Every print shop faces some common challenges when it comes to managing their workflow, process automation is usually found in large print shops, with large print volumes and where jobs are printed over and over again.
Workflow Automation Software works in combination with other programs running in your print shop, it is important to note that some of your actual software infrastructure may already have some automation processes involved. To further automate the workflow is important to be able to communicate one software with another, in most cases, specific Workflow Automation software may not be required.
Software
Generally, print shops have one or more of the following software running:
- Web to Print Software
- Variable Data Composition
- MIS Print Management
- Color Management
A web to print software has many advantages and functionalities, first it gives your shop a front store, helping users find their way into what they will need and letting customize their final product, it helps the owner determine a print order management.
Variable data printing enables the mass customization of documents with text and image changes for groups of addresses based upon which segment of the market is being addressed. Customization and personalization allows a company to connect to its customers using a variety of software solutions.
MIS (Management Information Systems) help print shops collect and manage their own information for decision making, this software integrates with existing systems to help handle real time information and tasks, harvesting information and letting other connected applications take actions is essential for workflow automation.
Color Management it is the measurement and control of each and every step in your production process, maintaining as a goal to know exactly what your output is going to look like, before you actually print.
Sometimes, specific software may comply with many of the above-mentioned functions, for example:
Agfa has developed a complete, automated Sign & Display production hub called Asanti, the software includes a color management solution, integration with the latest version of Adobe PDF Print Engine (APPE), highly specific functionalities (e.g. nesting, see-through concept, proofing support) and fast, automatic pre-flighting.
Another good example is Durst Workflow software, claimed to be an All-In-One solution, which includes all steps of the pre-press and production process in one single application, modules are available for different processes such as: Label Workflow, Large Format Workflow and Corrugated Workflow.
Workflow
You need to determine the existing kind of production workflow currently being used in your print shop, if the work is built around a software-based flow of work, or from the point of quoting to the point of delivery, or do you have semi-automated processes linked by spreadsheets and/or different software, sticky notes, whiteboards, phone calls, regardless of any, if your workflow is not efficient, neither is your production process.
Possible and existent current workflow inefficiencies could be:
- Customer interactions and order entry.
- Too many persons involved in same tasks, generating bottlenecks.
- File checking and prepress preparation.
- Print programming and physical printing.
- Finishing, shipping and fulfillment.
There are several bottlenecks but the most common ones are listed below:
- Dealing with a high number of small jobs
- Increasing throughput; shortening production times
- Keeping up with change; training users
- Customizing the workflow to specific needs
- Complexity of software
Deciding to move to any new software for production workflow (MIS or similar) usually comes after evaluations of current productivity and researching for the right tool or correct operation processes. Reconsidering strategy often leads to new initiatives that include reexamining workflow initiatives.
For smaller shops, costs control is a must, so automation and use of modern print and workflow management tools becomes an investment that can convert into a risk, due to the potential expenses involved in implementing it, but at the end, it is all the cost of success.
Workflow initiatives and enhances
- Add workflow to offer new products & services.
- Improvement of process automation.
- Integration of workflow components.
- Improvement of customer interactions via web-based systems.
- Improvement of operational efficiency (billing, invoicing, CSR).
The best practice is to adopt workflow method and solution that helps automate processes, while focusing on efficiency, decreasing the operational costs while still increasing throughput and depending less on human intervention, in order to have employees invest time in more productive tasks.