Hundreds of thousands of schools nationwide decide on the yearbook company that is best for them every year. Here we will break down industry insights that will help any yearbook advisor while shopping. The easiest way to choose the best yearbook company is to evaluate the yearbook project based on the following criteria:
- Customer service needs
- Budget
- Time
Believe it or not, even if we put cost aside, the big companies that offer all the bells and whistles are not always the right fit. Doing an honest evaluation of needs and learning to ask the right questions of the yearbook companies being considered will lead any yearbook advisor to the right company for them.
Look At Their Yearbook Technology First
We suggest looking at technological needs first. Technology is an area where it’s straightforward to spot the differences in yearbook companies. Advisors should consider what they have to work with and how they like to work.
For example, if many parents or students work on a book, a robust design software may be the best option. Yearbook advisors may even desire online yearbook software so the entire group can work together. For those who work individually on a project, more straightforward software is beneficial in efficiently completing the project. Only some companies offer the same technology solutions too. Some yearbook companies, like Entourage Yearbooks, offer additional perks like Smartphone Apps, e-yearbooks, and integration with other popular websites like Facebook and Instagram.
We recommend that advisors pay attention to each company’s technology offerings and evaluate how likely they are to take advantage of them. A few key questions for advisors to keep in mind while interviewing yearbook companies about software are:
- What are the requirements for this software to run on my computer?
- How long does the average user take to learn how to use the software?
- How long does it take the average user to create a yearbook page?
Not All Customer Service Is Not The Same
After deciding which yearbook companies match their technology needs, we recommend advisors focus on customer service. The top yearbook companies all offer different service models to their customers. Finding one that will work well with the advisor’s and school’s customer service needs is important.
When evaluating needs, we stress that a yearbook advisor should consider the comfort level with technology, experience creating a yearbook, and personality. Suppose a yearbook advisor lacks experience either with technology or with yearbook experience. In that case, they will want to find a company to help fill that lack of experience with the services provided.
Most yearbook companies offer some level of customer service, but not all yearbook companies offer in-depth training materials. Picaboo Yearbooks is known for its personalized service and are willing to work closely with its customers to create a great yearbook. Plus a knowledgeable staff is available to the customers as they create their books. This model would work well for an advisor who is new to yearbooks, looking to further their yearbook knowledge, or will value having the opinions of lots of yearbook professionals while they work.
Some questions advisors should consider while interviewing yearbook companies about service models include the following:
- Does your company provide technology training?
- Does your company provide yearbook training?
- Will I have the direct number of someone at the company that I can contact?
- If I don’t reach someone immediately, how long should I expect to wait before I hear back?
You should consider a budget only after researching yearbook companies based on technology and service. Many yearbook advisors are looking for the lowest price on yearbooks without considering what type of experience they will get for that price. Working with a yearbook company that doesn’t meet the technology or service needs may end up costing schools more, even if the price is a little lower.
The Secret To Negotiating The Best Yearbook Price
Customers should not shy away from openly discussing the budget. Many yearbook companies have programs to help schools afford yearbook projects, even if the initial price is over budget. The best way to get the best price is to ask your yearbook company to match the best price from other companies.
Regarding yearbook prices, we stress that yearbook advisors should make sure they are comparing the same products from company to company. Many yearbook companies call the same type of book by a different name. Make sure that you are comparing apples to apples, not apples to oranges.
Questions for advisors to keep in mind when discussing price include:
- What is the industry standard name for this book type?
- How much will it cost to add or remove pages later on?
- Are there additional fees for services not included in the contract price?
- Can we do anything to make this package work with my budget?
Finally, we recommend evaluating the time needed to complete the project. Scheduling is a massive issue for many schools. It’s essential to look at the school schedule, see when the last event that needs to be in the book will occur, and identify the date that the books will be delivered.
Evaluate Yearbook Production Time
Not all yearbook companies provide the same turnaround time. Working with a yearbook company that can turn the yearbooks around in a shorter amount of time can make the process less stressful. Take Remember Me, for example; they have the fastest yearbook turnaround time of only 10 days.
Questions advisors should keep in mind when evaluating the timing of the project:
- What is the standard turnaround time?
- Are there options for a faster turnaround time?
- Up until what date can I add content/make changes to the yearbook?
Not all yearbook companies are the same. Putting in a little time to determine the school’s needs and evaluating the services offered by each yearbook company will lead any yearbook advisor to a more satisfying yearbook experience.