Graphic Design Services

Design workflow

Step 1: Make a request

To request graphic design services, contact Andrew Hellpap, the marketing strategist for SMPH, at 608-316-9786 or ahellpap@uwhealth.org. All requests will be reviewed by marketing and communication staff. Requests will be evaluated based on strategic priorities and appropriate use of available resources.

Design services that have costs or require printing need the following information:

  • Client name
  • Client email address
  • Client phone
  • Client billing address
  • Delivery address
  • DoIt funding number or direct invoice
  • Item quantity

Step 2: Discuss your project

If needed, meet with UW Health marketing and communications account strategist to discuss parameters of the project. Deadline, writing, budget, photography and illustration are among items discussed. Designer is available to attend initial project meeting.

Step 3: Provide content

UW Health marketing and communications requires that all copy be approved by all parties and submitted electronically before design work starts, unless content is being written to fit design.

Step 4: Initial concept design

Designer provides first design layout through marketing and communications project management system proofing tool, Workfront. Workfront will be used to provide feedback and suggested revisions throughout the project. Designer is available to present design in person or meet with you and the account strategist to review initial design, if requested.

Review and return feedback to account strategist within specified time period to meet requested deadline. Account strategist will clarify all comments and requests before submitting revisions to the designer.

For large, high end image pieces, the graphic designer will provide initial concept(s) using approved copy or dummy copy if copy will be written to fit design layout. For a multiple page booklet, only a cover and interior spread will be shown to get concept approval.

Step 5: Write copy

If you have chosen to write copy to fit design, you and/or your account strategist will write copy and give it to designer to complete the design. If photography is needed, work with account strategist to schedule and shoot photos.

Step 6: Revisions and proofs

Designer completes requested revisions and posts subsequent proofs through Workfront. Proof all stages of design carefully to ensure accuracy of text, including spelling, phone numbers, addresses, email and web addresses, etc.

Generally, the number of revisions should decrease through each state of the design. Layout revisions are discouraged after the second design layout unless absolutely necessary as it will hold up production of project. For every day that project is held up with revisions, the deadline is pushed back by the same number of days.

Step 7: Approval and printing

Once final proof is approved, designer preps file and sends to printer. Designer will need funding information and billing contact name, email and phone as well as delivery address with contact name.

Designer will choose a printer to work with based on project specifications and funding provide account strategist with printing estimate(s), if requested. Note: Projects funded by UW-Madison must go to University Printing (DoIT).

Designer coordinates production schedule with printer and communicates delivery date to account strategist.

Printer’s proof is delivered to designer. Account strategist reviews proof and has final sign-off. Revisions at this stage are costly, as printers charge revision fees.

Step 8: Delivery

Job delivers to your requested location and/or drops in the mail. If project mails, plan on an additional two weeks for delivery to home.

How long will it take?

This chart has the number of working days to allow for various graphic design services. Timelines can vary depending on size and scope of the project.

* Allow additional 2 weeks for USPS to deliver nonprofit mail