A More Efficient Workflow

This probably won’t come as a surprise to anyone, but the difference between a successful, profitable commercial printing business and one that struggles isn’t always due to technologies owned, verticals served, or even the types of applications produced. Rather, the difference between growth and closing the doors often comes down to something much more intangible: workflow.

“A streamlined, efficient, optimized, and automated workflow can be a superpower for every type of printer,” Pat McGrew, managing director of the McGrewGroup, says. “The more efficiency and automation you apply to common, repetitive tasks, the less opportunity there is to introduce errors, the less manpower it takes to manage jobs to production, and the more profit becomes available on each job.”

That is something that Sussex, Wisconsin-based Quad has seen in practice, with its director of continuous improvement, Brad Tompkins, noting, “A streamlined workflow is critical for meeting customer expectations of shorter lead times, consistent quality, and cost-effective solutions. Improving workflow helps reduce bottlenecks, minimize waste, connect tools and systems, and ensure every step of the process is adding value for an optimized operation.”

But what does an efficient workflow actually mean? And what should you look for within your own operations to improve your current workflow? Make no mistake. No matter how efficient a print service provider (PSP) might think they are, there are always improvements that can be made.

The Evolving Workflow Landscape

Workflow solutions and processes are always evolving. Software companies are finding new, more efficient ways to complete tasks. Automation is becoming integrated into more equipment and processes. More systems are able to talk to one another and exchange data. New features, such as artificial intelligence (AI) data management and reporting, are constantly being added and refined.

In other words, workflow isn’t a static solution that can be installed and forgotten about. Rather, it is a dynamic, evolving element of your business. Even in just the past few years, workflow has seen some big shifts.

“For many years, Quad has used automation to streamline repeatable tasks to create efficiencies and free up employees for higher-value activities,” Tompkins notes. “Workflows have become more digitized and integrated with increased adoption of automation tools and software. Less manual intervention also helps reduce human error. We’ve invested in AI for its potential to further improve workflows, training, troubleshooting, and even maintenance.”

And it’s not just limited to larger operations, either. “The tools now available make [workflow automation] more accessible to more printing companies,” McGrew points out. “You don’t need a computer engineering degree to take advantage of most of the workflow automation solutions, though in some cases you may want to engage a consultant who specializes in the workflow you want.”

That pace of innovation isn’t slowing down. McGrew continues, “As an industry we are spoiled for choice. There is a vendor with the perfect solution for every size and type of printer. New tools and solutions enter the market regularly. The odds are that we will see more AI-enabled tools for developing, implementing, and maintaining efficient workflows — we already see some of it today. Don’t be surprised if the market starts bringing solutions to workflow that you interact with via chat or voice.”

AI, in particular, is something Tompkins is watching. “We’ve only just scratched the surface with what’s possible with AI,” he says. “Just three years ago we weren’t talking about AI, and now it’s a part of every conversation about optimization. The market keeps changing, and technology is changing even faster. Being adaptive to these kinds of shifts and having personnel with the right skills will ensure that printers can stay on the cutting edge and keep up with the inevitable changes of the future.”

For a PSP looking to stay ahead of the competition, this means workflow isn’t something they can afford to ignore. It’s not enough to install a piece of software in an operation and move on. With the pace of innovation, this is something to be revisited and tweaked annually, at a minimum.

Streamlining Your Operation

Here are a few tips to not only implement new workflow solutions, but keep them updated and fresh as the business continues
to grow.

1. Don’t expect it to be a quick process. “Depending on your current state you can expect preparation for a workflow optimization program to take a few months,” McGrew stresses. “Once your data is streamlined and normalized, you are ready to talk with current and potential vendors, consultants, and peers to help define a strategy and build a plan. It doesn’t have to take years!”

The important part to point out is that the process can take a few months — after the data has been organized. That is the first step to any optimization program. A company can’t improve what they don’t track, so taking the time to examine the current operation and how work moves through the system — from the first sales call to the final product — will help determine what areas are already embracing efficiencies, and which ones require the most room for improvement.

“We always start with a value stream map, which looks at our client’s needs and identifies bottlenecks, inefficiencies, and inventory levels,” Tompkins says. “It provides the highest-level picture of a current process, from beginning to end. From there, we assess current workflows, including the tools in the system, the people, and the process. Then we simplify and standardize, identifying what we can build or bring in to help the process be more frictionless, including AI, software, or other automation methods.”

2. Don’t try to do it all at once. Workflow touches every part of a business — or at least it should. A good system will, eventually, follow a job from end to end, without needing anyone to re-key information or manually move the data around. Trying to change every system in a business at the same time will cause confusion, frustration, and likely end up slowing processes down rather than making it more efficient. Instead, create a plan for rolling out new systems in phases, allowing the team to work out any kinks or unforeseen hiccups before moving on to integrating the next piece in the line.

3. Involve the employees. Out of all the technologies in an operation, workflow is the one each employee will touch every day. It dictates how work moves through a business, and the goal is to make it easier for employees to do their jobs, not harder.

“There is no evidence that employees like inefficient processes, repetitive tasks, or the heroics required when something goes wrong because incorrect information was communicated about a job,” McGrew notes. “Sometimes, it is best to take a deep breath and step back, call together the team leads, and ask what their pain points are over beer and pizza. Get to the bottom of challenges, and then offer the idea of assessments and optimization to make everyone’s job experience better.”

That is the biggest pitfall Tompkins sees fellow printers run into as well. “People are the most critical aspect of any optimized workflow,” he says. “Not involving the right people who understand the process, not facilitating change management, and failing to provide adequate communication and training can derail any workflow — even those that are more automated. Overcoming these obstacles requires the right team, investing in their skills as needed, and communicating as much as possible.”

4. Learn from peers. Tompkins notes that the one piece of advice he wishes he had known before he started getting serious about workflow was, “Focus on the ‘Why?’ If you’re developing a workflow that’s not linked to a client need, improving sales, or helping with operational efficiency, why are you doing it? These efforts should focus on areas that significantly impact business growth or efficiency.”

McGrew echoes that advice. “The best advice I ever had was to follow the money,” she says. “I’ve always looked at workflow from that point of view: Where can I eliminate bottlenecks and loops, bridge gaps, and make better use of the people in the shop? It always makes a difference.”

Streamlining workflows isn’t as flashy as installing a new press, adding new finishing capabilities, or even entering a new vertical. But it can have just as much — if not more — of an impact on the bottom line as all those things combined. It doesn’t matter what markets a PSP serves, products they produce, or technologies they offer if they are losing time and money on every job due to an inefficient workflow. To be set up for success not just today but well into the future, start investing in this crucial connective tissue that ties it all together.