Mistakes to Avoid When Choosing a Print Management Company

In today’s fast-paced business world, efficient and cost-effective print management is crucial for organizations of all sizes. With the vast array of print management companies available, selecting the right partner can be a daunting task. However, making an informed decision is essential to ensure that your printing needs are met, costs are kept in check, and productivity remains high. In this article, we’ll explore some of the most common pitfalls to avoid when choosing a print management company.

1. Failing to Assess Your Printing Needs

One of the most significant mistakes organizations make is failing to thoroughly assess their printing needs before engaging with a print management company. Every business has unique requirements, ranging from the volume of printing to the types of documents produced. Overlooking this crucial step can lead to inefficiencies, unnecessary costs, and frustration down the line.

To avoid this pitfall, take the time to conduct a comprehensive assessment of your printing requirements. Consider factors such as the number of employees, departments, and locations that require printing services, the average monthly print volume, and the types of documents that need to be printed (e.g., reports, presentations, marketing materials). Additionally, evaluate any specific requirements, such as color printing, large-format printing, or secure printing for confidential documents.

2. Overlooking Security and Compliance Considerations

In an era where data breaches and cyber threats are on the rise, security and compliance should be at the forefront of any print management strategy. Failing to consider these aspects can put your organization at risk of data leaks, regulatory fines, and reputational damage.

When evaluating print management companies, inquire about their security measures and protocols. Look for companies that offer secure printing solutions, such as pull printing (where documents are only released upon authentication), data encryption, and secure device management. Additionally, ensure that the company adheres to relevant industry regulations and standards, such as HIPAA for healthcare organizations or PCI DSS for companies handling payment card data.

3. Neglecting to Consider Scalability and Future Growth

As your business grows and evolves, your printing needs are likely to change as well. Choosing a print management company that cannot adapt to your organization’s future requirements can lead to costly disruptions and inefficiencies down the line.

To avoid this pitfall, look for a print management company that offers scalable solutions and has the capacity to accommodate your future growth. Inquire about their ability to handle fluctuations in print volume, add or remove devices as needed, and expand their services to new locations or departments. Additionally, consider their technology roadmap and whether they have plans to incorporate emerging printing technologies or innovative solutions that could benefit your organization in the long run.

4. Prioritizing Cost Over Quality and Service

While cost is undoubtedly an important consideration when choosing a print management company, it should not be the sole determining factor. Focusing exclusively on the lowest price point can lead to compromises in quality, reliability, and customer service.

Instead, adopt a holistic approach that balances cost with other critical factors, such as the quality of printing equipment, the reliability of service and support, and the company’s reputation and track record. Look for print management companies that offer transparent pricing and flexible plans tailored to your specific needs, without sacrificing the quality of their products and services.

5. Failing to Evaluate the Company’s Expertise and Support

Print management is a complex endeavor that requires specialized expertise and robust support structures. Choosing a company that lacks the necessary knowledge and resources can lead to suboptimal solutions, frequent downtime, and frustrating experiences.

When evaluating potential print management companies, consider their industry experience, certifications, and ongoing training programs for their staff. Inquire about their technical support offerings, including response times, remote assistance capabilities, and on-site support for critical issues. Additionally, gauge their understanding of your industry’s specific printing requirements and their ability to provide tailored solutions that align with your business objectives.

6. Neglecting to Obtain References and Conduct Due Diligence

While a print management company’s marketing materials and sales pitch may paint an attractive picture, it’s crucial to validate their claims through references and thorough due diligence. Failing to do so can lead to disappointment and potential long-term repercussions for your organization.

Before making a final decision, request references from the print management company’s existing clients, preferably within your industry or with similar printing needs. Reach out to these references and inquire about their experiences, including the company’s responsiveness, reliability, and ability to deliver on their promises. Additionally, conduct online research, read reviews, and check the company’s financial stability and reputation within the industry.

7. Overlooking the Importance of Training and User Adoption

Even the most advanced print management solution can fail if your employees are not properly trained and engaged in the adoption process. Neglecting user training and change management can lead to frustration, resistance, and a lack of buy-in, ultimately undermining the benefits of the print management solution.

When evaluating potential print management companies, inquire about their approach to user training and adoption strategies. Look for companies that offer comprehensive training programs, including on-site sessions, online resources, and ongoing support to ensure that your employees are equipped with the knowledge and skills to effectively use the new printing solutions.

By avoiding these common pitfalls, you can increase the likelihood of selecting a print management company that aligns with your organization’s needs, ensures cost-effectiveness, enhances productivity, and supports your long-term business goals. Remember, choosing the right print management partner is an investment in your organization’s efficiency and success.