Grand Rapids, MI – Marketing materials, forms, business cards, letterhead, envelopes, company manuals – these are just a few of the print communications that businesses and organizations spend billions of dollars on each year. However, printing industry estimates show that up to 35 percent of company literature is thrown away due to obsolescence. What is the cost to your organization?
As a result of the expense involved with unused print materials and the onset of digital technology, more businesses are partnering with print providers to save money by managing their print communications.
Defining Print Management
Print management is an efficient inventory and printing system. This capability allows marketers and office managers to have printed only what they need, when they need it. New technologies are enabling printers to produce small quantities at a fraction of the cost. Today, more than half of all printing is done in run lengths of less than 5,000. Our fast-paced marketplace means more organizations are changing to remain competitive – through mergers, acquisitions and name changes or new product lines. Advance planning can ensure that your company produces the right quantity of printed materials exactly when you need them.
Curing ‘Last Form’ Syndrome
Print management reduces waste due to obsolescence, limits inventories and in turn, saves the organization money. When print management is used it can reduce the “last form” syndrome. This is a situation many office managers have experienced – a staff member reaches for a form and there are only two left. This is when rush orders have to be placed because no one seemed to have noticed opening the last box.
“Last form” syndrome has an evil twin, “way more than we need,” or when all the staff members are stepping over boxes because someone has double ordered the material. Print management leaves the ordering up to a designated individual or the printer. The goal is to maintain an appropriate amount of printed materials, and replenish items before they run out. The process is proactive and tracking document usage helps to eliminate rush orders and excess storage space.
Printing accounts for only about 10 percent of the total cost of creating and managing print communications. Other costs include message creation and design, ordering, warehousing, distribution and inventory obsolescence. Therefore, when inventory is reduced, time and cost savings are realized because of decreased warehousing requirements, lower shipping costs and increased handling efficiency. It also reduces the cost of renting and staffing a warehouse facility.
Any organization that maintains a large amount of inventoried printed materials, has multiple offices or regularly updates forms, business cards and other documents would benefit greatly by working with a print provider that offers print management capabilities.
Allegra is independently owned and operated and is a member of Alliance Franchise Brands network, a world leader in marketing, graphics and visual communications, linking more than 600 locations in the U.S., Canada and United Kingdom.