skip to main content
How Does A Print Management System Work?

How Does A Print Management System Work?

Tuesday, January 15, 2019

Are you interested in implementing a Print Management System but don’t know where to start? Would you like to take advantage of the cost and time savings but are unsure how the process works? This article will break down the process of implementing a Print Management System into five simple steps.

Let’s begin by reviewing what a Print Management System, or PMS, is:

A Print Management System is a cost-saving program that helps businesses streamline the procurement, purchasing, and re-ordering of essential printed items for their business.

During the process, a print specialist works with your organization one-on-one. This point person should be someone who is an expert in the print industry and well-versed in the ins and outs of print procurement.

Having someone like this on your team can be a great asset. Not only will they save you time and money, they will also give you peace of mind when it comes to items that your organization must have on hand on a day-to-day basis.

So now that we know what a PMS is, let's look at each step in the process towards implementation.

Step 1: Introductory Meeting

In this meeting, your print specialist will talk you through the program step-by-step. They should clearly explain how the program works, and what your expectations should be and answer any questions or concerns you might have. This is the time to get all your questions out in the open before the real work begins.

Step 2: Survey

The survey phase is where the rubber meets the road. You will be asked to work directly with your print specialist and provide them with documents, samples, and information. This includes your print needs, suppliers, costs, and available stock. Your print specialist will use all this data to craft a system that is right for you.

Step 3: Proposal

Next comes the proposal. Your print specialist will create a comprehensive plan for your business and present it to you for consideration. Make sure to read this thoroughly and ask about anything unclear. 

Step 4: Agreement

If you are satisfied with the proposal, you will sign a contract. Contract lengths may vary, but they are typically 1-2 year terms. Signing your contract means that your Print Management System is about to become a reality!

Step 5: Implementation

Congratulations! If you make it to your implementation stage, your fully functional PMS is right around the corner. During this final stage, your print specialist will become your advocate for all your print procurement. Getting you the best quality at the best price and creating a streamlined system for managing all your print needs will be the top priority. The full-scale implementation may also involve tech support as an online portal. This will offer you greater efficiency if your business is subject to higher turnover rates or if you have various staff members purchasing products. Your portal will give everyone easy access to online ordering for your most frequently used items.

As you can see from the list above, implementing a comprehensive Print Management System is something that any business can do under the proper direction from an experienced print specialist.