Now it’s the perfect time for in-plant print managers in higher education to assess how their operations are performing. From admissions brochures to course packets, athletics programs to alum outreach materials, your shop plays a mission-critical role across departments. But how do you measure success?
Key Performance Indicators (KPIs) provide a data-driven approach to understanding your in-plant’s effectiveness, identifying areas for improvement, and showcasing your value to stakeholders. Whether you’re reporting to procurement, administration, or IT, these metrics can help secure future funding, justify equipment upgrades, and align your shop’s services with campus needs.
Here are five essential KPIs every higher ed in-plant should be tracking—and why they matter.
Why it matters: In higher education, deadlines are non-negotiable. Whether it’s orientation materials or commencement programs, late jobs can mean missed opportunities or operational chaos.
How to track it: Monitor how long it takes from job submission to job completion. Break it down by job type, department, or complexity. Consider benchmarking against SLAs or expected delivery times.
What to do with it: High or inconsistent turnaround times may indicate bottlenecks in workflows, staffing gaps, or outdated equipment. Streamlining prepress processes or investing in workflow automation could make a significant difference.
Why it matters: If your presses are down, jobs are delayed—and trust in your operation takes a hit. Uptime is a direct reflection of your shop’s reliability and efficiency.
How to track it: Use your print management software or maintenance logs to calculate the percentage of time your machines are operational versus idle due to breakdowns, maintenance, or supply issues.
What to do with it: Consistently low uptime may indicate it’s time to retire aging equipment or consider predictive maintenance tools. Scheduling regular maintenance during low-volume periods can also boost overall productivity.
Why it matters: Mistakes are costly. Misprints, incorrect quantities, or wrong finishing specs not only waste materials—they can damage your in-plant’s reputation with campus stakeholders.
How to track it: Log the number of reprints or complaints related to job errors. Track them by operator, job type, or department to identify patterns.
What to do with it: Recurring issues may require additional training, better job ticketing, or improved file prep standards. Tightening quality control processes can also go a long way in reducing errors.
Why it matters: Your internal customers—faculty, staff, departments—have choices. If they feel your in-plant is slow or difficult to work with, they may outsource print jobs or circumvent your team entirely.
How to track it: Send out periodic surveys to assess satisfaction across areas like ease of ordering, communication, job quality, and delivery. Consider using a Net Promoter Score (NPS) to measure loyalty.
What to do with it: Use feedback to adjust workflows, improve user experience on your print portal, or address customer service gaps. Positive survey results can also be powerful when advocating for budget increases or staffing needs.
Why it matters: One of the top value props of an in-plant is cost savings. Demonstrating how much you save the institution compared to outsourcing print jobs builds credibility and strengthens your case for continued investment.
How to track it: Compare in-house production costs (labor, materials, overhead) to vendor quotes for similar jobs. Highlight specific projects where significant savings were realized.
What to do with it: Share these numbers in mid-year or end-of-year reports to reinforce your shop’s strategic value. If costs are creeping up, it may be time to reevaluate paper purchasing, standardize stock, or explore volume discounts.
Tracking KPIs is only valuable if they drive action. Consider holding a team meeting to review these metrics with staff. Discuss what’s working, where improvements are needed, and set goals for the second half of the year.
You can also present these KPIs in your annual budget meetings or strategic planning sessions with university leadership. Data speaks louder than anecdotes—especially when competing for resources.
Your in-plant print shop is more than just a production center—it’s a strategic asset to your institution. By focusing on turnaround time, uptime, accuracy, customer satisfaction, and cost savings, you’ll be well-positioned to showcase your impact, improve operations, and serve your campus community even better in the months ahead.
Make this mid-year check-in a launchpad—not just for reflection, but for growth. Contact SumnerOne to learn more.