Can you find your way between spreadsheets, job tickets and sticky notes?

29 August 2022

In today's challenging business world, print media company administrators can no longer rely on old working methods. Forward looking companies need automated systems that calculate, schedule and track jobs through to production - systems that manage reporting and deliver a clear overview of business growth. For employees on the graphics side of the production workflow, there is the same need to control incoming jobs and capture job information all the way to the point of invoicing and payment. Importantly management needs to have a detailed overview of all business activity.

Which system do you use to meet all these requirements?

Benefiting from a reliable external memory

Many print media companies still use various spreadsheets and paper work sheets for some or even all of their business activities. These have to be moved from desk to desk and machine to machine during production, often accompanied by a cluster of colourful sticky notes.

Print media companies that have not yet made the switch really need to consider automation. They will find that many of their competitors have been automating their workflow for some time, allowing them to process and produce jobs more efficiently.

A Print Management Information System (MIS) or Enterprise Resource Planning (ERP) software can be seen as a kind of reliable external memory which allows you to integrate all the necessary facets of the calculation, administration, production and delivery of print products in one or more software tools. With this kind of toolkit the benefits are significant - all data is recorded and all work can be traced and reported.

For example, a good MIS programme provides clear insight into each and every order - where each job is located in production, which jobs have been delayed, the costs of the jobs, the time spent on them and, ultimately a detailed overview of the revenues.

A handhold for every employee in the workflow

A key advantage is that a good print MIS becomes the registration system for all orders. This means that if the order specifications change during the execution of the order, the relevant information is entered into the MIS system and immediately available to all departments.

A specialised print MIS system is especially recommended if the entire process from printing to finishing and delivery is handled by the same company. If the MIS follows, traces and validates the entire process up to the final dispatch, there will be fewer errors in the bindery, the finishing, the delivery or the installation. The more information that is shared on the production floor, the less likely it is that late customer changes will be missed.

PRINT MIS/ERP systems can dramatically reduce the error burden, keep workflow on track, and uncover problems early in production.

A smooth transition

Just adding MIS/ERP software is not enough. To maximise the benefits of any MIS when new software and equipment are added to the workflow, the system needs to be set up appropriately and provide links.

Moving from a hotchpotch of spreadsheets and paper to an MIS/ERP software involves a lot of change, which will be a big adjustment for your staff. Therefore, training is crucial so that employees can adopt the new way of working more quickly and easily. It helps to have an in-house "MIS/ERP hero" to inspire others in your print media company.

Benefits for management and employees

The main purpose of a Print MIS is to gain efficiencies and profitable production management. It will allow you to identify cost problems and production bottlenecks, and keep you informed of the differences between the estimated cost of the work produced and the actual cost.

Shop floor automation gives your customer service staff more time to provide quality assistance to customers. It helps to reduce the cost of preparing invoices.

All in all, a good Print MIS can help reduce production costs, in many cases by as much as 50%. Of course the choice is yours - you can continue to work with sticky notes, but...