Why Marketing Teams Are Burning Time Managing Print (And How to Get It Back)

01.23.2026

Unmanaged enterprise print is a hidden OpEx drain. Here's how managed print services restore control and financial visibility. Most organizations don’t think about print until it becomes a problem—like a broken printer just before the board meeting, a last-minute brochure request from Sales, or a sensitive document that accidentally ended up in the wrong hands (yikes!). That’s because print lives in an uncomfortable middle ground. It’s mission-critical enough that failures are visible and disruptive, but rarely strategic enough to earn proper ownership. As a result, it becomes fragmented across vendors, departments, and legacy processes. Marketing owns some of it, admin owns some of it, and IT fixes things when they break. But no one is truly accountable for how the whole system runs. On paper, this looks manageable. In reality, it creates operational drag. This is exactly why more enterprise organizations are rethinking how they manage print and turning to Managed Print Services—both as a cost-control exercise and as an operational strategy. Because print isn’t just a collection of machines, vendors, and ad-hoc workflows. It’s a business-critical system that needs ownership, governance, and accountability. In this article, we’ll break down what print management really means, why most organizations are doing it the hard way, and what changes when print is treated like the operational system it actually is. What are managed print services? Managed Print Services is a centralized operating model for how an organization runs print and signage across the business. Instead of print being handled reactively by multiple teams and vendors, it is owned and managed as a single, end-to-end operation with clear accountability, defined standards, and measurable performance. In a managed print environment, a single partner is responsible for how print runs day to day, how it scales as demand grows, and how it improves over time. That includes vendor coordination, workflows, service levels, cost control, security, and reporting. The goal is to make print predictable, reliable, and professionally managed, so it no longer competes for internal time and attention. In practice, Managed Print Services typically looks like this: One accountable owner for the entire print environment: A single partner is responsible for performance, quality, timelines, and outcomes across all print and signage activity.Centralized vendor management and fulfillment: Vendors are coordinated through one operating model with defined service levels, pricing structures, and performance oversight.Standardized workflows and governance: Print requests, approvals, production, and delivery follow documented, repeatable processes instead of ad-hoc coordination.Web-to-print ordering and approvals: Staff can order brand-approved materials through a centralized platform with built-in templates, approvals, and tracking.Cost control and spend visibility: Print usage and spend are tracked in real time, enabling better budgeting, waste reduction, and ongoing optimization.Security and compliance controls: Sensitive documents are handled through formal, auditable processes designed for regulated and high-risk environments.Onsite print centre management (where applicable): Dedicated print teams, equipment oversight, and service-level management embedded directly into the organization. At its simplest, Managed Print Services turns print into a managed operation instead of a daily distraction. If you’re wondering: is all this really necessary? Well, let’s take a look at the alternative approach to managing print in an enterprise environment. The challenge with unmanaged print in an enterprise Ask most organizations what “print management” looks like, and you’ll usually hear some version of this: “We have a few preferred vendors.”“We’ve got an in-house printer room.”“Marketing handles brochures and signage.”“Admin takes care of business cards and forms.”“IT looks after the printers when they break.” On the surface, this feels reasonable, because it’s the way things have always been done. But in this reactive model, print evolves organically, leading to a set of predictable outcomes: Vendors accumulate over time New suppliers get added to solve one-off needs, rush jobs, or specialty requests. Over time, this creates a fragmented vendor ecosystem with inconsistent pricing, variable quality, overlapping capabilities, and no single view of total print spend. Responsibilities blur across teams Marketing owns some materials, while admin handles forms and business cards. Facilities looks after equipment, while IT fixes breakdowns and procurement negotiates contracts. With no clear operating model, accountability becomes shared… and shared accountability usually means no accountability. Processes grow around individual knowledge instead of documented standards Print workflows often live in people’s heads. Someone knows which vendor to call, while someone else knows how to format a job. But when they’re away or leave the organization, the process breaks. What should be a repeatable operation becomes dependent on invisible knowledge. Decisions are made tactically just to keep work moving Under pressure, teams prioritize speed over structure. That means jobs get rushed, vendors are selected based on availability instead of fit, and short-term fixes replace long-term planning. The goal becomes getting through today’s request, not building a better system. Equipment failures create operational bottlenecks Printers and finishing equipment are often mission-critical, yet poorly governed. When something goes down, there’s no formal escalation path, no service-level accountability, and no continuity plan. When that happens, production slows and deadlines slip. As organizations grow, this reactive model becomes even harder to sustain. Volume increases, service expectations rise, and complexity multiplies across departments, vendors, and locations. Print begins competing for leadership attention instead of operating quietly in the background, and internal teams spend more time coordinating, troubleshooting, and firefighting than they should. Eventually, most organizations realize they don’t actually have a print strategy at all. They simply have a printer room, a long vendor list, and a system that only works because people are working around it. But here’s the good news: there is a better way. What changes when print is properly managed When print is treated like an operational system instead of a side project, the shift is immediate and measurable. Instead of reacting to requests, teams operate within a structured, predictable environment. And instead of chasing vendors, workflows, and approvals, they rely on a centralized model that is designed to scale. For leadership, this means print stops competing for attention. It runs quietly in the background with the same discipline as other critical functions like IT, facilities, or finance. Performance is measured, issues are escalated through formal channels, and service levels are defined and enforced. For operations teams, it means fewer fire drills. No more last-minute vendor scrambles, equipment failures without backup plans, or job queues that grind productivity to a halt. Print becomes reliable and repeatable, even during peak periods. For finance and procurement, it means real visibility into spend. Print usage is tracked, costs are consolidated, and pricing is negotiated at scale. Even better: waste drastically reduces. For the CFO, this means print budgets become predictable instead of reactive. For marketing and communications, it means brand consistency at scale. When print is managed centrally and equipped with the right tools—like a web-to-print platform—brand templates are controlled, files are kept up to date, and print ordering is centralized. Every printed piece that goes into the field reflects the brand as it should. And for IT and compliance teams, it means sensitive documents are handled through formal, auditable processes designed for security, privacy, and regulatory environments. And the big bonus? IT spends less time troubleshooting printer paper jams and more time on strategic initiatives. Managed Print Services is an operating model, not a vendor relationship It might be easy to assume that Managed Print Services means outsourcing to a few print vendors or installing better printers. In reality, it’s about adopting a new operating model for how print runs across the enterprise. True Managed Print Services brings: Central ownershipDefined governanceOperational disciplinePerformance accountabilityContinuous optimization Instead of coordinating print, a managed print partner—like WCD—owns it all. They are responsible for how print runs day to day, how it scales as demand grows, and how it evolves as the organization changes. They manage vendors, workflows, service levels, equipment, security, reporting, and cost control through a single operating framework. This is what turns print from a collection of transactions into a professionally run operation. Need a managed print partner? More enterprise organizations are moving away from fragmented, reactive print environments and toward Managed Print Services as a long-term operational strategy. They are recognizing that print deserves the same level of structure, ownership, and accountability as any other critical business function. That’s exactly where WCD comes in. We run print as a managed operation—end to end. From onsite print centre management and vendor coordination to web-to-print platforms, security, and performance oversight, we assume full ownership of your print environment so it becomes predictable, scalable, and professionally run.

10.28.2024

For most enterprises, corporate services like reception, print management, and records management are viewed as necessary expenses—functions that support day-to-day operations but don’t directly drive revenue. Traditionally, they’re labelled as “cost centres,” suggesting they only draw from the budget rather than add to it. But what if these services could do more than just support? What if they could actively contribute to productivity, profitability, and even competitive advantage? When managed effectively, corporate services don’t just keep things running—they create a streamlined, efficient, and well-supported environment that could benefit your entire organisation. By uncovering and addressing hidden costs, companies can turn corporate services from a financial drain into a strategic asset. Below, we dive into the strategic potential of corporate services and how you, too, can turn these “cost centres” into real competitive advantages. We’ll explore: What are corporate services?The strategic potential of corporate servicesWhy many businesses outsource corporate servicesHow the outsourced corporate services model works What are Corporate Services? Corporate services encompass the essential functions that support the core operations of your business, ensuring that day-to-day activities run smoothly and efficiently. These services provide the infrastructure, resources, and support that employees need to stay productive and focused on their roles, while also ensuring that the organisation operates compliantly, securely, and sustainably. Often managed by in-house teams or outsourced providers, corporate services are vital to your company’s operational success. Here’s a list of common corporate services that many organisations rely on: Reception and Front Desk ManagementFacilities ManagementPrint and Copy ServicesDocument and Records ManagementMailroom and Courier ServicesProcurement and Vendor ManagementEmployee and Benefits Administration Corporate Travel ManagementEvent and Meeting CoordinationHealth and Safety ServicesCompliance and Regulatory SupportEnvironmental and Sustainability ProgramsWarehousing and Distribution Security ServicesFleet and Transportation Management These corporate services help establish a well-supported, productive workplace by providing the tools and systems necessary for your team to operate efficiently and grow sustainably. The Strategic Potential of Corporate Services The name of the corporate services game is operational efficiency. Managed well, corporate services can have a transformative impact on both your productivity and profitability, offering not only cost savings but also enhancing overall employee experience and client perceptions. Businesses that make the most of these services are better positioned to stay agile, competitive, and prepared for growth. On the other hand, companies that leave staff to manage corporate services off the side of their desk lack the structure and efficiency needed to streamline operations, often resulting in hidden costs, reduced productivity, and missed opportunities for improvement. This reactive approach can lead to burnout, inconsistency, and an inability to scale effectively—all of which can hinder your growth in a competitive market. Why Businesses Outsource Corporate Services Outsourcing corporate services can be a game-changer for companies looking to increase efficiency without overburdening their internal teams. When asked how they perceive the benefits of outsourcing, a Deloitte survey found that 65% of business leaders believe it enables them to focus on core functions and increase productivity. Beyond that, here are just a few of the benefits you’ll realize when outsourcing corporate services: Work Smarter: Outsourcing allows you to prioritise core functions, freeing internal teams to focus on high-impact, strategic activities rather than routine operational tasks. No more time wasted figuring out how to free the paper jam at the printer! Special Skills & Tools: External providers like WCD bring specialised knowledge and the latest tools, which can elevate operational standards and efficiencies. For example, we have entire teams dedicated and educated in document management, print management, corporate graphic design, and more—and they come equipped with the tools and technologies needed for success. Scalable Support: Outsourcing offers flexibility, allowing you to scale services up or down based on changing needs without the complexity of hiring or reallocating internal resources. This works particularly well if your business is prone to market fluctuations or seasonal shifts.Cost Savings: Outsourcing can be more cost-effective than managing these services in-house, helping reduce overhead and avoid expenses related to hiring, training, and retaining support staff.Operational Excellence: Partnering with experienced providers ensures that your corporate services are managed with a high degree of efficiency and reliability—enhancing the overall productivity and experience for your internal teams. How the Outsourced Corporate Services Model Works Now that we understand the benefits of outsourcing shared services, you may be curious how it all works. Here’s a breakdown of how corporate services providers like WCD often operate with enterprise clients: Step 1) Assessment and Customization The process often begins with a thorough assessment of your business’s current operations to identify inefficiencies and areas where external expertise can add the most value. Your corporate services provider will look at your current shared services model, and determine where there may be pain points or bottlenecks. Based on this, they will tailor their services to align with your specific needs—whether it’s handling reception, document management, or mailroom support. Step 2) Assigning Dedicated Teams Once the services and processes are defined, dedicated teams are assigned to handle these functions. These teams bring specialised skills and experience, ensuring high-quality service and relieving your internal employees from managing these tasks. Many providers also offer dedicated account managers who serve as a single point of contact for ongoing coordination and feedback. Step 3) Tools and Technology Integration Outsourced providers typically bring advanced tools and technology, from automated accounts payable management systems to document scanning and storage solutions. At WCD, we also have a team of in-house developers that specialise in fine-tuning technology and leveraging automation to craft unique solutions that best align with your company’s needs. We’ve seen this tech advantage dramatically transform processes that have long hindered businesses from achieving operational efficiency. Step 4) Continuous Monitoring and Optimization The right outsourcing partner will frequently monitor your service performance and seek feedback to improve and optimise their support continually. They may also provide regular reports on service metrics and productivity, allowing you to track results and make data-driven decisions about future adjustments. This gives you the flexibility and insight needed to scale up or down when needed. Interested in Learning More? From reception management and print services to document handling and automation, each area of your organisation’s corporate services presents opportunities for streamlining operations, reducing overhead, and enhancing efficiency. Ready to see how transforming your corporate services can drive real impact? Our managed corporate services offer the expertise and solutions to help your business operate more efficiently and productively.

01.31.2023

As the gatekeepers and guardians of all things brand, marketers have a unique challenge—empowering employees with access to marketing materials while also maintaining control and governance over their use. For marketers working for large enterprises or geographically dispersed organizations (franchises, for example), managing physical and digital brand assets is easier said than done. The Challenge Managing Brand Assets When we say “brand assets,” we’re referring to any physical or digital materials that are owned by and require oversight from a brand manager. This could include: Promotional materials and SWAGSeasonal signage Brochures and business cardsBranded corporate formsDigital assets like logo filesBranded apparel All of these resources are developed to enable employees across the organization to effectively operate and/or market your brand and its services. But for marketing departments, maintaining the most up-to-date versions of digital assets and distributing physical assets across the organization can be a time consuming and tedious task. Consider these scenarios: Your marketing team has developed an incredible, personalized employee onboarding kit—but every time a new staff member is onboarded, someone from the team needs to manually assemble and distribute the gift. With other priorities top of mind, it’s easy to fall behind, leaving the onboarding experience lacking. How can you streamline and automate this process?Recently, your company rebranded and updated its logo. This means staff across the organization will need updated business cards. However, you know that not everyone uses business cards, and therefore printing them for everyone would be a waste of resources. How can you enable staff to order their own business cards without having to manually manage the entire process?You work for a retailer that develops seasonal promotions for franchisees to leverage in their local markets. These promotions typically include updated window signage that can then be personalized to each location. How can you ensure your franchisees are appropriately leveraging the designs and personalizing them within your brand standards? The Solution: A Branded Storefront An internal digital storefront is a website that hosts your library of brand assets. From a user experience perspective, it's just like online shopping. Staff can simply log in, click on the items they want to order (business cards, brochures, t-shirts—you name it) and the order is sent for manager approval. Check out WCD's customer-facing storefront by clicking here. Undoubtedly the best part of having an internal digital storefront is the time you'll save. With automation built into the backend, the storefront streamlines the entire ordering experience, eliminating your team's need to intervene in the process. This automation prevents you from having to repeat mundane tasks like: Sending creative to printPackaging productsCreating shipping labelsKitting multi-item ordersManaging inventoryEmailing proofs back and forth The list goes on! Why WebConnect? WebConnect is a user-friendly digital platform that enables anyone in your business to order corporate materials with the click of a button. It's valuable for large organizations or franchises who need a simpler way to print, manage and distribute collateral and promotional products. Using its powerful web-to-order capabilities, marketing departments can work with WCD's developers to customize a WebConnect storefront and upload brand materials like brochures, business cards, signage and more. Staff can simply log on, add items to their shopping cart, customize products within brand-approved guidelines, and order those items on-demand. WCD then prints, packages and delivers the finished product directly to their chosen location.