How to transform print workflows for optimal efficiency

We recently had a conversation with Geoff Barker, an implementation expert at Avanti, a Ricoh company. With years of experience guiding printing businesses through the often-complex process of implementing new print MIS solutions, Geoff offers invaluable advice on how to transform print workflows for optimal efficiency

One of Geoff’s key takeaways is the importance of approaching a new print MIS implementation with an open mind. He emphasizes that, “Just because it’s different doesn’t mean it’s bad.” By embracing change and adapting existing workflows to leverage the power of a modern print MIS solution, businesses can unlock unprecedented levels of efficiency, visibility, and profitability.

Throughout this article, we’ll delve deeper into Geoff’s insights, exploring:

• The challenges of workflow adaptation

• The benefits of embracing change

• Practical strategies for ensuring a smooth and successful transition.

Adapting workflows for Print MIS success

For many printing businesses, the comfort of familiarity often outweighs the need for change. You’ve spent years, maybe even decades, refining your processes with your existing systems. But what if those systems are now the very thing holding you back?

Legacy print MIS solutions and manual processes simply can’t keep pace with the demands of today’s market. They lack the flexibility to adapt to evolving customer expectations, the automation capabilities to boost efficiency, and the real-time data visibility needed for agile decision-making.

Clinging to outdated workflows can lead to a cascade of negative consequences:

• Lost productivity and efficiency: Manual data entry, redundant tasks, and inefficient communication channels eat away at valuable time and resources.

• Increased errors and rework: Without a centralized, automated system for managing information, the risk of costly errors and time-consuming rework skyrockets.

• Inability to scale: Outdated workflows make it difficult to accommodate growing order volumes or expand into new markets, hindering your growth potential.

• Missed opportunities: While your competitors leverage technology to optimize operations and enhance customer experiences, your business risks falling behind.

The good news is that a new print MIS, such as Avanti Slingshot® Print MIS, provides the ideal opportunity to break free from these limitations and transform your business. But maximizing its potential requires a fundamental shift—a willingness to adapt your workflows to embrace new possibilities.

Embracing change: A mindset shift

Transitioning to a new print MIS is about more than just implementing new software; it’s about adopting a new way of working. As Geoff astutely observes, “Just because it’s different doesn’t mean it’s bad. Right? Just give it some time.”

This mindset shift, embracing change rather than resisting it, is crucial for unlocking the full potential of your print MIS investment. By approaching the implementation process with openness and a willingness to adapt existing workflows, printing businesses can reap a multitude of benefits:

• Improved efficiency: A new print MIS like Avanti Slingshot automates manual tasks, streamlines communication channels, and eliminates redundancies, freeing up valuable time and resources. Imagine a sales order process that once required five clicks now only takes two, as Geoff describes one client experiencing. That’s time saved, efficiency gained, and ultimately, increased profitability.

• Better data visibility: Gain access to real-time data and insightful reports, empowering data-driven decision-making across all areas of your business. By understanding your true production costs, identifying bottlenecks, and tracking key performance indicators, you can make informed decisions to optimize operations and boost your bottom line.

• Increased profitability: By minimizing errors, reducing waste, and optimizing resource allocation, a modern print MIS directly contributes to a healthier bottom line. The efficiency gains and data-driven insights provided by a system like Avanti Slingshot empower businesses to make every job more profitable.

• Scalability and growth: With streamlined workflows and robust automation capabilities, your business is well-positioned to handle increased order volumes, expand into new markets, and embrace future growth opportunities.

However, it’s important to acknowledge that change can be met with resistance, especially among employees accustomed to existing processes. Addressing these concerns proactively is vital for a successful implementation. By highlighting the benefits for individual roles, providing comprehensive training and support, and involving staff in the transition process, you can create a culture of excitement and buy-in around the new system.

Mapping the path to success: Workflow analysis and optimization

Embracing change starts with understanding your current reality. Before diving into the implementation of a new print MIS, it’s essential to conduct a thorough analysis of your existing workflows.

This process often begins with workflow mapping, a visual representation of how work flows through your business. By creating flowcharts or diagrams that illustrate each step in your key processes—from order intake and prepress to production, finishing, and shipping—you gain a clear understanding of your current state.

With this visual representation in hand, you can begin to identify areas for improvement and automation. Are there bottlenecks causing delays? Are there manual data entry points prone to errors? Are there opportunities to streamline communication or eliminate redundant steps?

Geoff shares an example: “There was a list… in a sales order. And in order for… the job details to kind of get released to the rest of the system, the sales had to be released. And what this person was doing is from the list… she was clicking to open it up into a detailed view and then hitting the edit button. And then releasing and then saving. I think it was 5 clicks, let’s call it… She was able to actually release those orders from the table itself. Which she didn’t know, and I said, you can just click there. And so we went from 5 clicks to 2 clicks… she has to go through this list and do it… I think it was 3 or 400 orders once or twice a week. So… pretty massive, massive improvement there.”

His example highlights the significant impact seemingly small workflow optimizations can have on a business’s overall efficiency. Avanti Slingshot, with its robust automation capabilities and user-friendly interface, is specifically designed to empower such transformations.

Setting your print business up for the future

Adapting workflows to a new print MIS is not just about solving immediate pain points; it’s about establishing a foundation for long-term growth and success. When you embrace change and optimize your operations with a solution like Avanti Slingshot, you gain more than just increased efficiency—you gain agility.

In today’s dynamic printing industry, the ability to adapt quickly to changing market demands, embrace new technologies, and capitalize on emerging opportunities is paramount. Geoff reinforces this, saying, “It’s a business management tool, right? I mean, knowing those costs, I’m focusing my efforts. Again, it turns into that constant feedback, I can compare my actual costs.” This continuous improvement mindset, driven by real-time data and insights, is key to staying ahead of the curve.

Avanti Slingshot, with its open API and seamless integration capabilities, empowers businesses to go beyond simply managing print jobs—it becomes a platform for future innovation and expansion. Whether it’s integrating with web-to-print solutions, automating shipping processes, or connecting to industry-leading estimating tools, Avanti Slingshot provides the flexibility to evolve with your business.

However, the journey doesn’t end with implementation. It’s crucial to foster a culture of continuous improvement, regularly evaluating your workflows and seeking opportunities for further optimization. By making data-driven decisions, leveraging Avanti Slingshot’s advanced features, and embracing an ongoing commitment to refining your processes, you can ensure your printing business is primed for success today and well into the future.

Optimize your workflow with Avanti Slingshot

In the dynamic world of printing, clinging to outdated workflows is no longer an option—it’s a liability. As we’ve explored, embracing change and adapting your processes to leverage the power of a modern print MIS solution like Avanti Slingshot is essential for staying competitive, maximizing efficiency, and unlocking new growth opportunities.

From reducing manual tasks and minimizing errors to gaining real-time data visibility and creating a foundation for future scalability, the benefits of workflow optimization are undeniable. By heeding the insights of implementation experts like Geoff Barker, approaching the transition with an open mind, and leveraging the robust features of Avanti Slingshot, printing businesses can navigate this transformative journey with confidence.