File Intervention at Valdosta State University

Sometimes design is part of an in-plant's responsibilities and sometimes not. But for Valdosta State University's in-plant, providing customers with a little file design help is translating into more business and better turnaround times.

"We do not have the campus design group in our unit," explains Print Manager Drew Burgering. "They are separate."

That can slow the production process down if departments send files to design that only need a little tweaking. Often the designers, who receive files that aren't quite right, start from scratch and redesign the whole project, which can slow down turnaround time significantly. Burgering noticed this often led clients to look off campus for a printer, so he started accepting customer-created files and tweaking them to standards.

"I would add in what was missing myself and then get approval from the design group," he explains. How it gets done or who does it is irrelevant to customers. Their only concern is getting the job finished.

The Valdosta, Ga., in-plant's file intervention has led to several more jobs staying on campus. Burgering has learned how to convert Microsoft Publisher files to spot-color and CMYK separations, along with other file basics.

"Sure this adds more work to our operation without adding any staff," he acknowledges, "but it keeps clients satisfied."

When asked for other tips, Burgering smiles, "I am not sure if this is a big secret, but the more you can automate your operation, the better off you are. Anyone still doing a lot of hand work or labor-intensive processes can really improve their bottom line by either outsourcing the process or purchasing a machine to handle it and possibly reducing labor cost."

In the last year the in-plant lost two positions to budget cuts, requiring it to streamline and automate more. "We upgraded our black-and-white and color boxes to a Xerox 4112 and a Ricoh Pro C720s respectively, to improve turnaround times and to offer better short-run color that is in high demand."

The shop also upgraded its offline booklet maker with a used C.P. Bourg BST10 with two towers and a face trimmer to capture the Athletic Department's game programs and offer better, quicker bindery services. A new wide-format printer, an Epson Stylus Pro 9880, has also been added to the equipment mix.

New Gear on the Way

The in-plant recently closed bids on a new digital envelope press, which the shop plans to purchase by the end of June, along with a four-station envelope inserter. This will let the in-plant capture inserting work currently being outsourced (or handled manually using student stuffers).

"I thought the envelope press and the envelope stuffer would be good to add together," remarks Burgering. "That way I can address envelopes on the fly and then offer to stuff them as well."

Comprised of three full-time and one part-time staff person, the in-plant generated nearly $300,000 in revenue this fiscal year, a 20 percent increase. Besides the usual stationery items (letterhead, business cards, envelopes and note cards), the shop produces department brochures, admission materials, foundation materials, wide-format posters and banners.

Burgering is always looking for new product offerings. "Recently we have been asked for customized post-it notes and magnets," he remarks. Not one to turn away business, Burgering accepted the jobs, then found vendors that could deliver the products.

"I think in-plants today have to find the balance between always solving their clients' needs and not doing everything for everyone in-house," he notes. "Find the things you do well and cost effectively and then send the other items out. This way you still meet your clients' needs, and in their eyes you are a miracle worker." IPG