Setting up a Virtual / Remote

Newspaper Office

And the Categories are... Ʊ Setting up a central workplace Ʊ Communication Ʊ Establishing Process Ʊ Adobe Creative Cloud Ʊ Proofing

Not “All or Nothing”Any part of what we discuss

today can be a part of another workflow to create a “hybrid”

Warning:Be prepared to change Services / Apps at any

time and adapt processesThere are apps / services being purchased,

phased out, changed regularly...and new ones, often better, popping up.

This is not difinitiveThis is a not too high level overview

of things to consider

Ultimately, you have to create what fits your newspaper

Setting up a Central Workplace

Because emailing files back and forth is a disaster waiting to happen

Server vs. Cloud

You may not have a choice

Reaching your server remotely

Virtual Personal Network (VPN)

YourCompany’s

Network

YourOffice

Computer

VMClient

Notebook

Device

Desktop

Benefits of VPN Ʊ You are literally working at your

desk no matter where you are Ʊ Can have a hybrid office Ʊ Better Enterprise IT controls Ʊ Work from any machine or device

you can log in through Ʊ Can be slow to deploy if not already in place

Head in the CloudsNot all “cloud” solutions work the same way.

Ʊ FTP Ʊ Desktop Client / Synced Ʊ Google Docs Ʊ Adobe Cloud Ʊ iCloud

FTP Ʊ Must upload and download files manually Ʊ Risk of not having current versions of files Ʊ Requires communication as things change

Desktop Client / SyncedHow they work:

Fred Jenny SandiYou Leo

Dropbox.com

Desktop Client / Synced Ʊ Dropbox Ʊ Google Drive Ʊ OwnCloud Ʊ Box Ʊ Others

Things to consider Ʊ Cost per GB (many have free entry) Ʊ Ease of setup and sharing Ʊ Version control Ʊ Lost file recovery Ʊ Hidden file sync Ʊ Security Ʊ Apps for devices

Sharing issuesYou’re sharing EVERYTHING in ALL the folders within the shared folder

Ʊ Everyone has access Ʊ Everyone can add/delete/change Ʊ Storage needs are the same for everyone Ʊ Internet usage Ʊ Notifications for all users’ file changes Ʊ Keep files as small as possible Ʊ Ongoing management of files

Folder Sharing StructureThink about who you’re sharing with

Google DocsGreat solution for collaborative writing

Ʊ Shared stories for live editing Ʊ Shared Spreadsheets for advertising listings Ʊ Can link to InDesign for parallel

workflow (with plug-in)

Adobe CloudSpace within the Adobe ecosystem for storing

Ʊ Files Ʊ Lightroom Mobile photos Ʊ CC Libraries Ʊ Adobe Color Themes Ʊ Adobe Touch App files Ʊ NOT space sharing and syncing like Dropbox

iCloudSpace for files in your Apple ecosystem

Ʊ Music Ʊ Photos Ʊ Contacts Ʊ Email Ʊ Desktop and Documents files Ʊ Notes Ʊ More Ʊ NOT for file sharing like Dropbox

Any questions onFile Storage / Sharing?

CommunicationMore than just FaceTime

Conversation vs. TasksThere are apps for both, and each has a purpose

Ʊ Conversation apps for questions, discussions, and meetings

Ʊ Task managers for assigning specific tasks Ʊ Apps starting to offer both

Conversation AppsFace to face

Ʊ GoToMeeting Ʊ Zoom Ʊ Facetime Ʊ Slack (only one-to-one on free plan) Ʊ Google Hangouts Ʊ Beer With Me (@russellviers) Ʊ So many others

Benefits of Face to Face Ʊ Visual cues and feedback Ʊ Adds social element when working alone remotely Ʊ Can share screens if needing to

show something (some apps) Ʊ Some can record for sharing Ʊ Virtual “mixers”

Conversation AppsGroup Instant Messaging

Ʊ Slack Ʊ What’s App Ʊ Twist Ʊ Others

Benefits of Group IM Ʊ Encrypted Ʊ Can make channels or groups Ʊ One place for all conversations (enforce) Ʊ Available for devices and desktops Ʊ Other services available, including

video, tasking, and more.

Task ManagersKeep track of the work

Task Tracking Apps Ʊ Make sure you can share Ʊ Need to be able to assign Ʊ Subtasks are nice Ʊ Notifications matter Ʊ ToDoIst and many others Ʊ Loved Wunderlist...gone!

Everyone needs to enforce using this!

Any Questions on Communication?

Designing your ProcessGood process, enforced and followed, can

make or break the virtual workspace

ProcessA series of actions or steps taken in

order to achieve a particular end.

You will actually end up with MANY processes, some tied together.

Process = rulesEverything needs a rule.

“A place for everything and everything in its place.”

Like... Ʊ Folder structure Ʊ File naming (avoid revs...just change the file) Ʊ Ad insertion, creation, and proofing Ʊ Stories, from concept to page (may

have multiple processes) Ʊ Photographs, from camera to page Ʊ Layout, keeping it all current Ʊ Proofing (we’ll talk more about this later)

Example 1:Possible Ad Workflow Process

Ʊ Ad Insertion form (PDF Form or Google Form) Ʊ Creates Task to notify Production of the new ad Ʊ Production creates ad, puts proof with Form Ʊ Clicks off Task which notifies sales rep Ʊ Ad rep reviews ad as PDF in Ads folder Ʊ If changes are needed, notes with comments

and puts in Ad Revisions folder Ʊ Creates Task to notify Production of change Ʊ Repeat as necessary

Example 2:Possible Photography Workflow Process

Ʊ Import photos from digital photo into folder XX using Bridge (or like app)

Ʊ Add metadata during import using template Ʊ Sort using Labels assigning 5 stars, 4 stars, etc Ʊ Narrow search to best images Ʊ Add image-specific metadata in Description Field Ʊ Adjust images using Camera Raw Filter Ʊ Save adjusted, final photos in folder XX for

production to place on page and upload to gallery

Map It OutWrite down every step in your work and

map out how to do it in great detail.

Publish it to your employees

Train it

Enforce it

Is it Print OnlyIs it Print Only

Yes

No

Import Photos

Adjust in Camera Raw

Save Full Res in XX

Save Full Res in XXand low res in XX

Sort in Bridge

Add Metadata

Remember:Every step in the process should make things easier / better for the next step of the process.

Any Questions on Process?

Adobe Creative CloudMore than just apps...it’s an ecosystem.

Adobe Fonts • • • • • •Adobe Color • • • • • • •CC Libraries • • • • • • •Adobe Cloud • • • • • • • • •Lightroom Mobile •Comp • • • •Capture • • • • •Draw • •

Adobe Tool IntegrationThe short list. First complete information, visit:

https://www.adobe.com/creativecloud/catalog/mobile.html

Adobe Fonts Ʊ Large body of fonts from which to choose Ʊ Easy to “activate” for all Cloud users Ʊ Easy to TEACH others how to use (trust me) Ʊ Works across a wide range of Adobe apps Ʊ Cannot send to people not on the CC subscription

Adobe Color Ʊ Can be created in many ways, including Capture Ʊ Can be shared in many ways, even

outside of CC subscription Ʊ A great source of fresh ideas from others Ʊ Works across a wide range of Adobe apps Ʊ Limited to five swatchs Ʊ RGB Ʊ Also consider Adobe Swatch Exchange (ase)

CC Libraries Ʊ Share assets and colors across multiple apps Ʊ Share with others for collabortion

using the same assets and colors Ʊ Works across a wide range of Adobe apps Ʊ Still not perfect, but getting better all the time

Comp, Capture, Draw and moreThe Adobe Mobile App collection

Ʊ Designed for working on the go Ʊ Changes and improves often, so keep looking Ʊ Connects to wide range of Adobe apps Ʊ iDevice and Android (usually) Ʊ Need CC subscription Ʊ Links to your account

Lightroom MobileShoot and process in the field...sync with the office

Ʊ Shoot Camera Raw straight from the app on your devices

Ʊ Import from cameras, including RAW Ʊ Saves files in the Cloud as you work Ʊ Save as multiple formats Ʊ Non-destructive editing Ʊ Easy to learn basics

InCopy and InDesignChange the way you work

Ʊ InCopy is the editorial work station for InDesign Ʊ IC is easy to learn Ʊ Works on Dropbox very well Ʊ Creates a parallel workflow for more efficient

writing, editing, proofing, layout and more Ʊ Can eliminate review cycles from “outdated”

print, proof, markup, fix workflows

Any Questions on Adobe Creative Cloud?

Show me some Proof

Proofing remotelyThere are many places in the workflow where we need to proof

Ʊ Ad creation Ʊ Final ads to customer Ʊ Story development Ʊ Photography Ʊ Page layout

Live Proofing vs. StaticWho do you trust?

Live Proofing (editing)It’s quicker to just make the changes

Ʊ Word or Google Docs for stories Ʊ InCopy for editorial content on the page Ʊ Photoshop or Layout App for images

Static ProofingMarking it up

Ʊ PDF Commenting tools Ʊ Don’t allow markers and scanners Ʊ Adobe Document Cloud for group

review and interaction

Questions?

FB: @russellviersIG: @russellviers

russell@russellviers.comwww.russellviers.com