It's what happens when you've had food for thought and partially digested ideas. You've been warned. From here on down, I'm giving myself license to blab.
It all started at work. I'm charged to solve an existing problem that we've had at work. It involves pdf's. Lots of it. Every piece of printed direct marketing material has a pdf copy. Planners, writers, and designers needs to look at past jobs for referencing and a quick way to gauge their next project. Every year we produce roughly 800 marketing pieces. This include marketing emails as well. When I first came on board I quickly patched together a static html page with a sorting script. It sorts jobs by project number, project type, project title, and date it was submitted to this list. Easy. I even got a company award for this. You want to barf right?
Fast forward 2 years. That tiny html has grown to an unsightly list with hundreds of entries. Other things further complicated this band-aid solution. The sort function is fragile and would break if one entry's html for one project was slightly out of place. Designers were suppose to update this html list as they complete projects. Makes sense. But between press checks, meetings, and actually doing work, updating this list quickly slips down in priority.
Nothing to lose sleep over, so far. Yet here I am, just starting to push at 1:21 AM.
I know company culture also plays a role in this problem. It's tough to describe it without broad stroke comments. Borrowing an expression from online gaming - they want to have everything on farm status. Everything needs to be done in a way that doesn't require on-the-spot agile thinking/problem solving. To a degree, I think that's ok, but our company has been around for 60 years. They've been on farm status on everything for at least couple of decades. It's a feel-good fuzzy wuzzy warmness and it's contagious.
The problem stated above is probably, ok, definitely self-damning. I mean, why am I posing as a programmer or a web guy and providing half baked solutions? Why did I design something that puts pressure on only the designer?? Why was the html so fragile to begin with? why can't we designers all copy/paste blocks of code the exact same way. html is so easy, why does it complicates designers' work? Nuts.
I've got a few ideas mentally thumbtacked.
My first idea: save pdfs in folders organized by project type (brochure, postcard, etc), and let file browsers take care of the sorting. This is probably the most likely solution knowing how people are at work.
Pros: It requires no html, updating, budget, or additional software.
Cons: Need to train (really, I do) people on making shortcuts. Folks from other department may complain that it doesn't show up on intranet (which I can prob just make a link from our intranet page to the folder right?).
Second idea - CMS. Content managed systems like drupal, joomla. Ah hell, even blog would be a godsend now. This will solve a lot more than the pdf problem, I can't decide if that's a good thing or not.
Pros: Ok, there's a lot. Planners can start an entry for every project, writers can handle the bulk of the commenting, and designers posts pdfs there. Even distribution of work. RSS to keep tabs on projects. Tags and labels galore, searches would make more sense. History of changes and comments (usually in illegible handwriting from attorneys). More sense of contribution and collaboration. Lots of long-term benefits like making people more web/tech savvy. Some coworkers are already on-board with the idea. Boilerplate/templates and other often-used copy can be accessed easily.
Cons: Logistical nightmare with IT. Endless meetings to learn about CMS, decide on which is best, and play responsibility hot potato. Hell of a lot more work initially.
Well, that's it for now. It's late and my mental thumbtacks have disappeared in my mental cubicle.