Ombudsman: Streamlined document creation with templates

Creatives Marketing

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Since 2021, we have been preparing the graphics for annual reports, research, monitoring documents, and thematic brochures for the office of the ombudsman. Each document is somewhat different, but they all have one thing in common – they must be readable, clear, and understandable for anyone who opens them.

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Initial State

Originally, another company was processing documents for the client.
Accessibility was at a good level, yet there were opportunities for further improvement.
Documents were visually simpler and placed greater emphasis on content.

Our Solution

We created templates in Adobe InDesign with predefined styles, which accelerated the typesetting process and ensured document consistency.
We modernized the appearance – unified the layout and added visual elements.
We increased accessibility – each document is readable by screen readers, with described elements.
We defined how the client should prepare the materials, thus streamlining the process.

Smart templates save time

To make everything run smoothly, we have prepared a set of smart templates in InDesign. They monitor style, colors, and typography – and most importantly, simplify the work for our graphic designers.

Each element has its style – from headings to footnotes.
Content is generated automatically – it works even for 100-page documents.
Data from Word easily connects to the style in the template – there's no need to rewrite anything.

Accessibility is not a cherry on top, but a foundation

For public institutions, accessibility is not addressed at the end – it must be part of the design from the beginning. From the initial designs, we address how to make the text readable, ensure colors have sufficient contrast, and keep the content clear even for screen readers.

We design every document so that no one gets lost in it – neither the reader nor the technology.
We complement visual elements with labels, check their logic, and consider whether they make sense on their own. We have experience with WCAG, but more important than the rules is common sense. We believe that accessibility is part of the entire process, not just its final step.

WCAG stands for Web Content Accessibility Guidelines. It is an international recommendation on how to design content that is accessible to people with visual or other impairments. It is not just about technical rules, but primarily about the effort to make content accessible to the widest possible audience.

A Brochure Celebrating a Quarter Century

For the 25th anniversary of the Office of the Public Defender, we have prepared an annual brochure that highlights the most important moments of the past quarter century. The cover, featuring a cutout in the shape of the number 25, captures attention at first glance, while inside, a timeline, archival photographs, and small micro-stories remind us of even the less visible events. The result is a publication that will not get lost among official documents – yet still maintains its quality.

All documents today are created in an established system

Each document today has a clearly defined creation process – from the receipt of texts to the final review. Typesetting follows the prepared structure, and proofreading proceeds according to the agreed schedule.

Each chapter has its own color

Each chapter has its own color that distinguishes it from the others. This helps the reader to better orient themselves and know where a new section begins. As a result, the document is more readable, more logical – and overall appears professional.

Collaboration with the Ombudsman is a pleasure for us – the client is always willing to listen to suggestions, and together we find ways to improve every outcome.

Do you need new graphics for reports, brochures, or perhaps analytical outputs? Get in touch – we are happy to help.

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