July 16, 2020

5 Signs You May Need to Optimize Your PDFs

Lynda Hansen | Sr. Manager, Product Management
enterprise content management software products

“If it ain’t broke, don’t fix it.”

How many of you have taken that approach with a home project when money is tight and don’t have the time?  Why meddle with something that is working “OK.”

But Is “OK” acceptable in today’s competitive world of print and mail outsourcing?

Print and mail service providers don’t win new business or retain clients when their tools, systems and processes are just “OK”.    In today’s world of tight budgets and stretched resources, it becomes very easy to move the projects that are working “OK” to the bottom of the list.

PDF optimization is typically one of those processes that is often overlooked.  It may seem that the processing of your PDF files is "functioning Ok" and not causing any obvious issues.  However, there is a good chance they are causing costly downstream challenges and inefficiencies.   Given the uncertain times we are currently experiencing, it’s important that all productivity and cost savings opportunities are being implemented.

Below are five issues caused by problematic PDFs and the key reasons why you should focus on optimizing them.

  1. Missed SLAs

PDFs that are not optimized require extended processing time and in some cases, could even fail.  Depending on the number of files, file size and processing requirements, that additional time could be hours - not minutes. With increasingly tight SLA turnarounds, and current staffing challenges, operations simply cannot afford to lose any productivity.   As the saying goes, “Time is money.”

2. Asset ROI

Is your operation able to run your PDF files on your high-speed inkjet system at rated speed?  If not, it could be due to PDFs that are not optimized.  Any slow down or loss of productivity impacts your ability to turn a positive ROI across your assets.   This doesn't take into account any financial penalties for a missed SLA or overtime costs.  Adding additional servers or upgrading existing assets are certainly possible solutions, but why choose an expensive alternative when optimizing the PDF may be the most cost effective and simple option? Basically, it’s the ‘Easy’ button.

3. Workflow disruptions

Efficient, streamlined production is critical when it comes to print and mail workflows.   Introducing new processes or assets that don't seamlessly integrate with existing workflows can open the door to disruptions and extended implementation challenges.   Large or bloated PDF files can lead to challenges from document re-engineering through printing.  For each of these steps, resolution requires additional time and resources.

4. Limited flexibility

The only constant is change and having the right tools to get the job done is critical if you are going to stay on top of new industry requirements.    When it comes to PDFs, one format does not fit all.  Operations need a solution that optimizes PDFs for purpose - whether for print, archiving, multi-channel delivery or accessibility.   Continuing to process PDFs that are not optimized impacts workflow efficiency, limits productivity gains and curtails potential growth.

5. Additional labor requirements

Extended processing times, workflow disruptions and multiple iterations translate to adding more resources to get the job done and meet SLA requirements.   PDF files that are not optimized for fonts, size, structure, resources and color management can lead to inefficient workflows that require additional manpower or printer issues that require unplanned service support.   It goes without saying, but incurring additional labor expense does not help with challenge #2 - Asset ROI.

If your operation is experiencing any of these challenges, it is time to consider fixing “what ain't broke" and make sure your PDFs are optimized.   Check out PDF Accelerator (link to website /infographic) from Crawford Technologies.

PDF Accelerator quickly and easily streamlines and optimizes PDFs for print, archival and e-delivery, ensuring increased performance, efficient asset and resource utilization and greater operational productivity.  Crawford Technologies has the solutions and more importantly, the expertise to help organizations achieve their desired business results including significant savings in time and money.

To learn more about this solution, register for our upcoming webinar. Join Ernie Crawford, CrawfordTech CEO and Adam Armstrong for a discussion around strategies and new tools that can help you streamline your PDF to improve production and accelerate results.