UT-Austin In-plant Honored for Outstanding Promotional Efforts

At last month’s In-Plant Printing and Mailing Association (IPMA) conference in Albuquerque, the University of Texas at Austin Document Solutions was honored with IPMA’s In-House Promotional Excellence Award for its successful self-promotion efforts.

Director Richard Beto notes that marketing is essential because each year 1,600 new employees arrive at the university without any knowledge of Document Solutions’ existence or capabilities.

“It’s a city,” remarks Beto. “In order for us to stand any chance at all, internally, we just have to be at every touch point—where our organization meets the customer—that we can be.”

To catch the attention of new hires right away, the in-plant makes sure they get note pads at employee orientation, with a post-it note from Beto welcoming them. The shop also distributes calendars, laminated tip cards and other printed items—all branded with Document Solutions’ name.

The in-plant prints promotional cards touting its commitment to the environment, its large-format printing services, the availability of UT-branded promotional products, and other services it provides. Feedback cards are included in each outgoing print order.

In 2009 the in-plant launched a “Document Solutions 101 Class,” a 1.5-hour presentation for customers who want more information regarding printing, copying and mail services. The class has been very well received.

The in-plant also holds a variety of strategically planned, themed events, such as open houses and lunches, to draw current and potential customers to its 50,000-square-foot printing facility.

“During these events, customers have an opportunity to better understand what services are available to them,” Beto says. In December 2009, for example, nearly 200 staff members, customers and vendors gathered for a two-hour in-plant extravaganza to enjoy some of the best food central Texas has to offer and an opportunity to have their photo taken in front of a snow-covered mountain backdrop.

In-plant employees are active all over campus. They give presentations at the university’s Town Meeting, a semi monthly gathering of staff and representatives from administrative offices. They are also involved with many committees on campus, especially sustainability committees and administrative support groups.

The in-plant never misses a chance to market itself. For each In-Print award the in-plant wins, it creates duplicate awards and presents them to those customers who submitted the winning orders. Even its delivery boxes sport the Document Solutions name.

“If you’re not marketing, you’re not going to grow,” insists Beto.