We recently described how commercial print outsourcing has the potential to be impacted by tariffs and listed the six tariff-related questions to ask a potential managed print solutions partner.
However, what about managed print services in general? What do print management companies actually do and how can print outsourcing benefit a company?
This blog will explore the topic of outsourced print management and the five things to look for when choosing a print management supplier. The goal is to demystify the concept of managed print and give you the confidence you need to choose an outsourced print vendor.
As noted in a prior blog, print management involves the strategic, centralized oversight and optimization of printing processes within an organization. When print outsourcing companies are engaged, this centralization and optimization is accomplished by external managed print solutions partners who likely have invested in the print management tools necessary to excel in the field of commercial print outsourcing.
These print management companies act as strategic partners, helping organizations streamline their print operations, reduce costs and improve quality across all printed materials. The services delivered can span a wide range of functions, from procurement and print production to logistics and sustainability consulting. In this way, an outsourced print vendor becomes an extension of a business’ marketing, procurement and operations teams.
1. Project Management and Production Oversight
Print outsourcing companies handle the end-to-end coordination of print projects. They match each job to the most suitable print technology based on factors like cost, quantity, quality and turnaround time. This also includes managing timelines, overseeing production schedules, ensuring quality control and troubleshooting any issues that arise. They act as a single point of contact, reducing the burden on the internal teams responsible for procuring managed print services for an organization.
2. Design and Prepress Services
Many outsourced print management providers offer creative services such as graphic design, layout and prepress preparation. They ensure that files are print-ready and optimized for the chosen production method, which minimizes errors and delays.
3. Inventory Management and Fulfillment
For companies that produce large volumes of printed materials, such as marketing collateral or packaging, print outsourcing services often include warehousing and inventory control. The outsourced print vendor tracks stock levels, manages reorders and handles distribution logistics to ensure materials are available when and where they’re needed.
4. Print Audits and Cost Analysis
Outsourced print management companies can conduct detailed audits of a company’s print spend and usage patterns. They identify inefficiencies, recommend cost-saving measures and implement strategies to reduce waste and improve ROI. This data-driven approach helps businesses make informed decisions about their managed print services.
5. Sustainability Consulting
With the growing emphasis on environmental responsibility, many print management companies offer sustainability consulting. They help clients choose more eco-friendly materials, reduce paper waste and implement greener production practices.
6. Technology Integration
Modern outsourced print management companies often provide digital platforms or portals where clients can place orders, track jobs, manage assets and access reports. These tools enhance transparency, improve workflow efficiency and provide real-time insights into print operations.When companies set out to select a managed print services provider, they often gravitate to one question:
Will it identify opportunities for cost savings?
However, choosing a print outsourcing supplier is about much more than cost. When implemented wisely, print outsourcing services have the ability to transform a traditionally fragmented and resource-intensive function into a streamlined source of strategic advantage. They empower the business to operate more efficiently, reduce costs and focus more on their core competencies.
1. Cost Savings
One of the most immediate benefits of outsourced print management is cost reduction. Print management companies leverage their buying power and vendor relationships to reduce the cost per printed piece. They also help eliminate hidden costs associated with poor print planning, over-ordering or last-minute rush jobs. Through audits and analytics, they identify areas of waste and implement cost-saving strategies.
2. Improved Efficiency and Focus
Attempting to manage print internally can be time-consuming and complex, especially for companies with multiple departments or locations. Print outsourcing allows marketing, procurement and operations teams to focus on strategic initiatives rather than administrative tasks. The outsourced print management provider handles everything from paper selection and project coordination to delivery logistics.
3. Consistency and Quality Control
Maintaining brand consistency across printed materials is critical. Print management companies ensure that all materials adhere to brand guidelines and quality standards. They oversee production processes, conduct quality checks and ensure that every piece — whether it’s a brochure, label or product packaging — meets expectations.
4. Scalability and Flexibility
As businesses grow or experience seasonal fluctuations, their print needs can change rapidly. Outsourced print vendors offer the flexibility to scale services up or down as needed. Whether it’s a one-time campaign or ongoing production, they can adapt quickly without requiring additional internal resources.
5. Access to Expertise and Innovation
Print outsourcing companies bring deep industry knowledge and stay current with the latest technologies, materials and trends. They can recommend innovative solutions, such as variable data printing or sustainable substrates, that a company might not be aware of internally.
6. Enhanced Reporting and Transparency
With centralized oversight and digital print management tools, businesses gain better visibility into their own print operations. Detailed reporting on usage, costs and performance helps inform future decisions and supports budgeting and forecasting efforts.
7. Environmental Responsibility
Sustainability is a growing priority for many organizations. Print management companies help reduce environmental impact by optimizing print runs, minimizing waste and sourcing eco-friendly materials. They can also track and report on sustainability metrics.
8. Risk Mitigation
By choosing a print management supplier instead of attempting to manage print internally, companies reduce the risk of production errors, missed deadlines and compliance issues. Commercial print outsourcing providers have contingency plans and quality assurance processes in place to ensure smooth execution.
Outsourced print management can be a game-changer for efficiency, cost savings and brand consistency. But not all print management companies are created equal. To ensure you’re partnering with the right managed print solutions partner, it’s essential to evaluate their capabilities across several key areas. From cutting-edge printing technology to creative services and data analytics, here’s what to look for when choosing a print management supplier.
1. High-Speed, Cost-Effective Inkjet Printing Technology
For large-volume print projects, speed and cost-efficiency are critical. High-speed inkjet printing has revolutionized commercial print outsourcing by offering both.
Unlike traditional offset printing, which requires costly setup and plate creation, inkjet printing allows for rapid turnaround and lower per-unit costs — especially for variable data printing. This makes it ideal for direct mail campaigns and other personalized marketing materials.
A supplier equipped with advanced inkjet technology can deliver high-quality output at scale, with the flexibility to handle short runs or large batches without sacrificing speed or consistency. When evaluating an outsourced print vendor, ask about their inkjet capabilities and how they manage high-volume jobs under tight deadlines.
2. Finishing, Binding and Inserting Capabilities
The quality of your printed materials doesn’t stop at the press. Finishing, binding and inserting are essential steps that influence the final look, feel and functionality of your print products.
Professional finishing options — such as laminating, UV coating, embossing and die-cutting — can elevate the perceived value of your materials and enhance brand impact. Binding methods like saddle stitching, perfect binding or spiral binding ensure durability and usability, especially for booklets, catalogs and manuals.
Inserting capabilities are equally important for direct mail and multi-component packages. A managed print services provider with automated inserting systems can efficiently assemble and distribute complex mailings with precision and accuracy.
When choosing an outsourced print management partner, ensure they offer a comprehensive range of finishing, binding and inserting services that align with your brand standards and project requirements.
3. Service, Quality and Delivery at a Competitive Price Point
A successful print outsourcing relationship hinges on more than just technology. It also requires a commitment to service excellence, quality assurance and reliable delivery.
Look for print management companies with proven track records of meeting deadlines and maintaining high production standards. Ask about their quality control processes, customer service responsiveness and ability to handle last-minute changes or rush jobs.
While cost is always a factor, the lowest price doesn’t always equate to the best value. The ideal print management partner offers competitive pricing without compromising on quality or service. They should also be transparent about pricing structures and provide detailed reporting to help you track spending and ROI.
Finally, timely delivery should be considered non-negotiable. Whether you’re launching a national campaign or restocking retail signage, your print materials need to arrive on time and in perfect condition. Choose a print outsourcing supplier with robust logistics and distribution capabilities to ensure consistent, on-time delivery.
4. Access to Creative and Data Analytics Resources
In today’s marketing landscape, print is no longer just about ink on paper — it’s about creating experiences that resonate. That’s where creative services and data analytics come into play.
An outsourced print service with in-house creative resources can help you design compelling, brand-aligned materials that capture attention and drive engagement. From layout and typography to precise color management and eye-catching imagery, creative expertise ensures your print assets stand out.
Equally important is the ability to leverage data. Print management companies that offer analytics tools can help you track direct mail campaign performance, segment audiences and personalize content for better results. Data-driven print strategies lead to higher response rates and improved ROI
5. Technology Solutions
Efficient print management goes beyond the production process — it requires smart systems that streamline ordering, inventory and reporting.
Look for print outsourcing companies that offer robust technology solutions to centralize and simplify your print operations. Features like online ordering portals and real-time inventory tracking provide an invaluable “single source of truth” to your organization, saving you time and reducing administrative overhead.
One of the largest global print and communications companies in North America, Taylor specializes in the types of managed print services described in this blog. All of the key attributes to consider when choosing a print management company are found in Taylor.
Cost-Effective Printing Technology
In addition to our ongoing investments in the high-speed digital inkjet presses ideally suited to managed print services, Taylor has a vast fleet of sheet-fed and web-fed presses.
Finishing, Binding and Inserting
Comprehensive finishing services — embossing, die cutting, folding, gluing and more — are backed by advanced book binding capabilities and among the most sophisticated direct mail capabilities in the nation.
Service and Quality With Competitive Pricing
Taylor is known in the commercial print outsourcing category for its print quality, hands-on customer service and a nationwide production footprint that enables us to deliver competitive pricing.
In-House Creative and Data Analytics
Bolster, a Taylor company, builds brands and crafts memorable experiences through a combination of strategy, design and storytelling. Likewise, Taylor’s in-house data analytics experts uses proprietary data sources and custom scoring models to drive higher ROI on direct mail campaigns.
Industry-Leading Technology
Taylor’s Response Element™ system enables our print management customers to search, order, view, track and gather reports on their print programs via a single, easy-to-use online order management portal. Profile Manager, meanwhile, is specially designed for the demands of multi-location retail print management. Thanks to its location profiling capabilities, Profile Manager helps ensure that the right size, style, version and quantity of printed in-store marketing materials are delivered to each location.
See how choosing the right print management company can positively impact your brand, budget and operational efficiency. Contact your Taylor representative to learn more about our managed print services.