Three Great Yearbook Ideas for Knowledge Management

knowledge-management

They yearbook “off-season” is a great time to start looking into organizational tools that will help you manage your photos and content even better when the fall season rolls around. With tons of awesome apps available to you for free, there are definitely some great digital tools that will support your ability to simplify and manage yearbook data with ease. Below, I’ll walk you through two yearbook ideas that will support your process, and how you can set a policy for your committee that ensures no piece of yearbook content gets missed.

The Knowledge to Manage

As you develop the articles that will fill the pages of your publication, there’s a lot of information to manage. This ranges from the images that go with particular articles, to who actually appears within each image, to which parents volunteer with different teams and groups on your campus. All of these details are important to your final book, as they add context to the stories and pictures you include. As the data you need to keep track of begins to grow, it becomes immensely difficult to remember everything without a system. And that’s where you can use the yearbook ideas below as an information hub.

Communicate with Evernote

While your team is working to create content, it can be helpful to keep track of details in the moment. The free Evernote app makes it easy to save your notes and share them with the rest of your committee. Once you’ve documented the names and background for your content in a new note, just hit the “share” button, and email your note to your team.

Evernote is an effective way to track all of your data, including the results of your brainstorming sessions. After a committee meeting that generated a heap of new yearbook ideas, just add them to a new note and share with your team. Then, everyone will get a copy to guide their work. You’ll also have one central location to store and review your notes for future use. This is an easy-to-use tip if you’re looking for a free, shareable way to keep track of your leftover yearbook ideas from this school year. Just create one note, save all of your remaining concepts, and flip back to it as needed once your committee is back in action in the fall!

Track Details with Google Docs

To keep a running tab on the details associated with each of your pictures, or which images are intended to be used with specific articles, Google Docs will come in super handy. First, note the name and saved location of the image. Then, add a column where you can save notes that offer context for the photo. This includes who appears within the shot, what’s going on in the image, etc. Then add a column to designate whether the picture is meant to pair with a particular article. Finally, include a column where you can note the page of the yearbook each shot has been added to. This ensures you don’t unintentionally use one photo multiple times throughout your publication.

Once you’ve started to add data to your spreadsheet, share it with your team so that they can add details and review information for their stories as needed. You’ll love how everything is accessible from one central location, and they’ll appreciate how easy you make it for them to get their work completed!

Great Yearbook Ideas Need Guidelines

To make these tools work in your favor, you need to ensure that your entire committee is using them regularly. Set a policy on how quickly your team needs to add their information to your system. For example, if you send your students out to photograph a football game, what is their deadline for adding details to your information hub? I highly recommend making your turnaround time less than a week, as you’ll get the most data when the information is still fresh in their mind.

Additionally, you should let your team know when they should access the information. Typically, they should check the details you’ve compiled as they’re writing new articles, editing a piece, or working to add their content to your yearbook. This forces them to double check their own notes, and ensures no details slip through the cracks. While it might sound a little tedious, this type of policy will help your committee stay on track, and keep everyone using the same system to save information that’s pertinent to the final look and feel of your book!

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