The Chemistry Behind Print Optimization

Transactional and production printing have become indispensable components of modern business operations in today’s fast-paced world. As organizations increasingly prioritize document output and distribution processes, print workflow and output optimization software have become pivotal in centralized print rooms. This paradigm shift has given rise to a new era of office printing, marked by user-friendly production print technology and the entrance of renowned office equipment manufacturers such as RISO, Kyocera, and Sharp into the light production print market, formerly dominated by Xerox, Canon, Konica Minolta, and HP.

The significance of streamlining print workflows

Print workflows involve multiple crucial steps beyond document generation. While the digital distribution of documents through ERP or accounting systems has made strides, the need for printed documents persists in various industries. Therefore, optimizing the print workflow is essential for organizations seeking time and cost savings while aligning with digital transformation initiatives.

Managed print services (MPS) setups have already introduced cost-saving measures like routing large print jobs from desktop printers to larger, on-site devices or outsourcing partners. To maintain data control and ensure efficiency, organizations must ensure that on-site printing delivers a streamlined and optimized data stream, typically PDF. Additionally, the printed data should be easily accessible and further optimized for archiving and web presentation purposes, with tracking of each printed piece from reception until delivery.

User-friendly solutions for the modern office

The future of light production printing not only revolves around technological advancements but also centers on user-friendliness. In-plant and print service centers have embraced standard approaches to streamline their print process. The latest generation of inkjet-based output devices exemplifies this trend by requiring no special technical skills for operators or complex color calibrations for the devices, making them a perfect fit for modern office environments.

Integrating graphic user interfaces and no-code solutions has simplified complex print optimization tools. This empowers employees to work more efficiently without requiring extensive programming skills. With just a few clicks, users can now effortlessly manage print workflows and meticulously track printed documents from start to finish. The ease of use significantly enhances productivity and reduces the learning curve, thereby improving the overall printing process in the modern office.

Upgrading processes for the office of the future

To thrive in the office of the future, organizations must proactively collaborate with trusted partners to redesign their hardware and software strategies and seamlessly integrate productivity software. By doing so, they can leverage the latest advancements in print optimization technology, streamline print workflows, and ultimately achieve significant time and cost savings while supporting their digital transformation endeavors.

These hardware and software upgrades are essential as businesses strive to adapt to an ever-changing landscape. They allow organizations to meet the growing demands for efficient and eco-friendly printing solutions, ensuring they stay ahead of the competition.

As the business world continues to evolve, the seamless integration of print optimization software, user-friendly tools, and strategic partnerships with industry players will play a pivotal role in shaping successful and sustainable businesses. The chemistry behind print optimization in the modern office has evolved over the years, focusing on efficiency, user-friendliness, and cost-effectiveness. 

By embracing these advancements and adapting their print processes accordingly, organizations can harness the power of print technology to optimize resources, boost productivity, efficiency, and security, and stay ahead in an ever-evolving business landscape. 

In the past, it would be typical to support “basic” print workflow setups with an entry-level software bundle, including print and mail job tracking, PDF and data optimization, tagging for archive/retrieval purposes, and batching-like work for postal savings. More common now, though, is light document re-engineering to repurpose existing documents, either by adding or removing barcodes and other information or by de-imposing and repurposing document pages to create more personalized communication.

As technology progresses, this chemistry behind print optimization will remain critical in achieving operational excellence and fostering a prosperous future for the modern office.

Mary Ann has been in the production printing and customer communications delivery industry for over 30 years. As Chief Experience Officer and a principal founder of Solimar Systems, Inc., her focus is on developing and executing Solimar Systems’ go-to-market and customer and partner engagement strategies.