In this day and age of computerised page layout and DTP production, it seems so easy to just type all of a jobs body text into PageMaker, Quark or Ventura etc. and change the layout as you go, maybe even the design.

Yet a little discipline, or coordination with work mates can make life, and the production process, so much simpler. These Text & Layout tutorials offer clues about how to achieve this. One of the worst habits we create if poorly trained is the entering of body text on the finished page, or typing text into a word processor (best move) and laying out tabs and text weight etc as we go (worst move)!.

So, force yourself or associates that do the setting to use a word processor and simply type and type until the end. ONLY USE the "Enter" key at the end of paragraphs and headings. Leave the layout alone. PRINT, CHECK, EDIT: THEN the raw text can be simply imported into the page layout, adjusting the spacing to fit etc. Don't do it twice - and you will if this method is not adopted.

How the Pros do it!
Copy preparation is a skilled job which, if done properly, assists the smooth flow of work through later stages of the production cycle. All personnel, especially those involved in the composition areas, have seen the results of ineffective copy preparation.

Basically however, poorly prepared copy results in extra costs to the job at either the expense of the client (bad, non competitive), or the expense of the production process (bad, maybe the loss of your employment!). Plus it creates problems for those further down the production line.

The following criteria will greatly assist in eliminating unnecessary corrections resulting from bad copy: Not all items listed are applicable if you work for yourself, but even then the job will be quicker overall and more accurate. Many before you have proved it, so try it.

1. Allow a good column width on the left of about 15 cm for written instructions.
2. Typewritten, double or triple line spaced.
3. Never type on both sides of the paper.
4. Use white, A4 size, matt-finish, good quality paper (Bond).
5. Number each page in the top right-hand corner.
6. Ensure there are a minimum number of corrections per page. Heard of a Spell Check?
7. Type according to layout, i.e. allow a line for each type face change or size of type face.
8. Maintain the same number of typewritten lines per page.
9. Use typewriter pica face (10 characters-per-inch); type 55_60 characters per line.
10. Never provide page attachments, e.g. Page 2a, Page 4a.
11. Allow a left-hand margin of 4 cm for mark-up instructions.
12. Use black carbon electronic typewriter ribbon rather than cloth.
13. Matter not to be typeset should be circled.
14. Use accepted copy preparation/proof readers' marks.
15. Clearly indicate the last page of the copy.
16. Ensure that all instructions and copy are together and that they correctly relate to one another.
17. Write your instructions to the left of the typing. Write all instructions on the copy; not half on copy and the rest on layout.
18. All instructions should be neat, clear, concise and correct.
19. Sectionalise your copy — if you require Lettering modifications and Phototypesetting, divide copy for each system, thus giving each department the facility to work simultaneously on your job.

In marking up specifications and instructions on the copy, remember that the copy may pass through many hands and unless the copy instructions are plainly and precisely written, there is a possibility that certain instructions, particularly verbal instructions, can be overlooked.

Uniformity of Style
When marking up copy ensure that the typographic styles for headings, subheadings, captions and text point sizes, spacing and indentions are maintained. Punctuation style within the text should also be maintained. Abbreviations and capitalisation throughout the text must be uniform to maintain the style of the job, especially if the copy is likely to be received from different sources.

Typesetting Instructions
Typesetting is expensive, time consuming. Fewer errors and resetting mean efficient cheaper jobs. The easiest way to reduce typesetting errors is to provide clear and complete instructions.

Shown below is a list of all the information a typesetter/pagelayout person could need. It is a long list and you will not need to use all of it for every job, but each item should be considered:

Size in points
Leading in points
Line Length in picas
Column Structure justified, fl l/rag r
Type Family Palatino, Helvetica
Weight light, med, bold
Posture roman, italic
Capitalisation CAPS, U/lc, lc
Indentation in ems
Let/Wrd Spacing from loose to touching