Web2print technology has been around for years but many print businesses still hesitate when it comes to deciding to utilise it. Its common to have an interest, but the implementation can stall at the point where the change feels risky. Usually this isn’t down to a lack of belief in the functionality, its often down to individual worries about what the implementation really involves for the individual business.
We hear from printers who fear that introducing web2print will create more problems than it solves, especially as their current manual operations are predictable and under tight control. Others worry about staff reactions or whether customers will actually welcome an online print ordering platform.
The reality is that current web2print solutions are built to allow as much flexibility as required, where features or systems can be added gradually.
Below we look at the most common web2print implementation fears and how those concerns can be addressed.
Fear 1 – Web2Print is too expensive
Cost is always mentioned and on the surface its understandable. There’s always costs involved in implementing new software, setting up online platforms, staff training and ongoing hosting fees. It can feel like a big commitment for a print business that’s already working to tight margins.
However, what’s often overlooked is the actual cost of manual processes. Time spent preparing quotes, checking artwork, re-entering customer data and handling paperwork all adds up. Web2Print will instantly reduce or remove many manual admin tasks.
It’s also not an all or nothing decision. Many printers will start with a small solution, perhaps a website offering a quote builder for a limited product range. As the efficiencies become clearer, the solution can be expanded with confidence.
It should be seen as an investment in your broader business operations rather than just a way to boost order numbers. Whilst it should help lift order numbers, the real value of a web2print solution comes from faster and more efficient order processing and better use of staff time.
Fear 2 – It will disrupt our existing workflow
A common fear is that adopting web2print will interfere with internal processes that already work. Even if workflows are manual, they are under control and familiar. The fear is that new systems will invite delays and mistakes to and already busy production line.
In reality there’s no need to replace all your existing workflows overnight. Modern web2print solutions can be integrated gradually and print businesses can start by only using the system for certain orders – such as repeat jobs or simple products.
Some adjustment will always be required but web2print should only remove unnecessary steps, not add new ones. Artwork uploads, standardised product templates and clear job specs should result in less internal issues and less rework. Overtime print businesses find that what they feared would be disruptive actually becomes the part of a workflow that brings the most consistency to daily operations.
Fear 3 – Staff won’t use it
In any busy print business staff will be under pressure due to juggling deadlines, customer questions and artwork issues. The fear is that staff see adopting web2print as additional work or something that will just add more complication.
When this happens it tends to come from the uncertainty over what it means rather than an unwillingness to use it. If staff aren’t involved in the decision process in can feel imposed on them so bringing your team into the conversation from the start will help alleviate this. Explain and demonstrate the problems it solves and help them understand the repetitive tasks that will be reduced.
The software should remove the most frustrating parts of your team’s day – such as chasing artwork or retyping order details. Training is also important here, and showing each team member how to use the system for their specific needs first is far more effective than expecting them to just learn everything all at once.
Fear 4 – Our customers will struggle with it
Some print business owners fear that customers won’t use a new system, or that it’ll be too complicated for them. Many printers have long standing customer relationships that are built on emails and phone calls, so its an obvious concern.
However, most print customers will already have an expectation they can process orders online. Most people are used to ordering products, uploading files and tracking progress online. A correctly implemented web2print system should make ordering easier, and clearly providing product options alongside manageable order steps will remove a lot of the uncertainty.
Customer won’t change their ordering habits overnight, so having a transition period is usually sensible so you can help customers see the benefits whilst still supporting them over the phone or email.
Web to print from Flex4
With over 15 years of experience, helping print businesses streamline and automate their processes and creating seamless customer experiences, we are the experts to come to for Web to Print solutions. We create bespoke, scalable packages to suit any business so talk to us today and find a solution that suits yours.