How to build a Publications team for your ministry

Building a publications team requires understanding the essential roles and responsibilities of each team member. With the efficient contribution of each team member, team work, and a heart to work diligently for the Lord, a piece of work by a godly man or woman can be brought to the reader in its best form and bless them. Having then gifts differing according to the grace that is given to us, let us use them(Romans 12:6).

EDITORIAL TEAM
Head of Department / Editor-in-chief / Content Editor: The team lead in a Publications team is usually the Editor-in-Chief. This person must be a visionary who can initiate new projects and spearhead the team to complete projects. Core skills include leadership skills, project management skills, communication skills, organization skills, problem-solving skills, proofreading and editing skills, technical skills in MS Word, Excel, Adobe, etc. Heading a team in a Christian organization, the person must also have a servant-heart to help the team members grow into their full potential and ensure peace and unison in the team. They should also be creative in initiating projects for Christian readers of different age groups, social circles, different parts of the country, etc.

Key responsibilities include:

• Project initiation and planning
• Assigning tasks
• Proofreading / Editing content
• Communicating with vendors
• Budgeting for projects
• Generate reports, case study, feedback

Translations Coordinator(s): Translations department is a ministry all by itself as there are multiple languages across the globe. With so many groups of readers available across the globe, translation ministry plays a key role in spreading the Gospel through good Christian literature. The Translations Coordinator (TC) will be closely working with translators and reviewers of a language who may or may not be working full time. Core skills include communication skills, project management skills, time management skills, problem-solving skills, proofreading and editing skills, technical skills in MS Word, Excel, Adobe, etc. With a good TC, there can be many language projects initiated to make the maximum use of resources available in English to reach different states in India and nations across the globe.

Key responsibilities include:

• Assigning new translation projects to translators
• Maintaining project trackers for project timelines
• Formatting / Proofreading content and checking for errors
• Coordinating with translators and reviewers to produce error-free translation content
• Coordinating with a Graphic Designer for cover designs for books

Associate Editor(s): In a big team that handles multiple projects, there can also be Associate Editor(s) who help with assisting the Senior Content Editor and Translations Coordinator in their projects. Core skills include team work, listening, proofreading and editing, technical skills in MS Word, Excel, Adobe, etc.

Key responsibilities include:

• Proofreading the material assigned
• Report to team lead with updates and timely submissions
• Multitasking as projects may be assigned by various people

RESOURCE PERSONS

Resource persons are freelancers who are not part of the Publications team. With good communication and team building skills, build a good team of translators, reviewers, typesetters who can journey with the organization for many years and help deliver new projects.

Language Translators: For Christian translations projects, the most crucial task is to find the correct translators. Though many might claim to be well versed in a language, translation is a unique skill wherein an expert will be able to translate content from English to the target language without losing the meaning and without losing the essence of the author’s voice as well as conveying the message in a way that it can be understood by the target audience of a specific region. Hence, choosing the right translator for a language is a crucial task.

Key responsibilities include:

• Translate accurately for meaning; not word-for-word
• Transliterate wherever necessary (such as names of people, Hebrew words, etc.)
• Translate English idioms and phrases contextually
• Follow guidelines – use only recommended Bible versions; maintain paragraph structures, etc.

Language Editors / Reviewers: There is a reviewer who will be required to review the translated content by the translator to ensure an accurate translation is obtained. The reviewer crosschecks the translation with the original text and marks corrections. This is then handed to the translator who will incorporate corrections marked by the reviewer as per their discretion.

Additional Resource persons (quick quality checking): It is good to have a team of resource persons who are experts in a language but are not the main translator or reviewer of a language. These resource persons can quickly clarify a query, translate a word or a phrase or quality check a small translated content in a short time’s notice. They are highly useful as the main resource persons may not be available or willing to take up quick tasks in a short time’s notice.

SUPPORT TEAM
Graphics Designer: A Graphic Designer (GD) creates the front cover design, back cover, and title page of the book. This person may be part of a larger Media team who can assist the Publications team. There are also cases where a typesetter can double up as a GD and provide the cover design.

Typesetter: Typesetters are an integral part of book publishing. A book takes on its full form when it reaches the typesetting stage. Typesetters usually work on Adobe InDesign. Ensure your typesetter is using a licenced product so there are no future problems in updating content and releasing a revised version of a book. Typesetters may or may not be part of the Publications team. This is purely determined by the organization and its needs. Typesetters must release the source package after project completion to the Publishing house if they are third-party vendors.

Digital Marketing Lead: For good promotion of a product, strategizing is key. A good Digital Marketing Lead can ably work with the Publications team to help promote the release of a new book so that it reaches all categories of audience. In addition, books can also be digitally distributed on online platforms for digital purchase and downloads.

THIRD-PARTY VENDORS
Printer(s): Printers with printing press are required for offset printing of books. It is good to be in contact with multiple printers for crosschecking pricing and choosing the best prices for projects. It is also essential to note the quality of print on the book. To ensure this, before bulk printing, a printer must be requested to submit sample copies for editors and the author to give a final approval.

WAREHOUSE TEAM
The warehouse team is responsible for maintaining the physical building that stores the inventory. It is important to build a reliable team who can handle the huge responsibility of maintaining the stock in good condition.

Inventory Supervisor: The person in charge of the building and the inventory is the Inventory Supervisor. Any technical difficulties or logistical challenges are resolved by the Supervisor with the assistance of warehouse team members and under the able guidance of the Head of the Department. The Inventory Supervisor must have a contact list of technicians to reach out to for any electrical help, plumbing help, etc. so that during emergencies such as water leakage or short circuit, immediate action can be taken to prevent any accident leading to damage of stock.

Distributions Coordinator: This role can be doubled up by an Inventory Supervisor or can be a role in itself based on the needs of the organization. A Distributions Coordinator judiciously finds distribution opportunities both for print and digital throughout the year. A good Distributions Coordinator will have good acumen in research and data analysis.

Key responsibilities include:

• Research and data analysis of different people groups for distribution
• Excel sheet maintenance of stock in the warehouse
• Recurring purchases of stationery items such as cardboard boxes for packing, book shelves for storage
• Coordinate with postal services, courier services for dispatch of stock
• Coordinate with Editorial team for reprints when stock is low and as per product demand

Inventory and Logistics Assistant(s): An integral part of the warehouse team are warehouse labourers who are required to be physically strong to handle heavy stock movement. When stock reaches the warehouse from the printing press, there is hard labour involved such as downloading stock from trucks, arrangement of books on shelves, etc. This is a demanding role in a person’s physical capacity. The warehouse assistants also help with packaging of stock for dispatch from the warehouse to book shops or for event and individual book requests.

As important as it is to look for skills, also pay attention to a heart to serve while building a team. The right people will go the extra mile without external motivation because their heart is to serve the Lord and His Kingdom.

Look for these qualities

• Receptive to feedback
• Eagerness to learn and grow
• Adaptable to work in a team
• Responsible and accountable

When there is a gap between the performance and the deliverables, conduct training sessions and feedback sessions to clearly set goals and expectations.

Good communication will help the team understand what is expected from each person to complete a project. When there is emphasis on sharing feedback and raising queries, team members feel confident to communicate any challenges they may face quickly and find practical solutions. When there is inhibition to communicate, small errors can escalate into huge problems that can affect deadlines or quality of product. Ensure the team’s focus is always aligned and in the right direction. Regular catchup sessions, daily or weekly prayers can help the team bond well and work together to grow the ministry. Maintain a culture of respect and support within the team members so any challenges can be faced together and successes can be celebrated together.