Making file processing more efficient depends on the starting point: the state of the files and the state of the workflow. Companies working with fully digitised web-to-print workflows are very likely already processing files extremely efficiently. Whereas those who accept jobs over the telephone and then keep machines on standby for work that arrives days later, are really not.

Improving the situation at either extreme depends on how bold a business owner wants to be, or how chicken. If your sign and display work is coming in with sufficient regularity and in sufficient volumes to feed all the mouths in your organisation, you're more likely to be feeling cautious and relieved than bold. However, complacency is not a good emotion when it comes to running a business. If your business isn't moving forward it is either stagnating or slipping backwards. So don't be chicken.

File processing improvements are actually a pretty non-scary way to start looking more critically at how you get jobs in, get them produced and ship them out. The easiest way to improve file processing is to get a good understanding of how long average files take to get through the workflow. Are you averaging one-day turnarounds for most jobs, or are they stuck in process for a week or more?

Consider too the type of file errors that come up most often. Every processing error causes a halt to the workflow, which costs you money. After all, someone has to fix the file or contact the customer to explain the problem and get them to resubmit the job. This takes time and adds unnecessary congestion to day-to-day management processes. Ensure that files are coming in the format that you want, and you will immediately see an improvement to file processing.

The question is harder to answer for workflows that are already pretty much watertight, for instance a fully integrated web-to-print production system. I know of one commercial print company whose web-to-print system processes over 35,000 orders per day, with an average order value of less than €3 (￡2.60). The workflow is completely hands-free and automated so there is still profit in the €3 average per job.

For sign-makers and display producers, the type and amount of wide-format printing equipment dictates the processing efficiency parameters. If the shop is running with excess capacity, the need for file processing efficiency is probably not an issue: who cares how quickly the jobs get to the printer, if it isn't busy? But when machines are running at full tilt and the business is losing money in pre-press, then is the time to look at processing improvements, and probably an additional machine as well.