Why Every Sign Shop NEEDS Project Management Software From DAY ONE | Behind the Signs Podcast

In this episode of Behind the Signs, hosts Joe and Liz tackle one of the most critical yet overlooked aspects of running a successful sign shop: project management systems.

Whether you're just starting out or running an established shop, this episode breaks down why implementing a project management system should be your DAY ONE priority - not your printer, plotter, or any other equipment.
What You'll Learn:

✅ The 4 biggest excuses shop owners make (and why they're wrong)
✅ How to prevent jobs from falling through the cracks
✅ Why even one-person shops need systems in place
✅ The 4 core problems every project management system must solve
✅ How to get employees to actually USE your system
✅ Deep dive into quoting, labor burden, and accurate pricing
✅ Real talk about why the sign industry is harder than it looks

This episode features an honest discussion about Sign Tracker (by InkTavo), including its strengths and when you might need something more robust. The hosts emphasize that while Sign Tracker is their recommendation, the critical message is: you MUST have SOME system in place.

Sponsors:
📌 SignTracker – Project management made for sign shops: Click here to try it free for 14 days:

https://bit.ly/3SMSY2s

📌 Inktavo – Business tools for print, promo, and sign professionals: Click to check out our tools:

https://www.inktavo.com/tools-resources/

Be sure to join our community:   / behindthesigns  

0:00 - Intro
2:15 - Episode Topic: Why Project Management is NON-NEGOTIABLE
3:18 - The Paper-Heavy Sign Industry Problem
4:20 - Seth Godin Quote: "A Project is a Promise"
5:26 - LOUD & PROUD: Day One Action Item
5:38 - Why System Setup is Non-Negotiable
6:10 - When Chaos Hits: Jobs Falling Through the Cracks
7:10 - The #1 Question: What Equipment Should I Buy First?
7:38 - Joe's Origin Story: Learning Systems the Hard Way
9:33 - The 5 Biggest Excuses (And Why They're Wrong)
9:42 - Excuse #1: "I'm Just Getting Started"
10:13 - Bringing Corporate Systems to Small Shops
11:18 - Excuse #2: "We're Too Small"
12:04 - Excuse #3: "We're Too Busy" (The Vicious Cycle)
13:34 - Excuse #4: "My Employees Won't Use It"
14:11 - Getting Employee Buy-In & Leading by Example
15:04 - Finding the Right System: Simplicity Matters
16:25 - Sign Tracker Discussion Begins (Full Disclosure)
17:08 - The 4 Main Problems Your System Must Solve
17:19 - Problem #1: Preventing Lost Jobs
18:12 - The Sticky Note Problem & Information Silos
20:31 - Problem #2: Central Information Repository
21:46 - Problem #3: Task Management & Resource Allocation
24:21 - New Feature: Sign Tracker Task Board
25:20 - Identifying Bottlenecks in Your Shop
26:21 - Bird's Eye View: Tracking Project Stages
27:09 - Reality Check: The Sign Industry is HARD
28:15 - You're Not Crazy, You're Not Alone
28:56 - Double-Clicking Into Production Stages
30:16 - What Community Members Love About the Industry
31:32 - Problem #4: Quoting Systems (Liz's Favorite)
33:18 - Deep Dive: Materials Markup & Pricing
33:58 - Understanding Labor Burden (Critical!)
34:26 - Free Resource Alert: Labor Rate Calculator
35:31 - Formula Items: When to Use Them
37:46 - When to Outsource (Formula Items for Brokered Work)
38:23 - Recap: 4 Key Features Your System MUST Have
39:13 - Final Thoughts: It Doesn't Have to Be Sign Tracker
39:52 - What to Look for in ANY System Provider
40:14 - The Importance of Human Support (Not Bots!)
41:16 - When You've Outgrown Your Current System
42:18 - Closing & Community Invitation

Thank you to our friends at Sign Builder Illustrated: SignShop.com