How Does A Print Management System Work?

Posted by Whitney Williams on Dec 5, 2018 2:18:18 PM


Are you interested in implementing a Print Management System, but don’t know where to start? Would you like to take advantage of the cost and time savings, but are unsure how the process works? This article will break down the process of implementing a Print Management System into five simple steps.

Let’s begin by reviewing what a Print Management System, or PMS, is: 

A Print Management System is a cost saving program that helps businesses streamline the procurement, purchasing, and re-ordering of essential printed items for their business.

During the process, a print specialist works with your organization one-on-one. This point person should be someone who is an expert in the print industry and well-versed on the ins and outs of print procurement.

Having someone like this on your team can be a great asset. Not only will they save you time and money, they will also give you peace of mind when it comes to items that your organization must have on hand on a day to day basis.

So now that we know what a PMS is, lets take a look at each step in the process towards implementation.

Step 1: Introductory Meeting

In this meeting your print specialist will talk you through the program step-by-step. They should clearly explain how the program works, what your expectations should be, and answer any questions or concerns you might have. This is the time to get all your questions out in the open before the real work begins.

Step 2: Survey

The survey phase is where the rubber meets the road. You will be asked to work directly with your print specialist and provide them with documents, samples, and information. This includes your current print needs, current suppliers, costs, and available stock. Your print specialist will take all this data and use it to craft a system that is right for you.

Step 3: Proposal

Next comes the proposal. Your print specialist will create a comprehensive plan for your business and present it to you for consideration. Make sure to read this thoroughly and ask about anything that is unclear. 

Step 4: Agreement

If you are satisfied with the proposal, you will then sign a contract. Contract lengths may vary, but they are typically 1-2 year terms. Signing your contract means that your Print Management System is about to become a reality!

Step 5: Implementation

Congratulations! If you make it to your implementation stage, then your fully functional PMS is right around the corner. During this final stage your print specialist will become your advocate for all your print procurement. Getting you the best quality, at the best price, and creating a streamlined system for managing all your print needs will be the top priority. The full-scale implementation may also involve tech support in the form of an online portal. This will offer you greater efficiency if your business is subject to higher turnover rates or if you have a variety of staff members purchasing product. Your portal will give everyone easy access to online ordering for your most frequently used items.

As you can see from the list above, implementing a comprehensive Print Management System is something that any business can do under proper direction from an experienced print specialist.


Interested in learning more? Check out our other articles on this topic:

 The Top 3 Reasons Why Your Resort Needs A Print Management System



Topics: Print Management System, Marketing, Print, Promotional Products