In today’s world, where time and resources are always at a premium, managing print procurement can be a daunting task. Whether you need campaign materials, marketing literature, retail displays, exhibition stands, brochures, mailings, promotional products or large-scale print runs, many companies choose to partner with a procurement agency to streamline this process.
However, there are some common myths about these agencies that can discourage businesses from leveraging their expertise. In this post, we’ll explore the benefits of working with a print procurement agency and bust some of the myths that often stand in the way of making that decision.
The Pros of Working with a Print Procurement Agency
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Cost Savings
One of the biggest advantages of working with a print procurement agency is cost efficiency. A good agency has established relationships with high-quality print suppliers and combine the spend from all their customers through a select number of quality approved suppliers, therefore allowing them to secure better pricing than you might be able to negotiate on your own. In addition, agencies also have the expertise to help ensure your products are fit for purpose, optimising specifications to reduce costs or provide options that may create a better output response. Using their industry knowhow to ensure your project is printed on the most optimised press and reviewing print quantities and order cycles to avoid costly mistakes and reduce wastage.
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Time-Saving
Managing print projects can be time-consuming, especially if you’re handling everything in-house. A print procurement agency takes over the entire process—from vendor management to logistics—so you can focus on more strategic aspects of your business. Agencies can handle everything, from sourcing and ordering to tracking and delivery, ensuring deadlines are met without the headache. They will introduce online systems to remove administration and create better controls, allow your stakeholders (no matter what their location) to order from one central portal, which means you can benefit from combining your whole organisations print requirements through one supplier. In addition, they will link directly into your own operating systems for single sign on solutions and automated purchase order processes whilst providing relevant MI data reports and monthly combined invoices to reduce finance admin.
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Expertise and Quality Assurance
The printing world is full of complexities—from colour accuracy and material selection to project specifications and delivery logistics. Print procurement agencies have a deep understanding of the industry, and they know how to deliver high-quality results that meet your brand standards. They will audit their suppliers to ensure they operate to the highest standards including Quality Controls, Modern Slavery, Health and Safety, Equality and Diversity, GDPR, Sustainability, Data Protection the ISO accreditations. So, you can rest assured that you have industry experts protecting your brand and communications output, who are on hand to share their expertise to help guide your decisions.
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Access to Cutting-Edge Technology
Print procurement agencies often have access to the latest printing technologies, which can result in faster turnaround times and higher-quality products. Whether it’s digital printing for short runs or offset printing for bulk orders, the right technology can ensure that your printed materials are of the highest quality. They can also assist with the digitisation of forms and the provision of online central systems allowing multiple stakeholders access to a central artwork repository.
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Streamlined Logistics
Managing print projects from multiple suppliers can lead to logistical problems, but a print procurement agency takes care of this for you and will cover the UK, EU and worldwide projects. They handle everything from coordinating the shipping of materials to ensuring that orders arrive on time and in perfect condition. With a print procurement agency on your side, you can avoid delays and costly shipping errors.
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Sustainable Solutions
A good print procurement agency will proactively work with the customer to offer advice and measure, report and reduce their carbon footprint for all their print and marketing communication projects. You should expect regular ESG impact reports detailing the sustainable impact of our projects and how they have been offset or specifications changed to avoid unnecessary emissions and how your projects have helped benefit local and international social enterprises. Their own operations will also hold the highest accolades including ISO14001 or Eco Vadis Platinum certification and they will offer alternative solutions to print including the digitisation of forms and provide a central online repository for stakeholders to download at their convenience.
Myth Busters: Debunking Common Misconceptions About Print Procurement Agencies
Myth 1: “It’s Too Expensive to Use an Agency”
One of the most persistent myths is that working with a procurement agency will add unnecessary costs to your project. Agencies are able to combine the print spend from all their customers and use their industry knowledge, allowing them to negotiate better pricing with suppliers, reducing waste, ensuring product specifications are optimised and fit for purpose and streamlining the procurement process with state-of-the-art online systems. Plus, their ability to share innovative solutions that help you make better purchasing decisions often resulting in a more cost-effective approach to printing.
Myth 2: “I Can Handle Print Procurement Myself”
While it may seem like print procurement is a task that can be easily managed internally, it’s more complex than it appears. From vendor management and quality control to tracking shipments and managing the budget, print procurement involves a lot of moving parts. An agency’s dedicated team can ensure that every aspect of the print process is handled efficiently, which may be more difficult to achieve in-house if your team lacks experience or time.
Myth 3: “Working with an Agency Will Slow Me Down”
Many businesses believe that outsourcing to a print procurement agency will slow down their projects, but the opposite is true. Agencies have established workflows and reliable suppliers that help ensure a faster turnaround time. They know the industry’s ins and outs, so they can resolve issues quickly and prevent delays that might arise when handling print procurement on your own. They operate robust business continuity solutions and have a bank of quality approved suppliers that can deliver your project in the time frames you require.
Myth 4: “I Won’t Be Involved in the Process”
Some people believe that working with a print procurement agency means giving up control of the process. Most agencies encourage collaboration, and their online systems allow the customer to track progress of their project. They want to understand your brand, goals, and specific needs and work with you to achieve the KPI’s that deliver successful results. You’ll still have the final say in design, products specification and quality choices, but the agency will help guide you to make informed decisions whilst managing the project from artworking to delivery. The partnership is a collaborative effort that combines your vision with their expertise.
Working with a print procurement agency can offer numerous benefits, from cost savings and time efficiency to improved quality, sustainable solutions and streamlined logistics. While there are a few myths about these agencies, the truth is that they are a valuable resource for businesses of all sizes looking to optimise their printing processes. If you’ve been on the fence about whether to work with a print procurement agency, it’s time to rethink the decision. With the right agency by your side, you can elevate your print projects while saving time, money, and resources.
Ready to streamline your print procurement process and save time and money? Get in touch with us to learn how our dedicated team can help you achieve your goals that align with your business strategy.
