Transforming your in-plant: Top 10 challenges & how to rise above them

Running an in-plant print operation isn’t always smooth sailing. Between shifting technologies, rising expectations and shrinking budgets, print leaders are juggling more than ever.

But with challenge comes opportunity — and we’ve rounded up the top 10 in-plant printing challenges today, along with smart, actionable ways to overcome them.

1. Declining print output

Print volumes are shrinking as organizations shift to digital communications, e-statements and paperless billing. But this isn’t the end of print — it’s a pivot point.

The remedy:

• Expand into digital services like document development and distribution

• Build relationships with internal teams like marketing and facilities to identify work that’s still being outsourced

• Focus on value-added services that complement print, not compete with it

The goal isn’t to fight the digital tide — it’s to ride it with services that complement your core print capabilities.

2. Cost and efficiency pressures

Everyone’s being asked to do more with less. Budgets are tight, and expectations are high. The key? Smarter workflows.

The remedy:

• Audit your current processes and identify bottlenecks and redundancies

• Streamline with automation software

• Look for ways to reduce touchpoints and speed up turnaround

Efficiency isn’t just about speed. It’s about doing more with the same resources, and proving your ROI every step of the way.

3. Staffing challenges

Skilled print professionals are hard to find, and even harder to keep. When someone leaves, valuable knowledge often walks out the door with them.

The remedy:

• Invest in cross-training and upskilling programs

• Document and standardize operating procedures to reduce reliance on knowledge that's just known (in other words, write it down)

• Use technology to automate repetitive tasks and free up staff for higher-value work

• Consider third party assistance with Intelligent Managed Print Services

Think of your team as a talent ecosystem — the more adaptable and tech-savvy they are, the more resilient your operation becomes.

4. Technology limitations

Legacy systems can (literally) be a real drag, especially when they slow down production, block automation and limit your ability to scale or innovate.

The remedy:

• Build a business case for new tech investments with clear ROI metrics (think faster turnaround, expanded services, reduced labor)

• Prioritize upgrades that streamline production and boost flexibility, not just replace old functions

• Look for equipment that integrates with your workflow and supports automation

Modernizing your tech stack is about unlocking new revenue streams and future-proofing your operation.

5. Customer experience gaps

Your internal customers want and expect fast, personalized and transparent service. Making excellent experiences a top priority can not only benefit the entire organization but also create opportunities for growth.

The remedy:

• Implement web-to-print portals for easy ordering and customization

• Use automated tools to provide real-time updates on job status

• Collect feedback regularly and use it to improve service

• Tighten quality control to ensure consistency across jobs

Customer experience isn’t just about satisfaction — it’s about retention, reputation and relevance.

6. Data security concerns

Sensitive documents need to stay secured — especially in industries like healthcare, finance, education and government. One breach can damage trust and trigger compliance headaches.

The remedy:

• Keep data within your organization’s secure cloud or on-premises environment

• Limit access to sensitive files and enforce strict protocols, including authentication and encryption

• Train staff on data handling and compliance best practices

Security isn’t optional — it’s foundational. Make it part of your culture, not just your checklist.

7. Business continuity risks

Equipment failure, staffing gaps or supply chain hiccups can bring operations to a halt. Downtime is not only inconvenient but can be expensive, too.

The remedy:

• Schedule regular preventative maintenance

• Build redundancy into critical equipment and workflows

• Train staff to troubleshoot and maintain equipment

• Choose machines that can handle your volume

Continuity planning isn’t just for disasters — it’s for everyday resilience and providing a great customer experience.

8. Compliance requirements

Whether it’s HIPAA, SOX or internal audit standards, compliance is non-negotiable and regulatory demands are only getting tougher. But it doesn’t have to be a burden.

The remedy:

• Maintain audit trails for document production and distribution

• Standardize quality control processes

• Stay current on industry regulations and build compliance into your workflows

Compliance is about trust, data protection, and privacy. Your in-plant can be a trusted partner when it’s built into every step of your process.

9. Sustainability goals

Organizations are under pressure to reduce waste, emissions, and environmental impact. The good thing is that reducing waste is good for the planet and your bottom line.

The remedy:

• Launch a consumables recycling program (learn about Ricoh equipment and consumables programs)

• Centralize production to reduce logistics emissions

• Use water-based inks and sustainable materials wherever possible (check out our GreenLine™ series remanufactured printers)

• Track and report your environmental impact

Sustainability isn’t just good PR — it’s a competitive advantage, and may even keep employees away from outsourcing to other print shops.

10. Strategic relevance

To thrive, in-plants need more than operational excellence — they need visibility, influence, and alignment with business goals.

The remedy:

• Join corporate initiatives and committees to stay aligned with business goals and strategic priorities

• Demonstrate how your team supports brand consistency, compliance, and customer experience

• Keep costs lower than external providers — and make sure stakeholders know it

• Integrate with core business processes to become indispensable

Relevance is earned by being proactive, strategic, and relentlessly valuable. See how one school district in-plant transformed into a revenue powerhouse as an integrated resource center.

Final thoughts for future growth

Every challenge is a chance to evolve. Whether you’re navigating technology upgrades, staffing gaps or shifting customer expectations, the most successful in-plants are the ones that stay agile, proactive, and aligned with their organization’s mission. So, take stock, get strategic and keep printing smarter.

In-plant printing challenges are verifiable — but so are the opportunities. By tackling these 10 areas with intention and innovation, in-plant leaders can transform their operations from cost centers into strategic assets.

For more information, explore our broad range of services, consulting, equipment, devices and recycling programs.