---

Balance Cost Reduction and Environmental Contribution! Tips for Smart Planning and Management of Printing Materials

"We're out of brochures just when we need them!" "We ended up throwing away a ton of flyers made for the event..." "We're still using business cards with old information..."

For company representatives, ordering and managing printing materials like business cards, brochures, catalogs, and promotional flyers can be quite a headache, right?

Ordering too little risks missing business opportunities, while ordering too much consumes storage space and incurs disposal costs if the information becomes outdated. These aren't just cost issues; they're also significant from an environmental impact perspective.

However, these challenges can be solved with proper order planning and management. This article introduces tips for smart planning and management of printing materials to achieve both cost reduction and environmental contribution.

Pitfalls of Traditional "Bulk Buying" Orders

"Bulk buying," ordering large quantities of printed materials at once to reduce the unit cost, seems rational at first glance. However, it hides the following disadvantages:

• Risk of Excess Inventory: If demand forecasts are wrong, you'll end up with large amounts of stock.
• Storage Costs: Space and effort are required to store inventory.
• Obsolescence and Waste: If product information or designs change, old printed materials become unusable and must be discarded.
• Negative Impact on Cash Flow: The initial cost of large orders can strain cash flow.
• Increased Environmental Load: Unnecessary printing and disposal waste paper and ink, increasing the environmental impact.

4 Tips for Achieving Smart Order Planning and Management

1. Estimate with Accurate Demand Forecasting

First, it's crucial to predict "when," "what," and "how much" you'll need as accurately as possible.

• Analyze Past Data: Forecast necessary quantities by referring to the same month last year or past campaign results.
• Consider Events and Seasonal Factors: Identify printed materials needed for specific times, like exhibitions or seasonal campaigns.
• Collaborate with Relevant Departments: Work with departments that actually use the printed materials, like sales and marketing, to confirm the types and quantities needed.
• Allow a Small Margin: If forecasting is difficult, stick to ordering the minimum required quantity plus a small buffer.

Key Point: Perfect forecasting is difficult. Always be aware of the risk of over-ordering and adopt the basic mindset of "order more if we run short."

2. Maximize Utilization of Print-on-Demand (POD)

Print-on-Demand (POD) is the most efficient way to implement the "order more if we run short" approach. POD, printing only what's needed when it's needed, is the trump card for smart order management.

• Zero Inventory Risk: Ordering in very small lots, like 50 or 100 copies, is possible, nearly eliminating the need to hold inventory.
• Cost Reduction: Reduces initial costs, storage costs, and disposal costs, lowering the total cost.
• Always Up-to-Date: Flexibly adapts to design and information changes, ensuring you always use the latest version of printed materials.
• Environmental Contribution: Eliminates unnecessary printing and waste, significantly reducing environmental impact.

Key Point: POD is particularly ideal for items requiring regular information updates, like business cards and company profiles, or items needed temporarily in small quantities, like event flyers.

3. Combine Annual Planning with Flexible Ordering

Plan by distinguishing between printed materials needed throughout the year (e.g., standard brochures) and those needed at specific times (e.g., new product catalogs, event materials).

• Annual Planning: For standard items with somewhat predictable demand, you can estimate annual usage and place planned POD orders multiple times, or, if storage and management are secured, consider ordering slightly larger quantities to reduce unit cost.
• Spot Response: Respond quickly and flexibly to sudden events or campaigns using POD.

Key Point: Treat the annual plan as a guideline and be prepared to review it flexibly according to market changes and internal circumstances.

4. Create Simple Inventory Management Rules (Even for Small Amounts)

Even when utilizing POD, you might occasionally hold some inventory. In such cases, establish simple management rules.

• Clarify Storage Location: Decide on storage locations and keep them organized so you know what is where.
• First-In, First-Out (FIFO): Thoroughly implement FIFO to ensure older items are used first.
• Regular Stocktaking: Periodically check inventory and promptly decide on items that are no longer needed or outdated (waste should be minimal with POD).

Key Point: Inventory management effort is also a cost. Operate on the premise of "holding as little inventory as possible" and actively utilize POD.

Smart Ordering and Management Realized with Packache

[Packache], a platform designed to solve corporate printing material management challenges, truly supports the practice of smart order planning and management.

• Small Lot Support via POD: Many items can be ordered starting from just 1 copy. Thoroughly eliminates inventory risk and unnecessary costs.
• Online Convenience: Complete the entire process online, from design creation (with AI editor) to quoting and ordering. Arrange materials quickly whenever needed.
• Easy Design Modification and Reuse: Easily modify designs or create variations with the online editor. Prevents information obsolescence.
• Abundant Eco-Materials: Offers a wide range of choices like recycled paper and eco-friendly inks to support corporate sustainability initiatives.

Conclusion: Achieve Cost-Effective and Eco-Friendly Business Activities with Planned Ordering

Ordering and managing printed materials can be significantly improved with a little ingenuity and planning. Accurate demand forecasting, POD utilization, combining annual planning with flexibility, and simple inventory management – combining these allows for reducing unnecessary costs and contributing to environmental load reduction.

Why not aim for smarter, more sustainable business activities by wisely using services like [Packache]?