Tag: print and fulfillment

Ask These 6 Questions For A Better Print and Fulfillment Quote

Posted on by Tracy Grzybowski

If you print, warehouse, and ship training manuals or other materials as part of your educational programs and plan to go out for bid for those services, include these six questions in your print and fulfillment estimate request to ensure you’re getting accurate, transparent pricing.

The process of selecting a new print and fulfillment vendor can be time-consuming, resource-intensive, and feel risky. Will a new partner really deliver on all that was promised? Will it be disruptive to your organization or your end-users? And will there be any hidden or unanticipated costs?

Most organizations provide a formal request for proposal or request for estimate to prospective print vendors to gather standardized and objective data to minimize uncertainties about costs and capabilities.

Where Print and Fulfillment Estimates Usually Fall Short

 The most logical place to start when requesting a quote is by providing all print and mailing specifications to prospective vendors, including print quantity, page count, paper type, size, etc.

With this information, print providers typically calculate a roll-up of total costs that may include:

  • Price break quantities
  • Per-piece cost, and
  • Estimated shipping costs based on a sample destination

While this roll-up of pricing is usually sufficient for a one-time or less frequent print run that is shipped all at once or in bulk, it does not provide the level of detail necessary to truly understand all annual costs to print, warehouse, and ship materials on an ongoing basis.

Six Costs That Should Be Included on Your Estimate

In addition to understanding the overall cost-per-piece for each title in your training library, you’ll want to be sure any print and fulfillment estimate clearly outlines the following:

  1. Average print cost per title and/or per course
  2. Average number of items in a package
  3. Average box weight
  4. Average orders per month
  5. Average cost per shipment
  6. Total cost per class/course and the annual cost per class/course

Including these six calculations on your estimate request forces your proposal writing team to include the right amount of detail in the RFP so prospective vendors can better understand your current processes, workflows, and requirements early on. This helps to ensure you find someone who is truly a best fit for your organization.

It also results in more accurate and transparent pricing because it helps to eliminate any assumptions that may be unknowingly included in the vendor’s calculations.

And by having this level of detail early on, the best prospective partners may be able provide new ideas that could save you money and create efficiencies.

A New Approach to Print-on-Demand for Training Programs

Posted on by Tracy Grzybowski

Training organizations are looking at print-on-demand solutions to manage the financial risk of printing course materials. But print-on-demand does have a major downside—namely, increased cost.

In response, organizations like Omnipress have developed a new print-on-demand model known as micro-inventory, which combines a low-risk print model with a better cost-per-piece.

Making a case for printing training materials on-demand

According to our 2022 Training Trends Report, more than half of organizations still plan to provide printed training materials to both in-person and virtual course participants. But organizations are facing increased costs across the board, from supplies to staffing. And paper is no exception. To help manage costs,  more organizations are considering moving to a print-on-demand model instead of traditional print and fulfillment.

A traditional print and fulfillment model works best with well-established, flagship courses where demand is both large and predictable enough to print and warehouse a higher quantity of training materials that can be ordered and shipped quickly throughout the year.

But when organizations introduce a new course, or the delivery model of that course changes, enrollment is more difficult to forecast. Longer print runs become riskier.

The benefits of printing training course materials on-demand

Printing educational materials on-demand allows an organization to order a smaller quantity of course books or training manuals on an as-needed basis, which provides several benefits:

Improves cash flow

Smaller print runs mean reduced up-front costs, which equates to potentially improved cash flow for the organization.

Reduces overhead

A print-on-demand model often minimizes or reduces the need to inventory materials in a warehouse and the related fees.

Minimizes waste

By reducing the print run quantity, you can more easily make content updates while minimizing the financial risk of tossing books already on the shelf due to the need to make content changes.

Supports a positive customer experience

Because books are printed as they are ordered, the risk of running out of stock is significantly reduced, which means you can feel confident your materials will be delivered to learners on time.

The downside to print-on-demand

While printing materials on-demand offers more flexibility and decreased risk, it does come with a higher price tag. The same 500 course books will cost substantially less if you print them all at once, versus printing them in ten separate runs of 50.

MicroInventory™: All the benefits of print-on-demand, at a better cost

Recognizing that organizations need a better way to achieve both an optimal print run quantity with a better price-per-piece, print providers like Omnipress have established a new print-on-demand model known as MicroInventory™

Omnipress Director of Market Development, Dan Loomis, explains how MicroInventory works.

“Using data provided by the customer, we estimate the timing and quantity of each shipment. But instead of printing for each shipment, we run a slightly larger quantity based on our mid-term forecast of demand.”

In this scenario, Omnipress assumes the risk on behalf of the organization, making sure they don’t over or under-print.

Adds Loomis, “Another very lucrative benefit is that we don’t invoice our customers until the books actually ship. If the customer needs ten books at a time, and we print 100 because that’s our estimated mid-term demand, the customer is only invoiced for ten at a time as they ship.”

This MicroInventory model provides a better cost-per-piece than true print-on-demand, while reducing the financial risk of maintaining a large inventory.

When should you consider using the MicroInventory model to print course materials?

MicroInventory is an optimal solution when:

  • The volume and timing of course demand are difficult to predict (like when a new course is introduced)
  • The content changes frequently or will be changing but the timeline for those changes is in flux

As Loomis points out, “MicroInventory isn’t an all-or-nothing solution.” Many organizations offer multiple educational programs, each with unique levels of demand. “We look at all materials in your training library and determine the best print and fulfillment model for each title.”

As you’re evaluating the best way to print and deliver printed training materials to both in-person and virtual learners at a time when some of your programs may be experiencing a transition period, consider using micro-inventory as part of your overall print and fulfillment strategy, and as a more cost-effective alternative to the true print-on-demand model.

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