What Happens When You Actually Track Time
Tracking Time
Ask any production manager how long a job should take, and you’ll get a confident answer.
Ask how long it actually takes — and things get a lot quieter.
The truth is that most print shops rely on tribal knowledge, instinct, or rough averages when estimating time. But in 2026, labor is the biggest variable cost in wide-format production. Even small inaccuracies compound into thousands of dollars in missed margin.
What happens when print shops begin actually tracking time?
The results are surprising — and often transformative.
1. You Discover the Real Cost of Labor
Industry research from NAPCO and Printing United Alliance consistently shows this gap:
Most shops underestimate labor time by 15–30%.
Meaning:
You’re likely charging less than your work is worth.
Real time tracking exposes the truth:
- Setup takes longer than expected
- File prep adds 10–15 minutes per job
- Finishing is often bottleneck #1
- Rush jobs absorb disproportionate labor
This isn’t a failure — it’s an opportunity.
Once you see the real numbers, pricing becomes confident instead of hopeful.
2. Your Estimates Become Shockingly Accurate
Estimating is a gamble when it’s based on memory instead of metrics.
But when you track actual production time across dozens of jobs, patterns emerge:
- Floor graphics always take longer than banners
- Wrapping certain materials requires extra hands
- Install time varies by environment, not by print size
Shops that analyze this data often reduce quoting mistakes by 40–60% — a massive improvement for overall profitability.
Modern MIS tools (like CoreBridge, PrintIQ, and others) automate time tracking so this becomes a natural part of the workflow rather than a burden.
3. Training Gaps Finally Come into Focus
Time tracking isn’t just about performance — it’s about consistency.
You’ll see differences like:
- Designer A completes setups in 12 minutes; Designer B takes 25
- Operator X loads materials twice as fast as Operator Y
- Some staff excel in finishing while others struggle
This is not about blame.
It’s about targeted training and role alignment.
Time data helps managers pair people with the tasks they’re strongest at — which boosts both morale and throughput.
4. Bottlenecks Reveal Themselves — Sometimes in Surprising Places
Many shops blame production delays on printing speed.
But time tracking usually reveals something else:
Finishing and file prep cause twice as many delays as printing.
Common hidden bottlenecks include:
- Proof approvals sitting in inboxes
- File correction taking longer than expected
- Installers spending time locating materials
- Jobs waiting on laminate cure time
- Slow manual trim steps
These insights allow shops to invest strategically — in automation, equipment, staffing, or process changes that deliver real ROI.
5. You Reduce Rush Charges, Overtime, and Stress
When you know how long tasks really take, scheduling becomes realistic.
Shops that track time typically see:
- Fewer rush jobs created by poor planning
- Fewer last-minute crises
- Better delegation
- More predictable overtime
- Increased on-time delivery rates
It’s not about working faster — it’s about working accurately.
6. Profit per Job Becomes Crystal Clear
Labor is often 35–60% of the total cost of a job.
If you’re guessing at that cost, you’re guessing at your profitability.
Time tracking clarifies:
- Which products earn the best margins
- Which clients consume more labor
- Which finishing methods drain profitability
- Whether you’re pricing correctly for complexity
Armed with real numbers, shops often adjust prices, minimums, or processes — and protect thousands in annual margin.
7. Capacity Planning Stops Being Guesswork
Shops that understand how long work actually takes can:
- Schedule confidently
- Forecast staffing needs
- Plan equipment purchases
- Batch similar jobs for efficiency
This is the difference between reactive and strategic management.
Final Thoughts
Time tracking isn’t about policing your team.
It’s about revealing the truth behind your workflow.
When print shops begin measuring labor with accuracy, three things happen:
- Margins improve
- Workflows stabilize
- Teams get more efficient without working harder
Whether you use a simple digital timer, a spreadsheet, or a modern MIS platform that automates time logging, the principle is the same:
You can’t control what you don’t measure — but once you measure it, you can improve it dramatically.
Sources
- NAPCO Research — “Labor Cost Variability and Time Tracking in Print Production.”
- Printing United Alliance — “Workflow Efficiency Benchmarks 2025.”
- WhatTheyThink — “The Impact of Time Tracking on Profitability.”
- Wide-Format Impressions — “Where Print Shops Lose the Most Time (And How to Get It Back).”
