Printing Services
The secret to cost savings when printing is preparation and understandiong the myriad of options that are available in the print process. As you begin, it is always best to start by having a firm understanding of who your audience is and what you are trying to communicate with them. From there you can determine your course of action. Three state agencies have internal print capabilities, Department of Education, Department of Corrections and Department of Economic Security. They have resources that can help you plan your print project, even if you don't print through them in the end. They are a great tool for your planning. Below are a number of practices to think through as you plan your printing. If you are interested in learning more about the Print Services Project Team and projects you can implement in your agency, please contact Kimberly Siddall at [email protected].
| Best Practice | Benefits of Best Practice | Development Strategy |
|---|---|---|
| Consider your audience, the intended use, value and need of the printed piece. | Addresses the customer's need | Allow the audience need to determine the design, size and overall style of the printed piece. Determine if a printed piece will add more/less value to the end customer versus supplying the information electronically. |
| When possible, create electronic versions as an alternative to printed pieces. |
Cost Savings Eliminates waste: Over production, waiting, transport and inventory. Environmentally friendly practices |
Utilize current electronic solutions such as web based documents instead of actual print. Take advantage of internal support operations to help order and distribute for you. |
| Consult print experts at the beginning of a project to determine which materials and print design methods are most effective. Design the piece accordingly |
Cost Savings Eliminates rework |
Consult print experts to get a better understanding of how to tailor a print job to incorporate cost saving methods Consider paper stock, no bleeds, finished sizes, ink, binding, double sided, etc. so long as the end product serves the customer's needs. Take advantage of the "pros" in other work areas like Department of Education Priont Shop or Arizona Correctional Industries Print Shop. Consider construction of the item with regards to design and use. Although printers can make any size possible, best options for design and size should be discussed with your potential vendor(s) By designing a piece that incorporates cost saving print methods, there will be less rework if certain specs are taken into consideration before designing rather than after. |
| Receive quote from multiple vendors including at least one state vendor (Department of Education, Department of Corrections or DES), determine budget and process purchase order | Cost Savings |
Once you have your specifications and quantities determined, ask vendor(s) for a quote on the job. You should always get a quote from one of the internal state printers at either Education, Corrections or DES. They can give you guidance on cost saving design and can often give the best price for your project. If a contract does not exist on the job you’re doing, get multiple quotes for best price and delivery timeline. Once you have the quote, determine your available budget for the job, which unit is paying for it and proceed with creating a purchase order |
| Determine Quantity Discounts/Price Breaks |
Reduces over-processing |
To make the most out of the order with regards to pricing, try to order enough to not only fulfil your current needs, but additional if the item will be an ongoing used item. You want to determine a quantity that isn’t wasteful but is enough to meet your needs and allows you to leverage the vendor for your best price option. |
| Ordering | Consult your department’s policy with regards to purchasing. For example if you have an internal support function to order print and cut a PO, you should utilize their services to not only ensure compliance with procurement laws, but they should have vendors and possibly contracts that can be utilized for printing needs | |
| Final product delivery method | Eliminates waste, inventory, and waiting |
Strategize a delivery method upfront to help determine quantities and limit waste while reaching your target audience Take advantage of internal support operations to help order and distribute for you |
| Ask vendor about payment options to expose cost savingsCost Savings |
Cost Savings | Some vendors may provide a discount if you pay them within a defined time of receiving the invoice. Work with your vendors and accounts payable to take advantage of these possible savings |
