The following tips will assist you in producing consistently effective print projects, delivered on schedule and on budget. 

1. Communicate

Without doubt, nothing is more important in the partnership. Ask questions, early and often. Keep your printer informed and demand the same in return.

2. Plan Ahead

Different print jobs can take anywhere from hours to weeks to produce. Be realistic in your expectations. Your printer can help with a production schedule, working backwards from required deadlines.

3. Timing is Everything

Procrastination is expensive in this game. Last minute rushes and changes increase the price. Give yourself the time to “do it right, not twice”!

4. Be Specific

Printing is customized manufacturing – accurate and detailed specifications are crucial. You might be surprised at how seemingly minor details can dramatically impact price.

5. Effective File Preparation and Proofing

Define responsibility for preparation and alteration of digital files. Obtain colour accurate proofs. Assign proofreading responsibility, acknowledge and communicate the consequences of proof sign-off.

6. Create a Digital Library

Have your printer assist with a professional preparation and organization of the digital files for each and every printed item in your organization. Adequate file preparation comprises proper file format, consistent positioning of the logo, text and images and ink colour for every item. Create an easily accessible digital library by archiving these files with your printer, enabling future print runs be they repeat orders or those requiring modifications. 

7. Learn Trade Customs

The industry utilizes a common set of generally accepted practices. These ‘customs’ cover issues such as minimum required specifications, file alterations, acceptable quantities and shipping charges. Make it a point to understand them. Have your printer assist in the interpretation process. 

8. Streamline the Procurement Process

Give responsibility to a detail-oriented individual within your organization to manage this function. Have them learn the complete catalogue of printed items, including specifications. Enlist your printer’s help in educating this individual. Establish procedures for re-ordering regular items. Define the process and expectations for collaborating on new or proposed print projects.

9. Print Smart

Invest some upfront effort quantifying your real needs. Print only what is truly required, aiming for zero waste. Printing masters for recurring items such as stationery and newsletters can improve consistency and lower cost, especially in organizations with higher volume, recurring print needs.

10. Consider Paper Options

Paper typically comprises about a third of the total cost of a print job. Most associations do mailings regularly. You can significantly impact both print and postage costs by asking your printer about alternative grades and options. 

Dan Stevens is a Partner and Vice President Sales and Marketing with Marcam Printers Ltd., a company building print partnerships with its customers for over thirty years. Full in-house services include design, electronic prepress, print, bindery, finishing, shipping, warehousing, fulfillment and complete print management. Dan can be reached at (416) 240-9495 or dstevens@marcamprinters.com 

The practices described in this area are described as Better Practices for a very good reason. We have a great deal of difficulty with the term best practices used in any other context than to refer to the results of benchmarking exercises involving real and relevant organizations with tangible results.  We offer Better Practices related to areas where we feel that change is needed in associations. Better Practices are intended to provoke thought, and to encourage organizations to think about what they are doing and how they are doing it.