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Communications & Graphic Design Request SOP


  • The following instructions outline the Standard Operating Procedures (SOP) for all Communications and Graphic design requests. The time to complete a project will vary depending on the type of request. All requests will be fulfilled in the order they are received. Please plan accordingly and be as thorough as possible when submitting a request.

General Rules/Things to Consider

  • The more time allotted for project completion, the better. Last minute or emergency requests will be difficult to accommodate, and the Communications Department cannot guarantee last-minute requests will be fulfilled.
  • Requested completion date for each project should be reasonable. This date should also be well in advance of the final due date to client.
    • Program Directors must manage client expectations up front and ensure they understand the Communications Department’s project request workflow.
  • For editing or proofing services, you are strongly advised to consider the length, density, and complexity of the document(s) when requesting a completion date. Be sure to plan accordingly.
  • For graphic design work, you are strongly advised to allow enough time for the ideation/concept, design, and revision phases. Please plan accordingly and reference the Creative Project Brief for detailed instructions on information to include with each submission.
  • Graphic design requests and editing or proofing services require a minimum of 72 hours for completion, but the more time the better.

Types of Requests (Not Limited to):

  • Graphic Design Support
    • Animation/GIF
    • Event Signage
    • Infographic
    • Invitation/Flyer/Save the Date
    • Meeting/Event Agenda
    • Name Badge
    • Proposal Cover/Graphic
    • Web Banner
    • Other (e.g. logo, advertisement, direct mailer)
  • Written Communication Support
    • Editing or Proofing Existing Document
    • Develop Copy or Content for New Document

Pre-Submission Process

  • Determine project needs with client, contracting officer, director, etc. and collect data or background information (i.e. the goal of the task, desired outcome).
  • Write draft documents; or, assemble visual references (if available) for graphic design work. Ensure design assets (e.g. logos, fonts, colors, images) are readily available.
  • Compile project specifications into a coherent document for submission to the Communications Department (e.g. creative project brief).
  • Determine project code and/or task code (if applicable).
  • Complete online form to request work and submit to Communications Department.

Standard Request for Work (72 HOURS, 3 BUSINESS DAYS OR MORE TURN AROUND)

  • Communications & Graphic Design Request Form.

Expedited/Emergency Requests for Work (48 HOURS, 2 CALENDAR DAYS TURN AROUND)

  • Occasionally, Bizzell staff/clients will need to request expedited communications support. An expedited or emergency communications request is something that needs to be completed within 48 hours, 2 calendar days or less.
  • When submitting an expedited/emergency request, please utilize the Communications & Graphic Design Request Form, send an email to the Director of Communications (cc: VP of Communications), AND call the Director of Communications to ensure receipt.

After Submitting Request (Process/Communication)

  • After your request is submitted through the Communications & Graphic Design Request Form, you will receive an automated response that your request has been received.
  • The Director of Communications will assign a Project Lead (writer/designer) to your request
  • Within 48 hours (or 2 business days), a meeting will be scheduled with your Project Lead to discuss details of the request.
  • After the meeting and a reasonable deadline has been agreed upon, work will commence.
  • The Project Lead will submit the completed project to the respective staff member.
  • Staff will send revisions (if needed) to the Project Lead and a new completion date will be negotiated.
  • Revision requests can be sent directly to the Project Lead via email with the Director of Communications copied on all emails. All other communication (i.e. phone calls, in-person meetings) must go through the Director of Communications.