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The Dos and Don’ts of In-House Printing

12/01/2022
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Knowing when your resources are better spent printing a project in-house vs. outsourcing, could save your company more money than you might think.

With the advent of more powerful, versatile and efficient multifunctional printers (MFPs), many Marketing teams are re-evaluating their printing needs and opting to keep more of their printing projects in-house.

What might this look like for your organization? We’ve done the research for you and compiled three “Dos” and three “Don’ts” to consider when evaluating your projects. These tips will point you in the right direction to see if a printing project will be conserving resources by printing in-house or if you should consider outsourcing your project to a commercial printing business. 

The Dos of In-House Printing 

When evaluating the printing needs of your Marketing team always remember to keep these three things in mind: 

1. Do Evaluate the Printing Needs of Your Organization


Marketing teams produce a wide array of collateral materials used to communicate or promote a company's brand. Every organization is different, but common projects often include company brochures, sales flyers, catalogs, point-of-sale posters, product manuals, case studies, testimonials, event invitations and more.

Start with a survey of the marketing materials you’ve printed within the past year. Be sure to include both in-house and outsourced printing projects. Include data such as type of stock used, trim size, binding type, frequency of print job, quantity of copies produced and if the project included heavy toner coverage (e.g. lots of graphics).

This data will assist in determining if your current printers are meeting your project needs or if a more robust MFP with different options will help to bring more of your printing in-house.

Unsure of where to start with a needs assessment? Many Managed Print Service (MPS) providers are happy to conduct a professional review of your business technology to help identify gaps and opportunities to improve workflows and efficiencies. 

2. Do Use Secure Printing 

Secure printing software can assist your printing processes to be more efficient. In addition, this can also increase your protection against hackers, as well as compliancy with HIPAA and other industry regulations.

While securing your printers should be an essential practice for all businesses, this is often overlooked. Secure printing requires a user to swipe their badge or enter a security code into the printer, in order to release a print job. This practice helps to keep private information such as legal documents, patient documentation or invoices, secure. It will also assist your Marketing team to cut down on wasted materials and unclaimed printed documents, which will save money for your company. No more wondering, “Did I click the ‘print’ button?” because you’ll see your print job on the screen when you’re about to release it on the printer. No more accidental multiple print jobs. You’ll gain greater control of your own documents. 


RELATED ARTICLE: Best Practices for Secure Printing


3. Do Use In-House Printing for Frequent Printing Projects and/or a Fast Turnaround Time


If you have projects that require a fast turnaround – in-house printing may be your best option. In-house printing speeds up your production process, provides greater quality control and ensures a more efficient project delivery schedule.

In addition, if you have recurring print jobs that require frequent customization or small quantities, printing in-house could save you time and money. You’ll gain greater control of your turnaround times and breathe easier knowing that there won’t be any minimum print quantities required. You simply print what you need when you need it.

The Don’ts of In-House Printing 

There are times when in-house printing may not be the best option for your project. Here are three things to help you determine if printing a project in-house might not be the most efficient choice:

1. Don’t Print Large-Volume Projects, In-House

Know the limitations of your printers. When a project calls for a large quantity, consider getting a quote to see what outsourcing might cost. Given the large number of copies, outsourcing your printing project might be more cost-effective than you think. Outsourcing your large print job to a commercial printer will not only provide a potential cost savings to your company, but it will also save time and resources for your people, as well as diminishing the wear and tear on your MFP.

2. Don’t Assume That You’ll Have to Perform Your Own Maintenance on Your Printers 

You can lighten the load for your IT team by working with a MPS provider for just-in-time toner replacement and troubleshooting. Your IT team will thank you because an MPS provider will add value without the hassle of machine upkeep. Let the MPS provider worry about the machines so your IT team doesn't have to. This will free up your IT resources to concentrate on business-related IT projects rather than being consumed by printer-related issues.


RELATED ARTICLE: What is Print Management? 7 Answers to Top Questions


3. Don’t Guess on Paper Weight 

Make sure that you know what type of paper will work best for your project. Thicker/heavier, textured or some types of glossy paper may not be a good fit when using an in-house printer. Know the limitations of your MFP when you are in the planning stages of your project.

On the other hand, commercial printing companies have a variety of production level printers available and can print your projects on specialized stock with better quality and fewer hassles. 

How to Determine When In-House Printing is a Better Solution 

Knowing the “dos” and “don’ts” of in-house printing can streamline the schedule of producing your marketing materials – and more!

Wondering if your current printers are effectively meeting the needs of your business? Talk to the print experts at Gordon Flesch Company. We have experience in both office printing technology and production print. We will help you find the correct solution to fit the needs of your business. 

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