5 Sign Schedule Pitfalls to Avoid

Sign projects rarely fail because of poor type kerning, but I know from hard experience that they routinely self-destruct as a result of poor documentation and ineffective communication. At the heart of an effective signage documentation package is the Sign Message Schedule. Here are 5 pitfalls to avoid when compiling your sign schedule.

1. Too much or too little data. You want to be like Goldilocks here and get it "just right". Some sign schedules don’t contain enough information to be useful, while others contain far too much. The sign schedule is part of a package of information that also includes sign location plans, sign type specifications, and drawings. Use the various components of the package to your benefit.

Unique sign type identifiers can act as a reference between sign specifications and the sign schedule, and unique sign numbers link between the sign schedule and the sign location plan. In this way all the pieces of documentation work together, and you can avoid cramming sign type specifications onto the sign schedule, or displaying the entire sign message on your location plan. Too much data on any given piece of the documentation generally results in confusion, not clarity.

Conversely, too little information in your sign schedule does a disservice to the fabricator, installer, and most importantly, the client. At a minimum, an effective sign schedule should contain:

• Sign Number: differentiates individual signs and can be used to identify specific installation locations.
• Sign Type designation: references the constructions specifications for each individual sign.
• Quantity: defines the quantity for identical signs.
• Sign Message section: contains the actual text, and other graphic content that is to appear on each individual sign.
• Notes section: provides special instructions or information that pertains to an individual sign.

Sign message schedules for complex and large projects can also incorporate additional types of information such as level designations, building names, or project phase indicators. This additional data can be helpful in managing large sign message schedules.

2. Inaccurate data. This is pretty obvious, but if you want accurately fabricated signs, you need an accurate sign schedule. Reminds me of a conversation that I had with a sign buyer and a sign product manufacturer about the importance of accurate sign schedules. The sign buyer said, "What’s the big deal? You know what we want. So what if not every ‘i’ is dotted and not every ‘t’ is crossed?". The sign product manufacturer responded, "That’s fine, as long as you don’t mind if the signs we fabricate are missing some dotted i’s and crossed t’s."

The point is that ultimately the quality of your sign schedule has a direct effect on the quality of the fabricated product. Leaving it up to the fabricator to figure things out will lead to errors, changes, and lost time and money. Save everyone headaches and provide an accurate sign schedule.

3. Inconsistency. This is related to the accuracy issue I just discussed. All sign projects have stakeholders that must be informed and engaged. This requires that the sign schedule be available in a form that is easily read and reviewed. This review can be aided by displaying your messages in a consistent way and adopting standard conventions.

For example, present the sign messages so that they are capitalized, punctuated, and formatted, as closely as is practical, to their appearance on the actual sign. In the case of multi-column signs this is not always possible, but let that be the exception to a well-followed rule. Also, be consistent in the presentation of non-text sign messages. For example, if you need to indicate the presence of a graphic symbol, and you choose to do this by putting a descriptive phrase such as "Male Toilet Symbol" with brackets or parenthesis, [Male Toilet Symbol], then follow that format consistently throughout your sign schedule.

4. Inflexible format. Death, taxes, and changing sign schedules — all certainties. Trying to create sign schedules in a word processing program is a recipe for disaster. At the very least, create your sign schedule in a spreadsheet program where you can easily sort and rearrange your data. Better yet, use a database or a purpose-built program like Identia Online to manage your sign schedule, and make changes faster and easier.

5. No linkage to sign location plan. The big disadvantage to creating your sign schedule in a spreadsheet or database, and then doing a sign location plan in a drawing program, is that the two pieces of documentation are not linked together. A change, or addition, in one often needs to be reflected in the other. On large projects this can lead to a lot of time wasted spent checking and rechecking sign schedules and location markers. How often have you asked yourself "Am I sure that every sign on my sign schedule is reflected on my location plans, and am I certain that every marker on my plans corresponds to an entry on my sign schedule?" Using a single software tool — such as Identia Online — to create both your sign schedule and sign location plan saves time and headaches.