Between photo shoots, interviews, layout deadlines, and snack breaks (yes, those count), having a few solid routines in place can help keep the chaos under control. Here are some tried-and-true systems to help your yearbook squad stay on track and in sync.

SIGN OUT SYSTEM

When students head out to snap photos or interview classmates, it’s easy to lose track of who’s where. Set up a clipboard near the door with a simple sign-in/sign-out sheet. Students jot down their name, destination, and time when they leave, and again when they return. It’s quick, easy, and keeps everyone accountable.

This system can also include equipment sign out...that way if someone is looking for the camera or recording gear, it's easily located.

STAFF MAILBOXES

Create a set of staff mailboxes using folders, bins, or even decorated envelopes. Each team member gets their own spot for notes, feedback, handouts, or surprise treats (hint hint). It’s a great way to keep communication flowing without interrupting the creative buzz.

THE INBOX

Designate a clear inbox for all student assignments...caption drafts, photo submissions, interview notes, you name it. This helps prevent the dreaded “I gave it to you last week!” confusion and keeps everything in one place for easy review.

REPORTER NOTEPADS

Make sure your team has access to reporter-style notepads for interviews and event coverage. You can request some Friesens-branded notepads from your Print Consultant or Project Specialist, and they’re perfect for jotting down quotes, names, and fun moments on the fly. Keep a stash in a central spot so no one has to scramble when it’s go-time.

ONGOING JOB CHART

Keep a job chart posted in the classroom that lists all the tasks that need doing...photo editing, page design, proofreading, social media updates, and more. Update it regularly and let students sign up for jobs that match their strengths (or challenge them to try something new). It’s a great way to make sure nothing slips through the cracks.