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3 Benefits of Outsourcing Your Printing

July 8, 2024

We’ve seen it all before. The printers are still warm after a busy two-day print job, and someone finds an error—in thousands of copies! Cue chaos and maybe a little finger-pointing as you struggle to fix the error and get your documents out on time. This is an unfortunate reality for many businesses that try to manage their printing in-house because they often lack a fully transparent printing process. Without the appropriate checks and balances in place, mistakes can, and will, happen. If this situation sounds all too familiar, you may want to consider the benefits of outsourcing your printing.

Benefits of Outsourcing Your Printing

1. Offload time-consuming data collection

Everyone wants their document printing to be efficient and cost-effective, but managing all the details that go into that is time-consuming. When you put your printing needs in the hands of a professional they’ll manage your stock, identify your printing patterns, and provide transparency around your costs. An outsourcing solution allows you to focus on core business activities while your printing partner handles the intricacies of printing logistics. Going as granular as identifying patterns and costs associated with individual products, materials, and delivery methods. From start to finish, your printing partner arms you with the numbers you need to improve productivity and rein in costs.

2. Increase quality and gain access to experts

In-house printing means training staff to manage your print projects. This is both costly and onerous. When you outsource your printing, you benefit from a team of highly trained professionals with expert industry knowledge. This alleviates the burden of training your staff and the worry of inconvenient absences. And, you’ll also be on the receiving end of valuable advice on the best techniques and materials to suit specific projects. Since printing isn’t your business’s primary focus, there may be a temptation to cut corners to save money even if the quality suffers. Quality control is paramount in printing, and outsourcing ensures you receive the highest quality without sacrificing internal resources. You get access to first-rate paper and ink and the latest equipment and technology, without the costs of bringing it in-house.

3. Remove the stress of hidden costs

 Keeping up with the Joneses is expensive enough, keeping up with new print technology—don’t even get us started! In order for print equipment to be reliable and perform at peak capacity, it needs to be maintained regularly. This means upgrades, repairs, and replacement costs. None of this is cheap, and not all of it is planned. When you choose to outsource your printing, you remove the worry over unexpected costs. You gain peace of mind knowing that your partner will provide cost-effective solutions without the financial burden of equipment maintenance and upgrades,  and still have access to the latest technology.

Tips For Picking the Right Print Partner

  • Do your homework to find the right fit - It’s important to review the capabilities of your potential partners in print to make sure they can meet your needs. Be sure they have the tools to track and manage your costs effectively. Use online resources and directories to gather a list of potential printing partners and ensure thorough research before making a decision.

  • Ask around - Gather customer reviews and testimonials to ensure everyone on your shortlist has a proven track record of delivering quality products on time and on budget. Word-of-mouth referrals and industry recommendations can be invaluable in selecting a trustworthy partner. 

  • Added value - If you rely on digital and hard copy documents, you’ll want to confirm that your provider can integrate these processes. This will allow you to maintain a consistent and predictable flow of information across your organization. A provider that offers both digital and physical solutions ensures seamless operation and communication across various channels, which can significantly enhance workflow efficiency and accuracy.

  • Integration is key - It’s a plus if you can integrate your current IT infrastructure with the new print solution. Find a partner who can leverage as much of your existing technology as possible. A vendor who can connect seamlessly with the cloud applications you use and make mobile printing easy. Businesses today rely heavily on integrated systems. Choose a partner that can offer compatibility with your IT infrastructure. 

  • Future-proof your relationship -  It’s a waste of time (and money!) to invest in a relationship that won’t last. Look into how a potential print partner can meet your needs today and in the years to come. Consider long-term goals and scalability. A partner should be able to grow with your business and adapt to future needs. 

  • Make sure your data is secure - There’s a hacker attack every 39 seconds. If security isn’t top of mind, it should be. Ask what plans print providers have in place for preventing security threats. Then, confirm whether that plan includes embedded hardware security solutions from a respected brand. 

  • Think green - Be mindful of what you and your print partner can do to save energy and implement sustainable printing practices. Do a little digging to find out how energy efficient their equipment is and what programs they have in place to reduce waste and recycle. Environmental sustainability is not only a good practice but also increasingly demanded by consumers. Ensure your partner follows eco-friendly protocols. 

  • Demand meaningful data analysis - The right metrics will help you determine if you’re getting the most out of your investment. Before signing on the dotted line, ask what analytics, reporting, or client dashboards they have available for analyzing cost savings and performance.  Track performance through detailed analytics to continuously improve and optimize your printing processes.  

Partner with KUBRA for Your Outsource Printing

Outsourcing your printing allows you to focus on your core business responsibilities. When you find the right partner, you get more than a standard printer relationship. KUBRA employs robust document management for the development, arrangement, tracking, and delivery of bills, notices, inserts, and more–all from a digital portal. The KUBRA iMail™ solution offers real-time updates and insights, ensuring you maintain control over the printing process. This allows you to play an active role in influencing, modifying, and managing dedicated document production. With a partner like KUBRA, you get to work with someone who knows the ins and outs of outsourcing, will take the time to understand your business and allow you to realize the full value of your investment so you can concentrate your efforts on what you do best. 

For more info, check out KUBRA’s latest guide, A Guide to Modernizing Your Transactional Print & Mail in 2024, where we explore six effective strategies to upgrade your print communications this year and really WOW your mail-loving customers (and your bottom line). 

This blog post was originally published in October 2019, and has been updated with new content and fresher data.


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