Responsibility of KreW Leads in DesignShop® Events:
Physical Production Lead

Angie Dillon

from an e-mail received 01/18/1997

(published 01/31/1997)

Editor's Note: for more information on KreW leads, see this article.


General Information
This lead is responsible for physically maintaining originals and masters of all the pieces (mostly paper) generated during the event. These should be kept in chronological order by module to facilitate assembly of the Journal. The lead should keep tight control over how many hands can get into the archive treasure chest, otherwise known as the Banker's Boxes, to avoid originals becoming lost or misplaced. The lead should stay abreast of the changing schedule and execution of activities in the event and ring someone's chimes if necessary to properly maintain your archives. (For example, if the participants self-select teams vs. a written team assignment, the lead will need a copy of the sign-up sheets.)

Banker's Box
Prepare for the event by setting up the Banker's Box by Module. Each module is further subdivided with a folder each for text and graphics. Some modules require additional folders to assure a logical segregation of types of information. Include a folder for the Introduction to Your Journal, as well as for the the Appendix portion of the Journal. Provide an in-box for others to place things for your attention. The Physical Production Lead should be the only one to retrieve and place items in the box.

Copying Assignments
Have an appropriate number of copies of the team assignments and instructions made and ready for distribution to participants. This can be a real time cruncher sometimes. A copy of the assignments and instructions should be placed in the Breakout Books. All extra copies of the assignments should be placed in a stack or in some other filing system that is generally accessible, as you will receive various requests from the KreW to see them from time to time.

Breakout Books
Make a Master Breakout Book, one Breakout Book for each team of participants, and one for each Facilitator. The Master Breakout Book should never leave the Physical Production Area. Keep them as up-to-date as possible. If you need something, don't hesitate to contact the Documentation Lead and/or the Graphic Lead to find out how quickly they can get it for you (such as wall copies or the text from a report or discussion).

Details on Copying on 3-holed paper
When copying a 1-sided original and desiring a 2-sided copy on the 3-holed paper, the original 1-sided copy must be an "even" number of pages. If odd, add a blank sheet at the end of the stack of originals. [Not all copiers work the same: all KreW members should be skilled in operating the copy machine before each event.]

Copying Hypertiles for Breakout Books/Graphics
Photocopy and photoreduce Hypertiles for the Breakout Books. The originals are 11x17 and the reductions should be 8x11. Remember that these same photoreductions go to the Graphics Lead for scanning. Ensure these copies are clearly marked with the infolog number, team name, and module number, and that they are the best quality the copy machine will produce. In order to obtain the required quality needed for scanning, a little touch-up with a black marker may be required. Once all copies are in order, number each copy in pencil, 1 through however many are in the stack for each module. This allows for a quick recovery should the stack be dropped or if the scanner decides to misfeed. Since these copies are your best, provide Graphics Lead with a "Banker's Box" for storage.

Care of Hypertiles and Originals
As time permits, strip and neatly re-paper Hypertiles. Originals should be placed in correct order by team, neatly folded with their wall map, and kept in the appropriate chronological order in that module's graphics folder in the Banker's Box. When stacking the Hypertiles, place them sticky side-to-stick side and magnet side-to-magnet side. The magnet side of the Hypertiles can become dirty over time and if placed directly onto the sticky side of the Hypertile, that dirt will... stick! Not good!

Prep for Take-A-Panel
In the case of a Take-A-Panel exercise, help Environment people prepare clipboards and wall copy pens for panel copiers. Be the main contact for ensuring all T-A-Ps are collected and accounted for before walls are erased.

Production Room must be NEAT!
You should make yourself accessible as much as possible in the Production area to assist with real-time Production needs and requests. The Production area can become a really chaotic place at times and can easily become an eyesore, so keeping it as neat and orderly as possible will facilitate finding things when they're needed. Restock supplies as they come in. Boxes should be broken down and taken to the recycle dumpster.

Schedule and Other KreW Information
A preliminary schedule of the proposed design for the 3 days as decided in the walkthru will be generated and made available to all KreW members. The participants should not easily be able to see copies of the schedule. Updates are maintained in the Production Room available for all KreW members to see. The schedule should include the following information

  • Module Number
  • Official Module name (this information comes from the Electronic Production Lead)
  • The scheduled times for the module to begin and end
  • The actual times the module started and stopped
  • The KreW requirements for each module (i.e., documentation (keyword/summary), music, video (desired number), graphics (wall scribe/wall mapper), environment, production, etc.)
  • Other notes as required
  • Sometimes the status of the production of the Journal is also maintained on the posted schedule

A copy of the floor plan for the DesignShop event should also be posted in the Production Room.

Pulling the Journal Together
Coordinate with Electronic Production Lead after the event or as needed during the event for assistance in final assembly of the Journal.

I sincerely enjoyed performing the duties in Physical Production last week and hope that the lessons I learned will help the next KreW member on their Physical Production

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