Beyond estimation—the multifaceted role of management information systems

Why settle for less when your MIS can do so much more? Traditionally seen as tools for estimating costs and managing billing, recent advancements have transformed print MIS into sophisticated job management solutions.

Keypoint Intelligence’s 2024 North American Print MIS Outlook Report highlights this evolution. Currently, 90% of respondents use their print MIS for job tracking and management, surpassing more traditional uses like billing, accounting, and estimating. This shift demonstrates how MIS has transitioned from simple calculators to vital components in operational workflows.

Figure 1: MIS Use

The report also shows a steady increase in the adoption of commercial print MIS, with 62% of respondents now having such systems (up from 57% in 2022). This growing adoption rate reflects the expanding recognition of the value that these systems provide. Notably, subscription models have accounted for 78% of print MIS sales in the past three years, indicating a move towards flexible, scalable solutions that can adapt to changing business needs.

Avanti MIS exemplifies these advancements with its versatile platform. Avanti MIS supports a wide range of functionalities that go beyond estimation and billing, including job tracking, data management, and integration with other systems like e-commerce platforms. This integration reduces labor, speeds up job onboarding, and improves accuracy by eliminating the need for manual data entry. By providing real-time visibility and streamlining processes, Avanti MIS helps PSPs and in-plants improve efficiency and accuracy. Its scalable solutions cater to the dynamic needs of modern print operations, ensuring that businesses can adapt and thrive in today’s competitive market.

The report also reveals high levels of satisfaction with print MIS solutions, despite their complex implementation process. A significant 66% of respondents express satisfaction with their current systems, appreciating benefits like streamlined processes, reduced errors, and centralized data management. Avanti MIS’s user-friendly interface and robust support infrastructure contribute to this satisfaction. Users benefit from seamless implementation and ongoing support, making the transition to and utilization of Avanti MIS smooth and effective. This satisfaction underscores the critical role that MIS offerings like Avanti play in enhancing operational workflows and driving business success in the printing industry.

Figure 2: MIS Satisfaction

In the race towards efficiency, integration is not optional—it's imperative. The necessity of integrating MIS with other operational systems is paramount in today’s quickly evolving technological landscape. As advancements accelerate, businesses that fail to integrate their MIS risk falling behind as they grapple with inefficiencies and inaccuracies that hinder growth.

Integrating MIS with systems such as e-commerce and accounting is crucial. This integration facilitates seamless data flow across various functions, eliminating redundant data entry and reducing the risk of errors. For instance, integration with e-commerce solutions enables automatic job onboarding, speeding up processes and ensuring accuracy in job tickets.

Data from our 2024 North American Print MIS Outlook Report underscores these benefits. 38% of respondents have integrated their print MIS with other systems, while 29% have not, and 33% are either unsure or do not own a commercial print solution. Those who have achieved integration report substantial improvements, including reduced labor and increased speed in processing jobs. Automating data entry and job tracking frees valuable human resources for strategic tasks, enhancing overall productivity.

Moreover, integration enhances real-time visibility and data management capabilities. Integrated systems provide a centralized platform where all relevant data is accessible, enabling managers to quickly make informed decisions. This capability is particularly beneficial in fast-paced environments where quick turnaround times are essential.

The risks associated with non-integration are significant. Businesses that do not integrate their MIS with other systems may struggle with inefficiencies that impede growth and competitiveness. Satisfaction levels are higher among those firms that have embraced integration, with 66% of respondents expressing contentment with their current systems. This satisfaction is linked to the benefits of integration, including streamlined processes, reduced errors, and centralized data management.

There is a widespread misconception that MIS is just for big companies with deep pockets. Fortunately, evidence and expert opinions challenge this and other myths about print MIS. A common barrier to adopting MIS is the perceived high cost and complexity, but Keypoint Intelligence’s research provides compelling data that refutes these notions.

One prevalent myth is that MIS solutions are too expensive for small and medium-sized businesses. However, the report reveals that 62% of respondents, including 45% of small shops with fewer than ten employees, have adopted commercial MIS solutions. Additionally, the growing preference for subscription models, which accounted for 78% of print MIS sales in the past three years, makes these systems more affordable and scalable.

Figure 3: Print MIS Ownership by Staff Size

Another misconception is that MIS implementation is too complex for smaller operations. While the implementation process can be intricate, many small to mid-sized businesses have successfully integrated these systems, benefiting from automation, streamlined workflows, and improved accuracy. Our report shows that 71% of commercial print MIS offerings in small shops with fewer than ten employees are subscription services that require minimal initial investment and information technology (IT) costs.

Finally, the notion that MIS is unnecessary for smaller companies is debunked by the diverse uses of these systems, from job tracking to billing and accounting. Integration with e-commerce and other platforms further amplifies their value, making MIS an indispensable tool for businesses of all sizes.

Can automation really enhance the human touch in your business? This question challenges the common fear that automation through MIS might replace human jobs. In reality, automation can significantly improve employee satisfaction and customer relationships by taking over monotonous tasks and enabling employees to focus on more engaging and meaningful work.

MIS solutions streamline workflows and reduce the burden of repetitive tasks. Employees are freed from mundane duties such as manual data entry and can instead engage in more strategic and creative aspects of their jobs. Job tracking and management through MIS ensure that tasks are handled efficiently and accurately, reducing stress and allowing employees to use their skills in more impactful ways.

Industry experts echo these sentiments. According to Greg Cholmondeley, Principal Analyst at Keypoint Intelligence, “Automation through MIS doesn’t replace the human element; it enhances it. By automating routine tasks, employees can focus on what they do best—solving problems, being creative, and delighting customers.”

Customer satisfaction also sees significant improvements with automation. MIS solutions enable businesses to deliver faster, more accurate services. For example, integrating MIS with e-commerce platforms reduces order processing times and minimizes errors, leading to happier customers and repeat business. This efficiency allows employees to build stronger relationships with clients, providing a more personalized and attentive service experience.

By focusing on the strategic and creative aspects of their jobs, employees find their work more fulfilling, while customers benefit from the improved service quality and speed that automation facilitates.

Now is the time to prepare for the MIS-driven print shop of tomorrow. Emerging trends and technologies in print MIS are set to revolutionize the industry. As the digital landscape evolves, MIS is becoming more sophisticated, integrating advanced features such as artificial intelligence (AI), machine learning, and predictive analytics.

AI and machine learning enable MIS to offer more accurate forecasting and smarter decision-making tools. These technologies can analyze vast amounts of data to predict demand, optimize workflows, and identify potential issues before they arise. Predictive analytics further enhances operational efficiency by anticipating maintenance needs and minimizing downtime.

Another significant trend is the increasing focus on cloud-based MIS solutions. These platforms offer scalability, remote accessibility, and seamless updates, enabling print shops to operate more flexibly and efficiently. As more businesses adopt cloud technology, the integration of MIS with other cloud-based applications will become even more critical.

The Internet of Things (IoT) is also making its mark on print MIS. IoT-enabled devices can communicate in real-time, providing valuable insights into equipment performance and job progress. This connectivity allows for proactive maintenance and immediate response to any operational issues, ensuring smoother workflows and reducing the risk of costly delays.

Avanti, a leader in MIS solutions, exemplifies the future of print management with its cloud-based platform. Avanti’s MIS integrates seamlessly with other systems, including Ricoh’s advanced print solutions, to provide a unified and efficient workflow. Known for its innovative approach to print technology, Ricoh complements Avanti’s MIS by offering robust hardware and software solutions that enhance productivity and operational efficiency. The collaboration between Avanti MIS and Ricoh demonstrates how integrated solutions can streamline processes, improve data accuracy, and provide real-time insights, ensuring that print shops remain competitive in a rapidly evolving market.

Looking ahead, the continued development of these technologies will drive significant changes in the printing industry. Print shops that stay ahead of these trends will be better positioned to enhance their operational efficiency, deliver superior customer service, and maintain a competitive edge. By preparing for these advancements today, businesses can ensure they are ready to embrace the MIS-driven print shop of tomorrow.

The transformative potential of print MIS solutions extends far beyond traditional estimation roles, enhancing efficiency, integration, and human involvement in operations. As the printing industry evolves, the importance of integrating MIS with other systems and embracing advanced technologies like AI, machine learning, and IoT will become more evident.

Businesses that adopt these advancements are better positioned to improve workflow, increase accuracy, and deliver superior customer service. Evaluating and upgrading current MIS solutions is essential for staying competitive in today’s rapidly changing landscape.

Embrace the future of print MIS to unlock new levels of productivity and operational excellence!

Explore our print MIS software solutions >

Have questions?