Getting Started with Web to Print Solutions: A Step-by-Step Guide

Web to Print (W2P) solutions help you offer personalised print solutions to your customers while eliminating many of the steps in the traditional print journey.

Using W2P, you can promote brand consistency, reduce the time taken to produce print materials, lower costs and order from anywhere with an internet connection.

But, to do so, you'll need to know how to make the most of your chosen Web to Print solution. Throughout this blog post, we'll explore W2P and how to maximise its impact on your business.

Understanding Web to Print

To determine whether or not Web to Print is right for your business, you'll first need to understand what it is.

Web to Print solutions consist of online tools and platforms that simplify and automate business print processes.

From custom designs to placing orders and managing print jobs, Web to Print gives businesses total control over their printing needs.

When used effectively, Web to Print can streamline the entire printing process, minimise waste and offer customers the chance to personalise their assets.

Sounds good, right? If Web to Print could help your business, you'll want to answer a few questions first.

Assessing Your Print Needs

  • Each business or organisation will have different needs, and these needs will decide whether W2P is right for you or if you should explore other options.

    If you're considering a Web to Print solution for business, ask yourself these questions first.

    • What volume of print materials does your business produce regularly? If your company produces many print products, W2P can help you reduce costs. Although there's an initial setup cost for W2P, it'll save you money in the long run by cutting out steps in the traditional print journey.
    • Do you require customised or standard print products? W2P does offer the user some levels of personalisation, but special printing requirements may need alternate solutions. If unsure, your best bet is to speak to your printing partner.
    • How complex are your design and order processes? If your business could work from a set of templates or is confident making amends to designs in-house, W2P could save you time and money. 
    • What level of control do you need over your print jobs? Web to Print offers centralised control, allowing you to manage and customise print materials across various locations. W2P eliminates the need for extra communication with local printers, allowing you to save time, reduce errors and maintain a cohesive brand message throughout your materials.

Budgeting for Web to Print

Implementing a Web to Print solution involves initial and ongoing costs, so planning for these outgoings is important.

When you're in the market for a W2P provider, conduct plenty of research before committing to your printing partner. Compare pricing structures and services offered by different Web to Print providers to ensure you get the best price for your needs.

You'll also have to factor in each provider's setup and operational costs. Some may offer higher setup costs but be cheaper to run long-term. Consider software licensing, required hardware, monthly subscription offerings and potential additional charges.

You'll also want to look to the future. Web to Print comes into its own when you use it over a prolonged period and bake it into your processes. You'll want to side with a solution that grows with your business without breaking the bank.

Connecting to Your Site and Training Your Staff

So, you've chosen which Web to Print solution best fits your business. Now, it's about integrating your chosen solution with your business processes and website.

Firstly, you'll want to work closely with your W2P provider to connect their platform to your site seamlessly. They're the experts, so lean on this expertise for the best result.

Many providers offer training or advice that you can use to equip your team with the necessary skills to use the platform effectively.

A strong rollout is key to W2P’s success, so consider creating a user guide or support email should anyone using the platform need extra support. The portals are very user-friendly, so these steps should be simple to execute once you’re up and running.

Creating Your Templates

Designing versatile and appealing templates is key to making Web to Print work. Once you're equipped with the knowledge to make the most of your platform, you'll want to create templates tailored to your business needs.

Think about products you'll want to make bulk orders of or products you can make minute changes to that make all the difference.

Then, you'll be able to take full advantage of W2P's seamless process when producing print materials for your business.

Ensure all of your templates are user-friendly and aligned with your brand, along with providing flexibility for customisation across your designs.

Making the Most of Web To Print

Once you're fully up and running, there are a few things you can do to ensure you're making the most of your Web to Print solution over a prolonged period.

  • Create personalised products. Using Web to Print, you can enable easy customisation to serve a group of companies. For example, if you’re working with different services that need appointment cards, you can log in and use a template to easily switch logos or branding. W2P gives customers the power to make products their own.
  • Implement variable data printing. This is when visual elements like text, graphics and images can be changed from one printed piece to the next using information from a database or file, meaning manual changes don't slow down the print process.
  • Streamline reordering. You can simplify the ordering journey for revisiting customers by allowing them to reorder previous print jobs or make slight changes to previous runs.

One last piece of advice is to use the experts. Web to Print providers will have vast experience in their system and will have likely already encountered any issues you run into.

Chat to the Experts

Web to Print is what you make of it. By booking a consultation with us, we can walk you through what W2P entails, its advantages, what it'll cost your business and more.

Plus, we can answer any questions you have about the service so you can make sure it's the right step for your company.

Book your free consultation with us today by clicking the link below.


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Modern technology has made these kinds of items increasingly cheaper to produce and more visually appealing. They’re a great way of lowering your business’ environmental impact - but how exactly do you produce the best kind of print using these methods?

Our checklist will give you the best advice for creating an impactful sustainable print solution.