February 26, 2015
The term “outsourcing” doesn’t have the greatest reputation. It brings up feelings of frustration and anxiety as employees worry about their job security. However, when the term is used in the discussion of technological services in a firm, outsourcing should come with positive emotions. When a company decides to outsource some of its technical services, such as its copy center, it means a lighter work load for current employees and more efficient operations for the office as a whole.
If your company is struggling to keep up with the demands of print and copy services, it might be time to consider outsourcing. What signs should you look for to help you determine that the time is right to outsource?
The On-site Copy Center: A Day in the Life
For major corporations running an on-site copy center, there are a lot of tasks performed on a daily basis and a huge margin for error. All it takes for problems to occur is one link in the chain breaking, and everyone’s day goes from bad to worse. Copy centers handle a variety of tasks throughout the day, from simple document reproduction to collation, binding and tabulation of paperwork in a business proposal.
On top of those tasks, there is the need to have dedicated staff on-site to manage and maintain the equipment, as well as offer support to office users when they have issues with multifunction devices. When your company operates an on-site copy center, it is important to have full-time staff to perform these duties, as well as qualified to fill in for vacation, sick days or personal time.
Copy Centers: Who Needs One and Why
A copy center is not a function that every business requires. Small businesses and those that infrequently produce large documents for business purposes have little need for a dedicated space and support staff capable of producing thousands of document copies in a day. Rather, a copy center becomes necessary for business and groups such as higher education, law firms and major corporate headquarters.
For example, a college or university would use this type of a service to produce pamphlets on specific courses and general degree programs for incoming students. In this case, thousands of copies are required to supply all potential enrollees with information about course availability, requirements and degree program enrollment.
Likewise, a legal firm would use the service for the production of extensive legal documents required in court cases or other proceedings. Law firms often require lengthy documentation that must be properly arranged and professionally presented to meet legal standards. Copy center staff would be responsible for both the production of paperwork and maintenance of equipment in both environments.
Should You Outsource?
Think back to the day-to-day operations of your on-site copy center as discussed earlier. Are any of those tasks or pieces of the puzzle a constant source of friction within your company? If you answered yes, it may be time to consider outsourcing your copy-center services. The decision to outsource this service isn’t an admission of failure, but rather a smart move that frees up resources in your company to better focus on core operations.
If you’re still unsure about the need to outsource, the first step in the process requires an analysis of your current situation. Based on the results of your analysis, you should develop a clear understanding of the viability of the need to outsource your services. A managed print services firm can help you assess your company’s operations to determine what is right for you.
Marco Copy Center Services
If your on-site copy center simply cannot keep up with the demand and your service-center employees are stretched to the max, it’s time to outsource. Marco’s Copy Center Services can ease the burden your company faces by providing professional on-site support to ensure your copy center runs smoothly at all times.
Copy center services, from document production to project mailing and receipt, are vital to the success of day-to-day operations of your business. However, many companies overlook or underestimate its importance. If your copy center struggles to keep up with the demands of your business, it may be time to outsource your copy center services.
