Taking over yearbook is a bit like being thrown into in the deep end of the pool with no life vest. You sink or you swim. But for better or worse, you’re the new adviser. So, grab your swimsuit, and take a deep breath. We’re jumping in, too.
Producing a yearbook is incredibly rewarding and challenging. For first-year advisers, it can be a daunting task with weird vocabulary, demanding deadlines and empty pages to fill. As you learn the difference between points and picas, figure out how to change apertures and navigate the software, it’s easy to get overwhelmed. We’re here to toss out that proverbial life preserver.
To keep from sinking this inaugural year, we have three goals for you:
1. Stay on time.
2. Stay in the black.
3. Stay off the news.
THAT’S IT. As a first-year adviser, your job is these three tasks. Try to make a bunch of changes and the staff will resent you. Work too much on improving the writing, photography or design and you’ll quickly get overwhelmed. Focus on these three goals, and you’ll survive the year.
1. Stay on time. This is essential and your top priority. Look at last year’s deadline schedule and talk with the staff about what worked and what didn’t. Collaborate with your rep on deadline dates and page submissions. Have a game plan for managing deadlines, possibly adding worknights or mini-deadlines. Learn from each deadline, making minor adjustments in assignments, editor responsibilities and due dates as needed. If necessary, employ journalism and photography students to work on stories, images and designs. Celebrate met deadlines with praise, awards and food, all rewards that can be highly motivational.
2. Stay in the black. The financial aspect of yearbook can be one of the most stressful parts of the new job. Have a serious discussion with your rep early in the year to understand the current financial status. If you’re inheriting a debt situation, create a master plan to get back in the black. Know how many yearbooks have been sold in past years and what’s a reasonable amount to order this year. Make a concerted effort to sell books to maintain last year’s sales or hopefully, improve them. If money is tight, forego fancy covers or other extras. Consider adding money makers like name stamping, plastic covers and autograph pages to your order forms and sales websites. Offer staffers incentives for selling business and tribute ads; consider selling ads to booster clubs to celebrate their groups’ seniors.
3. Stay off the news. While this is unlikely, it does happen. Distribution day can be the best and worst day of your yearbook life. It’s horrifying to discover a hidden message or inappropriate image after your book has come out. Be vigilant in your editing, verifying quotes and researching ones that sound suspicious to you. This is essential if you run senior quotes. Check images closely to make sure no one is flashing signs or has open zippers. As a rule, we recommend not using any photos with hand symbols; too many simple gestures have been co-opted into inappropriate symbols. Be wary of running photos, captions or topics that could be considered controversial. If you’re unsure at any point, talk with your yearbook rep and bring in an administrator to make the final call.
During the year, watch the processes the staffers are familiar with and restrain yourself from changing them too much. Change is often difficult and staffers are already adjusting to a different person in charge. Strive to limit changes the first year. Instead, take notes to implement changes later. (Helpful tip: Keep a “Notes for Next Year” folder in a file cabinet or on a Google doc. As the year unfolds, make notes as needed and refer to the sheet the next school year.)
After you’ve survived the first year, start thinking about improvements you want to make. Pick one or two things to focus on, making those aspects of the book better. Every year, you’ll learn something new and pick other areas to improve. With each book, you’ll see how far you’ve come. Think of it as going from struggling to stay afloat to confidently swimming a mile.
Hopefully, you attended the Spark Adviser Workshop this summer in Texas. If you couldn’t make it, consider coming to our two-day training for new advisers at the end of this month. It’ll be a life saver.
