," or "holiday"

Bookmark common designs - Keep a note of frequently used design names for quick searching

Check recent exports - Use the Exports tab to quickly access materials you've created before

Organize by priority - Note which folder contains your most-used templates

Efficient Workflow

Prepare your content first - Have all text, dates, and information ready before opening a design

Keep a content checklist - Create a standard list of information you'll need (facility name, phone, address, etc.)

Save templates - If you create similar materials repeatedly, save your content in a document for easy copying

Export immediately - Don't leave partially completed designs - finish and export them while information is fresh

Creating Effective Materials

Writing for Your Audience

Be concise - Members scan quickly; keep messages brief and clear

Lead with important information - Put critical details at the beginning

Use simple language - Avoid jargon or technical terms

Include specific times and dates - "Monday, November 15" instead of "next week"

Add contact information - Always provide a way for members to ask questions

Visual Quality

Maintain image quality - If a design allows custom images, use high-resolution photos

Keep text readable - Don't reduce font sizes to fit more text; use another design or simplify your message

Respect design margins - Don't try to force more content than the design accommodates

Preview before exporting - Always review the full preview to check layout and readability

Brand Consistency

Use approved materials only - Don't create custom designs outside Marketing & Print

Stick to provided fields - Don't try to work around design limitations; request new templates if needed

Follow terminology guidelines - Use consistent language across all facility materials

Match tone to purpose - Formal for policies, friendly for promotions, clear for instructions

Print Production Best Practices

Preparing for Printing

Choose the right format - Use PDF for professional printing, PNG for digital displays

Verify dimensions - Note the design size before ordering prints

Understand color profiles - Marketing & Print provides color profile options:

  • PDF exports typically use CMYK (print-ready)
  • PNG/JPG exports typically use RGB (digital display)
  • Multiple CMYK profiles available (FOGRA39, SWOP, ISO Coated, etc.)
  • Use the default profile unless your printer requests a specific one
  • Colors may appear slightly different between screen and print (this is normal)

Consult your printer about profiles - Before large print runs:

  • Ask which CMYK profile they prefer
  • Confirm whether they use coated or uncoated paper
  • Request their regional standard if printing internationally

Request test prints - For large quantities, always print a sample first to see actual CMYK color output with your chosen profile

Working with Print Vendors

Share file specifications

  • Design dimensions (e.g., "A4 size, 8.27 x 11.69 inches")
  • Resolution (300 DPI for print-ready)
  • Color mode (CMYK for print, RGB for digital)
  • Specific color profile used (e.g., "Coated FOGRA39" or "U.S. Web Coated SWOP v2")
  • File format (PDF recommended for professional printing)
  • Any bleed requirements (if applicable)
  • Recommended paper types (if specified in design)

Example specification sheet:

  • "A4 PDF, 300 DPI, CMYK with Coated FOGRA39 profile, 3mm bleed included"

Discuss timeline

  • Allow time for print production
  • Account for shipping if ordering remotely
  • Plan ahead for time-sensitive materials

Confirm quantities

  • Order extras for high-traffic materials
  • Consider bulk pricing for frequently used items

Save vendor contacts - Build relationships with reliable local printers

Cost Management

Plan bulk orders - Printing multiple designs at once often reduces costs

Reuse when possible - Timeless designs can be printed in larger quantities

Store properly - Keep printed materials in good condition for extended use

Track inventory - Know what you have before ordering new prints

Digital Display Usage

Display Screens

Use appropriate format - PNG often works best for digital displays

Check resolution - Ensure the export resolution matches your screen capabilities

Test visibility - View the design on actual display screens before finalizing

Consider viewing distance - Text size should be readable from where members will be standing

Email and Digital Sharing

Optimize file size - Use JPG for smaller files if sending via email

Include alt text - When emailing, add descriptive text for accessibility

Mobile compatibility - Test how designs appear on mobile devices

Link to source - For recurring materials, consider linking to the exported file rather than attaching repeatedly

Organizing Your Exports

File Naming

Use descriptive names:

  • Good: "Holiday-Hours-December-2025.pdf"
  • Avoid: "Download.pdf" or "design-12345.pdf"

Include dates - Add creation or effective dates to file names

Note version numbers - If creating variations, use "v1," "v2," etc.

Indicate purpose - "Member-Notice," "Staff-Poster," "Email-Graphic"

File Management

Create folders on your computer:

  • By month or quarter
  • By category (notices, promotions, events)
  • By status (active, archived)

Regular cleanup:

  • Archive outdated materials
  • Delete unused variations
  • Maintain only current versions in active folders

Backup important files:

  • Save copies of frequently reused materials
  • Backup before major updates or changes

Collaboration Best Practices

Team Coordination

Establish approval processes - Know who needs to review materials before distribution

Share access appropriately - Ensure team members have Marketing & Print access

Communicate deadlines - Give reviewers adequate time for feedback

Track what's been created - Maintain a simple log of materials in use

Multi-Location Organizations

Check sharing permissions - Understand which materials are location-specific vs. corporate-wide

Maintain consistency - Use the same templates for similar communications across locations

Share successful designs - If you create an effective customization, share the approach with other locations

Coordinate campaigns - Align timing and messaging for multi-location initiatives

Troubleshooting and Quality Control

Before Exporting

Proofreading checklist:

  • Spell check all text
  • Verify dates and times
  • Confirm phone numbers and addresses
  • Check website URLs
  • Review names and titles

Visual review:

  • Text fits in designated areas
  • No overlapping elements
  • Images are clear and properly positioned
  • Colors appear correct

Information validation:

  • Cross-reference with source documents
  • Confirm accuracy of offers or pricing
  • Verify compliance with policies

After Exporting

Test the file:

  • Open on different devices
  • Check if PDF opens correctly
  • Verify print preview looks correct
  • Test at actual usage size

Share for review:

  • Have another team member check materials
  • Get manager approval when required
  • Verify legal compliance for regulated content

Accessibility Considerations

Creating Inclusive Materials

Text readability:

  • Use sufficient contrast between text and background
  • Maintain minimum font sizes
  • Avoid overly decorative fonts

Information hierarchy:

  • Most important information first
  • Logical flow of content
  • Clear section breaks

Alternative formats:

  • Consider large-print versions for high-importance notices
  • Provide text alternatives when possible
  • Ensure contact methods include non-digital options

Continuous Improvement

Learning from Results

Track what works:

  • Note which designs get the best member response
  • Identify materials that drive desired actions
  • Learn which messages resonate with your audience

Gather feedback:

  • Ask team members for input
  • Survey members about communication preferences
  • Monitor which materials generate questions

Iterate and improve:

  • Refine your standard content based on feedback
  • Request design updates that would make materials more effective
  • Share successful approaches with your organizational administrator

Staying Current

Check for updates:

  • Review available designs regularly
  • Look for new templates
  • Update outdated materials proactively

Professional development:

  • Learn basic design principles
  • Understand marketing best practices
  • Stay informed about communication trends

Request training:

  • Ask your organizational administrator for Marketing & Print training
  • Share tips with team members
  • Document your facility's best practices

Seasonal and Event Planning

Planning Ahead

Create a content calendar:

  • Note annual events and campaigns
  • Plan seasonal material needs
  • Schedule material creation in advance

Prepare standard materials:

  • Holiday hours announcements
  • Seasonal promotions
  • Annual events

Anticipate needs:

  • Weather-related closures
  • Facility maintenance notices
  • Staff schedule changes

Holiday and Special Events

Start early:

  • Begin creating materials weeks in advance
  • Allow time for approval and printing
  • Schedule distribution appropriately

Coordinate messaging:

  • Align with organizational campaigns
  • Maintain consistency across all channels
  • Update all relevant materials simultaneously

Resource Management

Time Efficiency

Batch similar tasks:

  • Create multiple notices at once
  • Export several designs in one session
  • Print multiple materials together

Use templates effectively:

  • Establish standard approaches for common needs
  • Save content snippets for reuse
  • Create checklists for different material types

Delegate appropriately:

  • Train multiple team members on Marketing & Print
  • Share responsibility for routine materials
  • Establish clear ownership of different material types

Budget Optimization

Strategic printing:

  • Print only what you need
  • Consider digital alternatives when appropriate
  • Reuse evergreen designs

Quality vs. quantity:

  • Invest in quality for permanent materials
  • Use economical options for temporary notices
  • Match print quality to purpose

Effective use of Marketing & Print comes from combining the provided tools with thoughtful planning and attention to detail. These practices will help you create professional, impactful materials that communicate clearly with your members while maintaining brand consistency and operational efficiency.