Is Your Organization Ready for a Production Printer?

When your business or organization consistently requires high-quality, high-volume printing, it’s time to evaluate whether bringing production printing in-house is the right move. Outsourcing print jobs can be convenient, but it often leads to challenges like overspending, delays, and inconsistent quality. A production printer isn’t just an upgrade to your existing office equipment—it’s a strategic tool that can transform how your organization manages and controls its printing needs.

But how do you know if it’s the right time to make the leap? Let’s dive into the factors you should consider, along with practical scenarios that illustrate how production printing can drive efficiency, reduce costs, and even generate revenue.

The Formula You Need

The decision to invest in a production printer isn’t just about having the budget—it’s about determining whether the investment will truly deliver value. Here’s the mathematical way to evaluate readiness:

Outsourcing Costs

Take the total cost of outsourcing your organization’s print jobs across all departments—this includes HR handbooks, marketing brochures, training materials, and more.

Lease and Staff Costs

Compare these outsourcing costs to the combined cost of:

1. Leasing a production printer
2. Hiring or reallocating a dedicated print manager (if necessary)

If outsourcing is more expensive, the numbers speak for themselves: a production printer could save your organization money in the long run.

Think about it—do YOU know how much your organization is spending on outsourced printing? Many businesses don’t have a clear figure, and without visibility, waste is inevitable. Let’s explore how a lack of centralized control leads to inefficiencies with a hypothetical case.

A University’s Printing Chaos

Current State:

A large university relies on outsourcing for its printing needs, but the process is fragmented across departments. Marketing uses one vendor, the science department uses another, and HR opts for a third. Each vendor pushes expensive substrates and flashy finishes that may not be necessary, driving costs sky-high. Worse, the university can’t even determine its total printing spend because the data is scattered across departments and invoices.

Solution with an In-Plant Production Print Shop:

The university establishes an in-plant production shop with a centralized web portal for placing print orders. Departments must route all standard print jobs through the in-plant shop, which has the first right of refusal. This ensures only the most complex or time-sensitive projects are outsourced.

The results?

1. Cost Savings: The university slashes its printing budget by eliminating vendor markups.
2. Efficiency: With standardized processes, printing is faster, approvals are quicker, and rework is minimal.
3. Revenue Generation: The in-plant shop begins offering its services to nearby trade schools and nonprofits, generating profit and reducing the university’s operational costs further.

Does your organization struggle with decentralized printing like this university? Centralizing your print operations could be the key to gaining control.

A Healthcare System Gains Control

Current State:

A healthcare system with dozens of clinics and administrative offices faces skyrocketing printing costs. HR sends employee handbooks to one vendor, marketing outsources patient education materials to another, and individual clinics order signage and forms from local printers. The result? High costs, inconsistent branding, and frequent delays.

Solution with an In-Plant Production Print Shop:

The healthcare system implements a centralized production printer. Policies mandate that all printing is routed through the in-house team. Departments place orders via a digital portal, and the in-plant shop handles most jobs internally, outsourcing only when absolutely necessary.

The results?

1. Cost Control: By using one system for all printing, the organization can negotiate bulk purchasing agreements for paper and ink.
2. Brand Consistency: Materials across all clinics now feature cohesive branding and high-quality production.
3. Faster Turnarounds: Clinics receive printed materials within days instead of weeks.

If printing delays or inconsistent quality are frustrating your teams, could centralized printing be the solution?

Retail Corporate Office Takes Control

Current State:

A retail corporation’s marketing team relies heavily on outsourced printers for promotional materials, seasonal signage, and internal training booklets. Delays are frequent, and rush jobs add significant costs. Moreover, the materials often arrive with inconsistent colors or formatting errors, reflecting poorly on the brand.

Solution with an In-Plant Production Print Shop:

The company installs a production printer in its headquarters, staffed by a dedicated print manager. Marketing schedules all routine print jobs through the in-house system, ensuring better oversight and quicker delivery.

The results?

1. Brand Consistency: Materials maintain high standards across every location.
2. Cost Savings: The company reduces outsourcing costs by 40%.
3. Operational Agility: Teams can execute last-minute campaigns without relying on external vendors.

Does your organization face similar delays or quality issues? Imagine what you could achieve with in-house control.

Making production printing work for your organization requires more than just buying the right machine. You’ll need to address a few critical factors:

1. A Dependable Partner

A printer distributor’s role shouldn’t end with the sale. Look for a partner that will:

• Help you set up the in-plant production shop
• Assist in marketing its services internally
• Provide ongoing training and maintenance

Without this support, even the best equipment can fail to meet your needs.

2. Space and Infrastructure

Production printers aren’t compact. Before committing, ensure your facility has enough space to accommodate the machine, along with necessary ventilation and electrical requirements. Consider how the layout will impact workflow to maximize efficiency.

3. Management Commitment

Change management is critical. Leadership must fully support the transition to an in-plant production shop, ensuring all departments are on board. This includes:

• Evangelizing the benefits of centralized printing
• Establishing policies that require departments to route print jobs through the in-plant shop

Without strong buy-in, resistance from departments could undermine your investment.

Understanding the key differences between production printers and standard office printers is essential for evaluating whether an upgrade is right for your organization. While office printers are staples for everyday tasks, they fall short when faced with high-volume, high-quality, or complex printing needs.

Office Printers: Reliable Workhorses for Routine Jobs

Office printers, whether inkjet or laser, are designed for moderate use. They’re great for printing meeting notes, memos, or basic marketing flyers but quickly become inefficient for larger jobs.

Key Features:

• Speed: Typically print 10–60 pages per minute (PPM).
• Volume: Suitable for low-to-medium monthly output.
• Quality: Standard resolution, sufficient for internal documents but often lacking the sharpness needed for professional-grade work.
• Finishing: Limited to basic options like stapling (if any).

Production Printers: Built for High-Volume Performance

Production printers take printing to the next level, offering unmatched speed, volume, and versatility. These machines are engineered to handle professional-grade jobs efficiently, often producing thousands of pages per hour with exceptional precision.

Key Features:

• Speed: Capable of 60–200+ PPM.
• Volume: Designed for tens or hundreds of thousands of prints per month.
• Quality: Superior resolution, vibrant colors, and precise reproduction.
• Finishing: Advanced options like binding, folding, and custom cutting.

Common Misconceptions About Production Printers

1. “Production Printers Are Only for Big Corporations” Not true! Organizations of all sizes can benefit, especially those with high outsourcing costs or frequent, professional-grade printing needs. Even SMBs can achieve ROI by centralizing print operations.
   
   
2. “They’re Too Complicated to Use” While production printers require training, many models are user-friendly with modern interfaces and automated workflows. Reliable vendor support ensures smooth onboarding.
   
   
3. “They’re Always a Cost Center” In reality, production printers can become profit centers when used strategically. For example, businesses or universities that open their in-house services to external clients can offset costs and generate revenue.

To truly maximize the benefits of a production printer, you’ll need a plan that ensures success from day one. Consider these steps:

1. Evaluate Your Needs

• Assess print volume, quality demands, and the complexity of finishing options you require.
• Calculate whether outsourcing costs outweigh the combined cost of leasing and staffing a production printer.

2. Select the Right Equipment

• Look for a printer that matches your needs in terms of speed, volume, and capabilities.
• Ensure compatibility with your preferred substrates, sizes, and media types.

3. Create Policies and Processes

• Establish guidelines that route all standard print jobs through the in-plant shop.
• Implement a centralized portal to make ordering seamless for all departments.

4. Market the In-Plant Shop

• Promote its capabilities internally to ensure widespread adoption.
• Showcase cost savings and efficiency benefits to gain support from leadership and staff.

Think about it: Do you have the commitment and processes in place to centralize your printing operations?

One of the key advantages of a production printer lies in its advanced finishing capabilities. These features transform ordinary print jobs into polished, professional-grade materials. By streamlining these processes, you eliminate the need for additional equipment or time-consuming manual tasks.

Popular Finishing Features of Production Printers

1. Binding
   • Perfect for creating booklets, manuals, or catalogs.
   • Options include spiral binding, saddle stitching, or perfect binding.
2. Folding
   • Useful for brochures, pamphlets, or tri-fold documents.
   • Can handle intricate designs like Z-folds or gate folds.
3. Stapling
   • Essential for assembling reports or multi-page documents efficiently.
4. Cutting and Trimming
   • Customizable sizing options for unique layouts, cards, or edge-to-edge printing.

Imagine the impact of producing marketing materials that arrive ready to distribute, with no additional effort from your team. Professional finishes boost your brand’s image while saving time and resources.

When evaluating whether a production printer is right for your organization, the financial aspect is critical. But the return on investment (ROI) goes far beyond dollars saved on outsourcing.

Key ROI Factors to Consider

1. Operational Efficiency
   • Faster turnarounds mean teams spend less time waiting for materials and more time using them effectively.
2. Cost Control
   • Centralizing printing eliminates surprise charges, reduces waste, and ensures predictable expenses.
3. Brand Quality
   • High-quality printing enhances your organization's image, which is invaluable for marketing and customer-facing materials.
4. Revenue Opportunities
   • As seen in the university scenario, an in-plant shop can generate revenue by offering services to external clients.

Have you considered how consistent, high-quality printing could elevate your organization’s reputation?

Why Your Vendor Matters

A production printer is a significant investment, but the right partner can make all the difference in its success. Look for a vendor who offers:

1. End-to-End Support
   • Assistance with setup, training, and maintenance.
2. Strategic Guidance
   • Help with designing workflows and marketing the in-plant shop internally.
3. Neutral Expertise
   • A vendor who focuses on finding the right fit for your needs rather than pushing specific brands.

This partnership ensures your in-house printing operations achieve their full potential.

If your organization struggles with high outsourcing costs, slow turnaround times, or inconsistent quality, a production printer could be the game-changer you need. By following a strategic approach—evaluating your needs, selecting the right equipment, and partnering with a dependable vendor—you’ll position your in-house print shop for success.

Does your organization have the resources and commitment to take control of its printing needs? If so, the benefits of production printing are well within reach.

Let’s recap the key steps to get started:

1. Calculate Your Costs: Compare outsourcing expenses to the cost of a production printer lease plus staffing.
2. Secure Management Buy-In: Ensure leadership supports the transition to centralized printing.
3. Design for Success: Create policies, processes, and a marketing plan for your in-plant shop.
4. Partner Wisely: Choose a vendor committed to your long-term success.

Ready to take the first step? Centralizing your print operations isn’t just an upgrade—it’s a transformative opportunity for your organization.

Reach out to us today.