Printing is still essential to business, even in a digital-first world. From marketing brochures and training manuals to contracts and packaging, organisations rely on printed materials to communicate, inform, and build their brand. The real challenge is deciding how best to manage these needs without overspending.
For most businesses, the choice comes down to two approaches: in-house printing or outsourced print management services. Both offer advantages and drawbacks, but outsourcing often delivers more value when it comes to long-term cost savings and efficiency.
Advantages of In-House Printing
-
Flexibility and Control
In-house printing gives businesses greater control over urgent and small print jobs. It allows for immediate production without relying on third-party schedules, which can be especially helpful when last-minute changes or quick turnarounds are needed. With equipment on site, businesses can quickly adjust specifications and test layouts without waiting for vendor feedback.
-
Reduced Third-Party Costs
Businesses may lower expenses for smaller print runs by avoiding vendor fees, shipping costs, and third-party margins. Eliminating these outside costs can make in-house printing more affordable when producing only limited materials.
Disadvantages of In-House Printing
-
High Upfront and Maintenance Costs
In-house printing requires significant investment in equipment, supplies, and ongoing upkeep. Printers, copiers, and software can be expensive, and businesses must also account for regular repairs and replacements.
In addition to hardware, consumables such as ink, toner, and paper add recurring expenses. Over time, the unpredictable nature of these costs can strain financial planning and divert resources away from more strategic initiatives.
-
Staff and Resource Strain
Operating and maintaining printing equipment requires dedicated staff time. Employees may spend hours troubleshooting machines or managing supply levels, which detracts from their primary responsibilities.
Instead of focusing on core operations, staff must juggle administrative tasks that could easily be handled through outsourced print management services.
Advantages of Outsourced Printing
-
Cost Predictability and Savings
Outsourced print management eliminates the need to purchase expensive hardware, helping businesses avoid capital outlays. Instead, they benefit from predictable monthly fees covering printing, supplies, and repairs, simplifying budgeting.
Many providers also achieve economies of scale, offering lower per-unit costs for larger print runs.
-
Access to Advanced Technology
Partnering with a print management provider ensures access to the latest printing technologies without requiring direct investment. From high-quality graphics to secure document handling, outsourced services offer features that in-house systems often cannot match. Outsourcing also allows businesses to integrate print efforts with broader strategies, such as managed marketing services.
Disadvantages of Outsourced Printing
-
Dependency on Third-Party Schedules
One drawback of outsourcing is that businesses must work around vendor timelines. If the provider cannot accommodate immediate requests, urgent projects may face delays. This lack of direct control can be problematic for industries with frequent last-minute needs.
While many providers offer efficient processes, businesses requiring instant results might find external scheduling restrictive.
-
Potential Confidentiality Concerns
Entrusting sensitive information to an outside provider can raise security issues. Industries handling confidential data, such as legal or financial firms, may be cautious about sending documents outside the organisation.
Although reputable print management services maintain strict security standards, the perception of risk can still be challenging for businesses prioritising in-house handling of private information.
Make the Smarter Choice for Long-Term Savings
When weighing both options, in-house printing may work for companies with low-volume, time-sensitive needs. However, the costs of equipment, supplies, and staff time usually outweigh the benefits.
Outsourced print management provides predictable expenses, higher efficiency, and professional results, making it the stronger long-term choice for most businesses.
At Emmpressit, we provide tailored print management services that help businesses save money and streamline operations. Our solutions cover procurement, warehousing, stock control, and distribution, all supported by an easy-to-use online portal. Contact us to see how we can improve your print management.