When Cynthia Benson took on the role of Copy Technician at Davis Applied Technology College's (DATC) Print & Media Center in Kaysville, Utah, 16 months ago a huge challenge awaited her. 

The one-person-does-it-all shop needed a complete overhaul. "My predecessors were just hired to run jobs, not manage the center." Working within the parameters of current maintenance contracts, she enlisted the help of the technicians to bring the existing equipment back to working order.

Equipment that had been buried in a closet or stashed on a shelf was brought back to life. Slowly the center was transformed from what looked like a warehouse of dust-covered machinery scattered everywhere to a clean, safe, organized shop. Today the center relies on a Kodak 9110, a Bizhub CM4520 and a HP Designjet Z3100ps GP Photo oversize machine to get the work done. "Yep that's it," grins Benson, "three printers." For finishing, she creatively uses a cutter, drill press, fastback machine, coil binder, comb punch and binder, padder and an outdated folder. Benson laughs, "The reputation of the center has gone from customers questioning if there is a Print Center to "Let's see what Cynthia can do!"

 Simple Switch Saves $5000 Annually

Benson, who has seven years of industry experience, says she has done what all in-plants can do -- regardless of the situation, number of employees or equipment limitations. "Know your equipment, its capabilities and its limits. Then set procedures that work and stick to them." She also emphasizes, don't get discouraged if everything seems to fall apart. "Be creative. Smile. Oh and when everything does begin to fall apart, remember to laugh.  Laughing is therapy and something I have been doing a lot lately."

Just a little over a year after tackling the job, Benson is pleased with the giant steps she has been able to make, especially without any staff. "In a typical day I am the order taker, designer, equipment operator, finisher, A/R and the courier." She manages everything from running the jobs, managing the billing, ordering supplies, working with techs to fix machines, to delivering the finished product.  And if that wasn't enough, she manages 18 free standing copiers/printers outside the center too.

Large format has become big business for this tiny shop. "By working with an instructor and our Marketing Department, I was able to switch equipment around to get a large format HP Designjet brought into the center, enabling me to print and foam core mount all posters for display around campus. This simple switch, that did not cost a penny to the campus or departments, has helped to save nearly $5,000 a year in outsourcing."

"Most projects are completed by hand." 

But possibly the most unique facet of this small, but mighty solo operation is that most of the projects are completed by hand -- even insourcing work from time to time. For example, recently another company asked DATC's Marketing Department to design six, 30" x 40" posters that also needed to be printed, foam core mounted and delivered along with 5,000 fliers to the local UPS store for mailing. "In four hours I printed, mounted and hand trimmed the posters," she shares proudly. "The amazing part is I do not have mounting tables." Her only work space is a simple 3' x 8' table. Without having an oversize trimmer, she had to rely on just a 48" ruler and knife to complete the project. Nevertheless, all the posters came out perfect and all the same size.

 "By being creative, it's possible to complete the impossible."

By being creative, Benson says, it's possible to complete the impossible. "Just this week I had to figure out how to make a perfect bound book using only a Fastback machine and a scorer."

One element that's essential, however, is communication. "By just talking to the faculty, the directors and the instructors, the center has doubled its workload in the past year."  To build awareness regarding the newly-improved print center, she created a promotional package that includes a booklet describing the services, sample pieces and a book of sample paper stocks kept on hand. "I even throw in a free pen since everyone loves free pens."

Cynthia's Keys for Success

• Panicking doesn't help anyone. 
• Time frames are workable. 
• Staying professional in all situations is must. 
• Manners matter.
• Stick to your procedures and everything will work out.
• Life happens, so grin and bear it.
• Above all, if you do not love what you do then you need to find a new love.