Benefits Of Outsourcing High-Volume Copying

High Volume Copying: A single document for an in-house use like meeting notes can be printed on your desk printer or MFD (Multi-Function Device) in the office. However, for larger volumes of printing, this is going to result in a loss of both money and resources.

Most print companies that have digital black and white (or colour) machines can run at lightning-fast speed, churning out A4 copies at 100 sheets per minute and faster. If you have a large number of hard copies, then scanning and photocopying will be a lot more economical to outsource.

Case Study

One example of the benefits of outsourcing over in-house high volume photocopying occurred about 7–8 years ago. A client called us requesting a cost for a high volume photocopying job. The client was a solicitor. The job was priced at around £1000 and was needed back to their office within a couple of days.
We told the client this would not be an issue at all, and the job was all ready to go until, at the last minute, the client cancelled. Her boss had calculated that as they had various office printers in-house, they were going to save money and carry out the printing themselves.

The next morning the client called us — it had all gone wrong. We were told they had spent vast amounts on ink cartridges, as they had run out quicker than expected and been forced to make a late-night dash to Staples to top up. On top of this, their printers, not designed for High Volume photocopying, kept jamming. My client was not happy with her boss!
She calculated that the cost of the ink cartridges coupled with the overtime rates of a junior solicitor meant the whole exercise had not been anywhere near as cost-effective as first thought. She had spent hours working into the night, with jammed printers and bits of paper everywhere, and still, the work was not even halfway completed.
We reprinted the job and delivered it that day.

Another Example

Another example was when we received a letter from the Procurement Department of a university. We had been printing manuals for many years. The manuals had different coloured card covers, were A4 and wire-bound and printed in black and white. The amounts were anything from 50 to 250.
The letter informed us that they would no longer require our services. I called the Procurement Department to see if we had done anything wrong. To find out why, after all these years, they had decided they no longer needed us.

They told me that they had invested in a large number of MFDs — one for every floor of the university, in fact — and the price per copy on each of the machines was less than we were charging per copy. Without being rude, I asked a couple of questions.

Firstly, I politely asked if the machines had a rental cost attached and, if so, did they include this in their calculations of the value of the “clicks” or “price per copy”?
I also asked if they had taken into account the cost of the paper. Our prices included that too.
Lastly, I asked if servicing and toner were included in the service charges, as our costs per copy also included this.
To these questions, I was met with silence. Clearly, the costs had not been accounted for. But the deal was now done. I had lost the work.
What I also knew, but did not mention, was that these manuals made up the principal amount of printing that happened on a day-to-day basis for the university. So the monthly rental charges were going to be paid every month. Even if the MFDs were not used. The manuals were mostly run through the summer. Just to give out to students at the beginning of the term in September.
I think it was about two weeks before I received my first order back from the university. We started printing books for all the different departments again.
We gained the work back not because of any of the points that I mentioned above. It was because our cost included The Printroom doing the work too.
Our Pre-press Department jiggled files and made slight amendments to make them print-ready. We also notified the client when something was wrong. Then delivered the work back to the lecturers’ offices.

The lecturers did not have time to stand over a photocopier to print and bind hundreds of manuals; they needed to concentrate on their jobs: teaching and preparing classes.
This was the primary factor that made outsourcing high-volume copying the best solution for the university.
If you are thinking about outsourcing high-volume copying, weigh up all of the benefits of keeping the work in-house against outsourcing it first, but don’t just think of the cost per copy (click price). Choose a print company that has a reputation for the work that you produce too if you ask for any testimonials or samples these are usually given to you without hesitation. If you have any questions regarding outsourcing any photocopying, please feel free to contact me directly as I am always happy to help with this. You can contact me on slewington@printroom.co.uk or call me on 07971 123 034. To see our rates on high volume copying, please visit our un-bound printing page.

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