The Dos and Don'ts of In-House Printing: When to Print In-House vs. Outsource

In-house printing can be a cost-effective and efficient solution for businesses, but it comes with its own set of challenges and considerations. Knowing the dos and don'ts of in-house printing and understanding when it's best to outsource to a commercial printer can help your business make the most of its resources while maintaining high-quality output.

The Dos of In-House Printing

1. Do evaluate the printing needs of your entire organization

Take a holistic look at the various departments in your company and consider all their printing needs. Some departments like sales, marketing, and human resources may have a greater need for color brochures, flyers, posters, and specialty printing projects. While other departments may only need to occasionally make a black and white copy.

Assess whether your current printers are meeting the needs of your departments. If not, understand when you need to invest in new equipment. High-quality printers, copiers, and scanners are essential for producing professional-grade documents and materials. Invest in a reliable printer that suits your volume and quality requirements.

2. Do train your staff

Provide adequate training for staff responsible for operating the printing equipment. Proper training ensures that the equipment is used correctly, reducing the risk of errors and malfunctions. Well-trained staff can also troubleshoot minor issues and recognize projects that shouldn’t be printed in-house, minimizing downtime.

3. Do monitor printing needs and costs

Keep an eye on your printing expenses, including paper, ink, and maintenance costs. This helps you identify areas where you can optimize your printing processes. Monitoring usage and costs also helps you decide if outsourcing might be a more cost-effective option for certain print jobs.

The Don'ts of In-House Printing

1. Don't overload your printer

Know the limitations of your printer and avoid overloading it with more jobs than it can handle. Overloading can lead to jams, errors, and increased wear and tear on the machine. Know your printer’s capacity, schedule print jobs accordingly, and monitor print volume to prevent unnecessary strain.

2. Don't skimp on supplies

Make sure you know what type of paper will work best for your project and understand if there are limitations for what you can do in-house. Utilize high-quality, recommended supplies to ensure the best results and longevity of your equipment.

3. Don't underestimate the importance of color calibration

If you produce color-critical materials, don’t overlook the need for regular color calibration. Proper calibration ensures that colors are consistent and accurate, which is crucial for branding and a providing a professional presentation.

When to Print In-House

For small print volumes, in-house printing may be more cost-effective than outsourcing. Commercial printers may have a minimum order requirement that can be avoided if you have the right equipment to print in-house.

• Short-run jobs. In-house printing is ideal for short-run jobs, such as small batches of marketing materials, internal documents, and personalized items. It allows for quick turnaround times and immediate availability.
• Confidential documents. For sensitive or confidential documents, in-house printing ensures that information stays within the company. This is particularly important for legal, financial, and HR documents.
• Customization. In-house printing can allow for greater flexibility in customization. You can easily adjust designs and content without the need for additional setup fees or extended lead times.
  
  

When to Outsource to a Commercial Printer

If your business lacks the resources or time to manage extensive print jobs, outsourcing can save you valuable time and effort. It allows your staff to focus on core business activities while leaving the printing to the experts.

• Large volume jobs. Outsourcing is often more cost-effective for large volume print jobs. Commercial printers benefit from economies of scale, reducing the cost per unit for high-quantity orders. They also have the capacity to handle large jobs efficiently, ensuring timely delivery.
• High-quality finishes. For projects that require high-quality finishes and techniques, such as glossy brochures, foil stamping, large-format printing, or intricate designs, commercial printers have the specialized equipment and operator expertise to deliver superior results.
• Consistency and professionalism. Commercial printers are well-equipped to handle jobs that demand consistent quality and professionalism. They follow strict quality control measures, ensuring that each printed piece meets the highest standards. If you have ongoing needs for a large volume of professional printing, utilizing commercial printing is likely your best bet.
  
  

Making an informed decision about in-house printing

Balancing in-house printing vs outsourcing requires careful consideration of your business's specific needs, resources, and goals. By following the dos and don'ts of in-house printing and knowing when to outsource, you can ensure that your printing processes are efficient, cost-effective, and produce high-quality results.

The team of printing experts at EO Johnson can help you make an informed decision about your in-house printing vs outsourcing needs. We’ll start with a holistic assessment of your printing needs, evaluate the equipment you currently have in place, and determine if adjustments to your printing equipment might improve your efficiency and budget. If incorporating a higher volume production print device makes sense for your organization, we have the industry experts in place to point you in the right direction. Contact our team today to get started.