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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