Why print businesses need output management software

By Juergen Krebs, Software Sales Manager, Ricoh Graphic Communications, Ricoh Europe

Ricoh Europe, London, September 22, 2023 – Is it hard to maintain consistent print productivity? Is it a struggle to handle high volume orders and tight deadlines? These and other output management challenges can significantly impact a Print Service Provider’s (PSP’s) efficiency.

The good news is they can be overcome with the implementation of a strong output management solution that manages print jobs from initiation to final output, directing jobs to the appropriate printers, offering automation, and verifying successful completion.

Output management systems also track and report on print activities to deliver a number of other advantages including these four:

1 Improved Efficiency

Many of the tasks involved in print production can be automated, reducing manual labour and the risk of human error. This enables even small PSPs to handle larger volumes of work more efficiently, as many of the tasks are automated, and serve as a check and balance for the final output, ensuring consistency and client satisfaction. Users can submit print jobs into automated queues with predefined prioritisation rules and the appropriate printers are identified based on formatting requirements.

2 Cost Savings

When using integrated with automated workflows, output management systems deliver significant cost savings. They can also provide detailed tracking and reporting on print activities, helping identify areas where resources can be better deployed.

3 Reliable Security

Built in security features protect sensitive information and guarantee that print jobs are accessible only to authorised individuals. By ensuring that print jobs are managed in a controlled environment, output management gives peace of mind for print businesses that work with sensitive customer data and require consistency across functions.

4 Operational Scalability

As operations grow, output management systems offer future proofing capabilities via their scalability to accommodate increased volumes of work. They automate workflow and then adjust for increased volume and complexity of the printing requirements over time.

By integrating advanced technology into the heart of print operations, output management software streamlines processes and enhances accuracy. It eases the burden on IT resources by streamlining and automating the handling of documents across the entire printing process and improves efficiency and client satisfaction upon job delivery and order fulfillment.

When considering which output management software to adopt PSPs should look for solutions that:

  • Are easy to use with an intuitive interface that’s simple to navigate, even for those without extensive technical knowledge. This will ensure that all staff members can use the software effectively.
  • Seamlessly integrate with existing systems and hardware, as well as current ERP and MIS solutions. This integration will ensure a smooth transition and prevent workflow disruptions.
  • Have robust security features given the sensitive nature of some print jobs. This can include access controls, encryption, and audit trails.
  • Offer strong client support. This can be invaluable when encountering issues or requiring assistance with software.

This topic was explored during our Unravel Your Print Workflow webinars. To learn more watch here,

Ricoh’s print management software tools, such as RICOH TotalFlow BatchBuilderTM and RICOH TotalFlow Production ManagerTM, allow operations of all sizes to manage variable print volumes with ease and consistency. They automate and centralise the management of printing tasks and provide real time data reporting on print activity, including usage and error rates. They cut costs by simplifying environments that use a complex mixture of systems and multiple print servers, reducing the strain on IT. They integrate easy to read dashboard reports from, for example, RICOH Supervisor™, driven by real time data, aiding complete visibility into addressable inefficiencies. They transform print-centric data streams into web ready documents providing crucial information where, when, and how users need it.

Not sure where and what your workflow inefficiencies are and how an output management solution fits into your environment? Speak to a Ricoh representative about a workflow assessment or request a complete solutions tour to discover what’s best for your business strategy and goals.



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