What is Document Distribution?

In construction and engineering, a document distribution system is one that organizes, manages, and circulates important documents to all parties involved.

In the life of any engineering or construction project, many revisions and updates will be made. All changes and all versions of important documents must be cataloged, stored, and accessible at all times.

Therefore, architectural and engineering firms, as well as construction companies, will often rely on their professional printers for document management and storage.

Not only must the printer like PRI Graphics in Phoenix AZ maintain and manage all document versions, but they also must create an efficient document distribution system. This includes all aspects of scanning and archiving, storing, copying, printing, and distributing on demand, whatever version of a document is requested.

Without this consistent flow of information storage, retrieval, and distribution, most ventures would grind to a halt.

Document Management and Distribution

Architects, engineers, contractors, construction teams, and even office staff all rely on an efficient document distribution system. They must have easy access to all versions of the same document, as needed, in order to perform their duties. Efficient document distribution helps to keep everyone involved up-to-date.

Document management and distribution can include everything from architectural drawings and blueprints to graphics, presentations, specifications, invoices, and much more.

Project document distribution also includes whatever format the client is requesting, whether that is a printed hard copy or a digital version stored on a hard drive and shared electronically.

Everyone involved in the project needs to be immediately aware of changes as they apply to their aspect of the venture.  This allows any safety, construction, or design issues to be addressed immediately and efficiently.

Unified Source of Information

Throughout the life of the project, everything needs to be documented and accessible through one source. That means recording all changes, who signed off on the changes, and to whom (and when) the documents were distributed.

The success of every venture relies on having a unified document distribution system that is tightly managed and controlled. This system helps to keep a digital trail of all document activities throughout the history of the project development.

About PRI Graphics

PRI Graphics proudly serves both Phoenix and Mesa, Arizona. We offer professional printing services plus project document distribution services for contractors, construction firms, engineers, architects, consultants, and owners.

Let us create and manage a document distribution system for your next project. We can also assist your team with color or black and white printing services including CAD printing, Digital printing, and Large Format printing. To learn more about document management and distribution, please contact us online or call us at 602-393-3131.

We can also be reached through our toll-free number 1-877-409-8889 or by email.

For additional information, see the related Wikipedia page entitled Document Management System.

How to Make Personalized Business Stationery in 5 Easy Steps

Not every business owner knows how to make personalized business stationery that best represents the brand or business. Even so, there are accepted guidelines for how to design business stationery that looks professional.

In this post, our Phoenix printers at PRI Graphics offer 5 easy-to-do tips on how to make personalized business stationery. Follow these helpful guidelines to make a compelling design that will differentiate you from your competition.

1. Include Your Logo On All Business Stationery

Every business needs a logo, an attractive creative expression that sums up your core services and/or products. Logo design should be done by a professional, preferably using a vector drawing program that creates scalable images for use in an assortment of business stationery projects.

A vector rendered company logo will reproduce accurately no matter what size or what type of material it is being printed on. Whether printed on fax, a white background, a solid background or printed in conjunction with other images, the logo will always look the same. Your company logo needs to be identifiable no matter where or how it is used.

2. Best Font for Personalized Business Stationery

There are so many fonts available and choosing the right font for use in your business can be tricky.

We recommend that you consult with one of our in-house graphic designers. Your graphic designer will assist you on how to make personalized business stationery that works. They will help you pick out the right type of font for your business, one that will remain legible no matter what size it is printed.

Like your company logo, your font choice will remain consistent across all stationery and other company materials. Choosing the correct font for business stationery may take some time but it will be worth it.

Serif Fonts — This is the type of text that has little tails on the ends of letters. Although they may look good in larger font size (16 points or larger for instance) they may not be as legible when printed small (such as 8 points or smaller) like on business cards.

San Serif Fonts — This is a clean font with no “tails.” San serif fonts are more legible no matter how small the font is printed so it may be a better choice.

3. Leave White Space

Messages stand out better if you utilize white space as a design element. White space de-clutters and allows room-to-breathe. It can also emphasize specific areas with little effort. Good use of white space in personalized business stationery will help present your business in a more professional manner.

4. Printing Business Stationery

If you’re going to print business stationery on your office printer, make sure your design will accommodate any limitations of the printer. There is no point designing personalized business stationery with full bleeds (where the ink goes to the edge of the paper) if your printer is not capable of this output. It’s also difficult to attain color consistency with office printers.

Having your personalized business stationery professionally printed is always recommended. Professionally printed business stationery will ensure color consistency and uniformity no matter what type (or weight) of paper or card stock.

5. Other Business Stationery Elements to Consider

Today, most businesses have a stronger online presence. That means your company logo and your personalized business stationery design must also transfer well to all digital formats, including small-screened mobile devices and for social media.

From your logo to your font choice, design layout, and corporate colors, everything must be scalable and must transfer accurately.

While today’s technology allows many small companies to design and create affordable business stationery in-house, this may not always be best for your business. Graphic designers are professionals with years of experience. We recommend having your company logo and personalized business stationery professionally designed and printed, whether in hard copy or through digital mediums.

About PRI Graphics

PRI Graphics is a family-owned Arizona printing company with printing facilities in Phoenix and Mesa, AZ. We offer our clients full in-house graphic design and printing services in black and white and in full color. We can help you with all your CAD printing, large format printing, and digital printing needs.

If you have any other questions about how to make personalized business stationery, or about graphic design or stationery printing, please contact us or send us an email.

We can also be reached by phone at 602-393-3131 or call us toll-free at 1-877-409-8889 and we’ll be happy to assist you.

Adobe has additional good information in their article entitled, The Constraints of Stationery – An Opportunity to be Unique.

You might also be interested in these articles:

How to Give a Great Presentation Using Visuals

Presentation Visuals Help Make your Central Theme Memorable

One of the key elements in how to give a great presentation and making it memorable is telling a good story using effective presentation visuals.

Everyone loves a good story. However, the second key point to remember for a great presentation is to inspire the audience to take action.

Along with knowing your audience, using repetition, and being relatable, most experts agree that it is imperative to use effective presentation visuals to convey your story. Did you know that 65% of the population are visual learners?

Including highly effective presentation visuals like graphs, charts, and printed graphics (or images) will help make your central message more memorable and relatable.

In this post, our Phoenix printers will offer a few other helpful tips on how to give a great presentation. We will also show you how to use highly effective presentation visuals and other digital printing to get your audience to take action.

Aural Recall, Visual Recall & Audience Engagement

Audience members will recall about 25% of any vocal presentation, whereas presentation visuals can increase listener engagement by as much as 94%. You can also use black and white or full-color printed graphics to structure your presentation and build on your ideas.

Here’s how to make a great presentation using highly effective presentation visuals and other printed graphics:

  • Determine one key idea, theme, or central message that you want to convey
  • Build your presentation around this one key point and focus on the audience’s needs
  • Break up the message into subsequent smaller points and arrange them into an organized structure so that each section builds on the one before it
  • Frame your arrangement into a story with appropriate visual clues that inspire and are memorable
  • Finish with a presentation visual that supports your call-to-action – show the audience what you want them to do next

Throughout our day we will absorb 90% of the information we gather through our eyes. When giving a presentation, try and keep written text to the very minimum necessary.

Talk to our PRI Graphics printing experts in Phoenix at 1-877-409-8889 about how to use effective presentation visuals and boards to elaborate and illustrate your story.

Using Characters To Tell Your Story

Products, objects, and statistics may be essential to your presentation but by themselves, they can be boring. However, behind every point you are trying to make in a presentation is a person whose goal, vision, or action had something to do with it.

Use real characters to back up the points you are trying to make.

For instance, if you are introducing a new product then someone must have done the market research. If sales are up, then your customers and employees had something to do with it. If you have a new service or program, then someone had to develop it. If you are referring to a segment of the population or market (demographic), then choose an individual (character) to represent that segment.

Stories always involve characters. Structure your presentation around the people involved. Develop the characters of your story and you’ll discover one of the best techniques you can use to make your presentation more memorable. Using characters to tell a story is a technique employed by some of the best speakers and politicians. It will work for you too!

Stories Have Timelines

Giving your story a timeline will also make it memorable. You can engage your audience by showing them where things were at, where they are now, and where you see things going. Timelines pull your story forward. They also need to be relatable, so expressing how you feel about it (or how your central characters feel about it) can help make it real.

Stories Involve Conflict and Change

Stories have a beginning, middle, and an end. Somewhere along the way, there’s a conflict that leads to a shift or change. Something happens to your central characters – a want or need is finally met. It’s this change that every audience waits for and finds rewarding. And usually, the change is the most memorable part of the story.

Once you define the need (what needs to be overcome) you can discuss the obstacles and the change necessary to meet these challenges. Challenges create tension, which audiences find intriguing. Your audience will feel rewarded when the challenges are resolved. People anticipate and expect a successful outcome and they become emotionally invested when you can deliver it to them.

Show Your Story As You Tell It

Remember that 65% of the population are visual learners. Seeing is believing and an effective presentation visual will create an emotional reaction. Use presentation visuals like printed graphics and images to you show your audience what your key points look like. Visual clues can also be used as metaphors to help an audience visualize and get a mental picture of what you are trying to convey.

End Your Story With A Call To Action

Every presentation has a fundamental message. Once you have successfully conveyed that message what do you want your audience to do?

The beginning and end of a presentation are what people remember most. But just making a memorable final statement isn’t enough. If your presentation is successful, you will have left your audience wanting more.

Be sure to give them the means to find out more. End your presentation with one final highly effective presentation visual that includes a call-to-action so that your audience can take the next step. This is also something to consider when creating Retail Store Graphics.

About PRI Graphics

PRI Graphics is a Phoenix printing company with a second location in Mesa AZ. We specialize in CAD printing, large format printing, and digital printing for customers throughout Arizona.

Let our in-house graphics design team show you how to make a great presentation by including a variety of highly effective presentation visuals. We can print everything you need, from flip charts and graphics cards to posters boards, floor graphics, and popup banners. Our presentation graphics specialists can design and create unique, high-quality images suitable for any presentation style or format.

For more information about presentation printing, or if you have any questions, please contact us online or call us in Phoenix at 602-393-3131. We can also be reached by calling toll free at 1-877-409-8889 or send us an email.

The American Association for the Advancement of Science offers some additional great pointers in their communication toolkit entitled, Using Visuals in Presentations.

UV Flatbed Printing – How Does it Work?

You may have done some flatbed printing before or simply wondered how does a UV flatbed printing machine work?

We get asked many times about how a UV flatbed printing machine can print such enormously large graphics on a variety of surfaces (substrates) smooth or rough — without having the ink bleed or run off of the surface?

Flatbed Printer Ink

A UV flatbed printing machine works very similarly to an inkjet printer you might have in your office. The main difference for a UV flatbed printer is:

  • The type of ink used – usually UV ink
  • And how the ink is applied to the substrate — the surface being printed upon

Your office inkjet printer applies ink that embeds itself into the paper on which you are printing. UV flatbed printing devices apply UV ink to a substrate and the ink must be cured (dried quickly) to create a permanent image.

UV Ink Curing Process

When a printing project goes through the UV flatbed printing machine, the UV ink is applied, and almost immediately the ink is subjected to ultra-violet light (or some other light source depending on the make and model of printer). This light instantly cures or dries the ink to the substrate surface.

Because the UV ink has very little time to spread out or bleed into the substrate, UV flatbed printing produces amazingly accurate color details with very little if any image loss.

The UV ink hardens to a very strong finish, and is resistant to fading and weathering, depending on the surface being printed upon. The UV flatbed printing process is also more environmentally friendly than some other printing methods.

Flexibility of a UV Flatbed Printing

The UV flatbed printing machine is capable of printing on a variety of unique substances, both smooth and rough, including foam board, wood, aluminum, acrylic, coroplast, and a host of other different types of substrates. See our blog article entitled Direct to Substrate Printing for more information on substrates.

The head of a flatbed printer can raise or lower and allow for printing on very thin surfaces, such as promotional pieces for trade shows, or most often, on thick surfaces, such as office doors.

About PRI Graphics

Based in Arizona, family owned and operated PRI Graphics operates two printing locations, one in Mesa and another in Phoenix AZ. Our line of professional printing services includes CAD printing, Digital printing, and Large Format printing in color and in Black and White.

We also have an in-house graphic design team plus highly knowledgeable digital printing technicians that can help you with UV flatbed printing projects in virtually any size.

To learn more about how UV flatbed printing works or to discuss your flatbed printing needs, please call us at 602-393-3131 or call us toll-free at 1-877-409-8889 and we’ll be happy to help you. You can also reach us through our online contact form or by email.

More information on this topic can be found on this Quora page entitled, What is the application for a UV flatbed printer?

Check out our video on Flatbed Printing!