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 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:
Take the total cost of outsourcing your organization’s print jobs across all departments—this includes HR handbooks, marketing brochures, training materials, and more.
Compare these outsourcing costs to the combined cost of:
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 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.
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?
Does your organization struggle with decentralized printing like this university? Centralizing your print operations could be the key to gaining control.
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.
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?
If printing delays or inconsistent quality are frustrating your teams, could centralized printing be the solution?
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.
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?
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:
A printer distributor’s role shouldn’t end with the sale. Look for a partner that will:
Without this support, even the best equipment can fail to meet your needs.
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.
Change management is critical. Leadership must fully support the transition to an in-plant production shop, ensuring all departments are on board. This includes:
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, 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.
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.
To truly maximize the benefits of a production printer, you’ll need a plan that ensures success from day one. Consider these steps:
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.
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.
Have you considered how consistent, high-quality printing could elevate your organization’s reputation?
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:
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.
Ready to take the first step? Centralizing your print operations isn’t just an upgrade—it’s a transformative opportunity for your organization.