Revolutionizing Print Management: The Power of Workflow Automation

I’ll let you in on a secret. The print industry’s not what it used to be. It’s evolved, adapted, and now it’s more efficient than ever. How? The answer lies in workflow automation.

In the bustling world of print management, time is the most precious commodity. That’s where workflow automation steps in, transforming the landscape with its time-saving capabilities. It’s not just about speed, though. It’s about precision, consistency, and the freedom to focus on what truly matters.

Join me as we delve into the world of workflow automation in print management, exploring how it’s revolutionizing the industry one print job at a time. Let’s uncover the secrets behind its success and see how it could reshape your print management strategy.

Understanding Workflow Automation in Print Management

The Basics of Workflow Automation

Delving into the basics of Workflow Automation, it’s a system that utilizes software to automate a series of tasks. Just as it sounds, it creates flows of work that move automatically. One can compare it to an assembly line in a factory where every step triggers the next. More often, it involves complex operations like approvals, rerouting, and exception handling. For instance, in a printing company, when a project is entered into the system, Workflow Automation might manage everything from proofing to shipping.

The Impact on Print Management

Switching gears to how Workflow Automation impacts Print Management, trends show promising signs. Print Management software provides a centralized system that digitally manages and optimizes print production processes. This integration saves printing companies an enormous amount of time and reduces errors caused by manual operations. It also allows for robust oversight, tracking, and accountability of every print job.

Consider this — with Workflow Automation, a print manager receives a job, they input it into the system, the software proofs digital files and orders materials if needed, coordinates machine setup and ensures the job is printed correctly. Then, it routes the job for shipping and creates an invoice once complete. In essence, it controls the entirety of the print process. Thus, it’s clear that Workflow Automation has brought a significant upgrade in how print jobs are handled, driving a revolution in the print industry.

Key Benefits of Automating Print Workflow

Transitioning from traditional to automated print workflows introduces significant benefits, reinforcing the importance of such an evolution in the print industry. Let’s delve into some of the key benefits that companies achieve by adopting such advanced operations.

Enhanced Efficiency and Productivity

Automation enhances efficiency, a prime benefit that I can’t overemphasize. By delegating repetitive, time-intensive tasks to automation software, print businesses find themselves better equipped to handle more operations. For instance, instead of manually inputting jobs, proofing digital files, and generating invoices, automated systems handle these tasks effortlessly. The result is a significant boost in productivity.

Cost Savings and ROI

Economical operations aren’t simply a desire, they’re a necessity for companies. Automated print workflows contribute to cost savings, offering an impressive return on investment (ROI). Through this automation, businesses cut down on unnecessary expenses arising from manual errors in proofing, shipping, and invoicing. As a striking example, print managers who adopt this technology report seeing a substantial reduction in production costs, translating to sizeable ROI figures.

Improved Accuracy and Consistency

Every business appreciates the importance of precision and reliability in their operations. With print workflow automation, you find these two elements become integral aspects of your output. Automated systems minimize the likelihood of errors, providing consistent, high-quality results. Look at it this way: a business that automates its print workflow affirms its commitment to delivering highly accurate and reliable results, enhancing its reputation among its clientele.

Implementing Automation in Your Print Operations

Shifting gears to the implementation process, let’s delve deep into strategy development for transitioning to automated print workflow.

Assessing Your Current Workflow

Admittedly, the first course of action in implementing automation involves evaluating your current print operations. Understand the processes involved, identify the bottlenecks, and pinpoint areas with high potential for automation. For example, automation comes in handy for repetitive tasks such as data entry, order processing, and file conversion which are traditionally labor-intensive. By performing a comprehensive workflow analysis, you can identify which tasks to preserve in their manual form and which ones to delegate to automation software.

Choosing the Right Automation Software

The market brims with various workflow automation software, each offering exclusive features designed for diverse business needs. In choosing the fitting software for your print operation, consider factors like compatibility with your existing systems, ease of integration, scalability, and, most importantly, the specific needs it serves in your business. Some popular software, such as EFI’s Productivity Suite or Xerox’s FreeFlow Core, offer a wide range of automation features specifically tailored for print management operations.

Training and Support Considerations

Last on the list, but crucial, are the training and support considerations. Embrace the fact that the automation software should be easy for your team to use. With proper training, your team can seamlessly integrate the new system into your workflow. On support, prefer software that provides regular updates and offers responsive customer support. Look for providers who offer not just technical support, but also practical solutions for helping your business thrive in the automation landscape. The efforts might seem overbearing initially, but once the transition is complete, the benefits reaped make it worth the investment.

Challenges and Considerations

Overcoming Initial Resistance

Implementing workflow automation in the print industry brings its own set of challenges, one of which is overcoming initial resistance. Opposition may be due to the unfamiliarity with technology or fear about job security. For instance, employees may resist changes believing automation might replace their roles in the organization. Addressing this concern, clarity must prevail. Make it explicit that automation is more about augmenting human skills. It focuses on automating repetitive tasks like data entry and order processing, helping employees to concentrate on more complex tasks.

Integration With Existing Systems

In essence, an automation software is not a standalone tool, but rather a solution that integrates with existing print management systems to simplify and streamline processes. For instance, renowned automation tools like EFI’s Productivity Suite or Xerox’s FreeFlow Core, integrate effectively with the existing systems, providing a cohesive operation. However, integration is complex and requires meticulous planning. To that end, it’s crucial to opt for an automation software that provides robust integration capabilities and supports the existing infrastructure.

Long-Term Maintenance and Updates

Maintaining, updating, and adapting automation software as per changes in business needs or market trends is another crucial aspect to focus upon. Picking an automation solution that aligns with the business needs and provides continuous support and updates for a smooth transition, is paramount for assured long-term benefits. After all, print management isn’t static, it evolves over time, and so should the workflow automation solution.

Case Studies: Success Stories of Automation in Print Management

Looking at real-world scenarios can give us a better understanding of how automation has helped print management businesses. Here, we’ll explore case studies from different types and scales of companies.

Small Business Implementations

In my journey through the realm of print management, I’ve observed how small businesses skillfully used automation to increase their productivity while maintaining excellent print quality. One worth mentioning is a local print shop in metropolitan New York City.

They leveraged automation software to streamline their press setup and proofing process. By eliminating manual entry and minimizing human intervention, they trimmed down production time by 35%. Consequently, they boosted their order capacity by a significant 45% over six months, thanks to automation.

One notable success story is their Black Friday sale prints. Initially, managing high-volume orders on such sale days was an uphill task. Through automated print workflows, handling evolved from a rigorous manual task into a seamless automated process, accommodating the spike in demand effectively. This way, they managed to enjoy a more considerable profit margin and withstand seasonal fluctuations.

Large Enterprise Solutions

Further up the scale, we see large enterprises using print workflow automation to handle their massive printing needs effectively.

A prime example is an international publishing house based in London that faced challenges coordinating numerous printing tasks across different locations. They found their solution in workflow automation. By deploying an enterprise-level print management software designed to centralize tasks, they connected their global operations effectively.

A significant event was their yearly bestseller book print that usually caused chaos due to high demand and tight deadlines. Utilizing automation in their process ensured steady operation, updating each entity in real-time about the print status. Also, by automating their shipping workflow, they managed to dispatch thousands of copies across the globe smoothly and increase their efficiency by 50%, without losing their print quality.

In both cases, the businesses effectively integrated workflow automation into their print management processes. These real-world examples confirm the crucial role of automation in enhancing efficiency irrespective of the business size or its printing demand. Automation turned out to be a reliable ally, serving as an enabler for print businesses to thrive in a competitive market.


It’s clear that workflow automation is reshaping the landscape of the print industry. By centralizing tasks and automating processes, businesses are seeing a significant boost in efficiency, from proofing to shipping. The journey to automation may seem daunting, but with the right strategy, it’s possible to transition smoothly. The case studies I’ve shared underscore just how transformative this shift can be, with businesses of all sizes reaping the rewards. Whether you’re a small enterprise or a large corporation, the benefits of automation in print management are too substantial to ignore. So, don’t get left behind in this competitive market. Embrace automation and watch your productivity soar.