Working Smarter

In 2009, I am aspiring to create efficiencies in my life and in my work, and the work that I do for clients. One way to do that is to be utilizing tools that I already have at hand. The tool that I vote as the 2008 most under-utilized tool is that of InDesign Data Merge.

This morning I set out to create a tutorial explaining how efficient the feature could be, and then decided to turn to an existing tutorial for the instruction and utilizing my time in helping you to see where such a tool might be applied.

There are many resources out there, but I really like the example used here because of the incorporation of a photos and tables. While the tutorial is done in CS2 the concept and steps are still applicable. Click here to check it out.

While Word users have long been incorporating Data Merge, designers have resisted. But in 2009, I think now is the time to embrace Data Merge and find new ways to fully utilize it for the benefit of your clients and customers.

Projects that typically can be considered monotonous, time consuming and even painful, can be reduced to a few strokes of the keyboard and clicks of the mouse. Most companies will already have an existing database of employees and using CMS systems like Squarespace (what I use for this site) they make data collection on the web easy to structure and export. Yes, you may need to add in a column to include images, but in the long run, having a complete database will be well worth the extra effort.

Lets say you have the database of your employees, names, photos, contacts, etc. What good is that to me? Well, here are a list of things that you might use that database for within your company or organization.

• Create a office or client directory to be printed, or PDF to be used online or on an intranet
• Generate business cards: If your company is going through changes, such as name change, logo change, or you are just doing a design update. Create the template once, and have InDesign do the work of populating them. Sure, you might have to go in an tweak an entry here and there, but the time it saves in creating them and putting them in position for printing will be well worth it. If you are in a particularly large organization, you could set up a system with HR for all new hires to be included in a database file which each week or bi-weekly gets merged for new cards.
• Stationary: If you have a large organization with several departments, this is a quick and easy way to generate the letterhead and envelopes needed.
• Name Badges: If you are looking for a way to create simple name badges, visitor badges, or badges for an event, you can utilize existing Avery or similar templates to create print ready name badges.

For those of you who have to plan events, Data Merge can help you create a much more personalized experience for those attending and make you look ultra-organized in the process. Here are some thoughts on how to use Data Merge for events:

• Have users register online, create all the necessary fields or have an individual entering data if you feel more comfortable with that.
• From that information, merge and print personalized tickets to be sent to event attendees
• If you enter the direction from which your guests may be travelling into the database, you can provide driving directions on a pre-event postcard.
• When attendees check-in to the event, you can have all of the necessary items available for them, such as; informational binder (name customized on front), name badge, additional tickets, personalized bookmark, personalized thank you for attending, etc.
• Placecards could be created and used for seating assignments.
• You could create a contact directory to be taken home with all of the contact information for others at the event, so lost business cards are not a concern.

The options are endless, but in 2009, consumers are more and more savvy, and I believe are looking for more than ever that feeling of personalization and user experience. By taking some initial steps up front, creating your templates, you will free up time on the back end for attending to other details.

Good Luck and Happy Data Merging!