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POTS Replacement for Printing and Publishing Companies
Print Industry Communication Requirements
Printing and publishing companies operate project-based businesses requiring constant communication between customers, prepress teams, production staff, and finishing departments. POTS lines traditionally served order intake, proof approval fax lines, press room communication, and customer service. The digital transformation of the print industry makes POTS replacement an opportunity to modernize communication alongside production workflows.
Tight job deadlines and quick turnaround times characterize commercial printing. Missed calls or delayed approvals can cause production delays, missed delivery dates, and customer dissatisfaction. Reliable communication is as critical to on-time delivery as the presses and finishing equipment themselves.
Job Estimating and Quoting Communication
Print estimators work with customers to understand project requirements - quantities, paper types, finishing options, binding, delivery schedules - to produce accurate quotes. Phone systems with CRM integration enable estimators to pull up customer pricing history, previous job specifications, and account status during quotation calls. This context enables faster, more accurate quoting that strengthens customer relationships.
Complex jobs often require multiple conversations to finalize specifications. Call recording captures agreed-upon details protecting against disputes about what was quoted. Integration with Management Information Systems automatically attaches call records to job files, creating complete documentation trails.
Prepress and Proof Approval Workflow
Prepress departments communicate with customers about file issues, color corrections, and proof approvals. Digital workflows have largely replaced physical proof delivery, but phone discussions often accompany electronic proof reviews. Integration between phone systems and workflow management platforms pushes proof status notifications to account managers, enabling proactive follow-up with customers.
Fax still plays a role in print for transmitting signed purchase orders, proof approval forms, and copyright releases. Digital fax solutions automatically route received documents to appropriate jobs or customer folders, eliminating the need for manual document handling and filing.
Press and Production Floor Communication
Print production facilities operate presses, bindery equipment, and finishing lines with coordination requirements between departments. Wireless headsets and push-to-talk devices enable instant communication between press operators, bindery staff, and production schedulers without leaving production areas. Production dashboards integrated with phone systems flag jobs at risk of missing deadlines, triggering proactive communication with customers.
Shift changeovers require clear communication about job status, pending issues, and press conditions. Standardized handoff procedures supported by voice recording and digital work instructions ensure critical information transfers accurately between shifts, preventing production errors and rework.
Customer Service and Account Management
Repeat business drives success in commercial printing. Account managers need complete visibility into all customer communication - orders, complaints, praise, special requests - to strengthen relationships. Phone systems with CRM integration display complete account history for incoming calls, reminding account managers of recent interactions, open jobs, and customer preferences.
Proactive communication about job status, shipping delays, or upcoming reorder opportunities differentiates attentive printers from competitors. Automated call reminders for recurring print jobs help customers plan purchases while reinforcing the printer's role as a trusted partner rather than a commodity supplier.
Redstone Systems, Inc. founded in Delaware, USA in December 2002, has been the ODM vendor for many well-known communications companies, serving the Southeast Asian market. In 2020, Redstone Systems will begin to return to the North America market with its self-developed brand.
Redstone has a complete product line of intelligent voice gateways, providing IP-PBXs, analog VoIP gateways (FXS/FXO), digital VoIP gateways (E1/T1), border appliances, and session boundary controllers (SBCs).
With advanced technology in digital signal processor (DSP), speech coding and speech processing, as well as efficient operational tools such as cloud remote management, auto provisioning, Redstone gateways are widely used in markets of enterprise communications, cloud communications, call centers, operators’ IMS/SIP trunks, bringing users friendly, efficient and reliable communication experience.
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