How to manage multiple print orders easily

Managing multiple print orders is one of the biggest challenges in a print shop. Orders come from calls, WhatsApp, walk-ins, and repeat customers. Without a system, confusion builds quickly.

Missed deadlines, wrong prints, and customer complaints start to increase.

You need a simple workflow to control everything.

Why print shops struggle with multiple orders

Most print shops use:

Diary or notebook

Excel sheets

WhatsApp chats

This creates problems:

No clear job status

Orders get missed

Staff confusion

No delivery tracking

You cannot scale with this setup.

What a proper system should do

To manage multiple orders easily, your system must:

Track every order in one place

Show real-time job status

Assign work to staff

Track deadlines

Store job details and files

Without these, errors will continue.

Step 1. Create a standard order entry process

Every order should follow the same structure.

Include:

Customer name

Job details

Quantity

Size and material

Delivery date

Price

Do not accept incomplete orders.

This reduces mistakes.

Step 2. Use a job status workflow

Create clear stages for every order:

Pending

Design

Printing

Finishing

Completed

Delivered

Every job must move step by step.

This gives full visibility.

Step 3. Assign responsibility to staff

Each job should have a clear owner.

Designer handles design stage

Operator handles printing

Finishing staff completes job

This avoids confusion and delays.

Step 4. Track deadlines properly

Late delivery damages your reputation.

Always:

Set delivery date

Highlight urgent jobs

Track overdue orders

Review this daily.

Step 5. Keep all job details in one place

Do not store information in multiple places.

Link everything:

Order details

Files

Notes

Customer communication

This saves time and avoids rework.

Step 6. Manage repeat orders efficiently

Many print jobs repeat.

Store:

Previous job details

Design references

Pricing

Reuse instead of creating from zero.

This increases speed and profit.

Step 7. Use a visual job board

A visual board helps you see everything quickly.

You can view:

Total jobs today

Jobs in progress

Completed jobs

This gives control instantly.

Step 8. Reduce manual errors

Manual systems cause:

Wrong quantity

Missed instructions

Lost orders

A structured system reduces these risks.

Example workflow in action

A print shop receives 25 orders daily.

Without system:

Orders lost

Staff confused

Delivery delays

With proper system:

All jobs tracked

Clear status

On-time delivery

Better customer satisfaction

Common mistakes to avoid

Writing orders in different places

No fixed workflow

No job ownership

Ignoring deadlines

No record of completed jobs

Fix these first.

Best way to manage print orders today

Use a simple digital system that gives:

Live job tracking board

Order status updates

Staff assignment

Deadline alerts

File linking

This replaces diary, Excel, and WhatsApp confusion.

Daily routine for print shop owners

Follow this routine:

Check today’s orders

Review pending jobs

Assign tasks to staff

Track urgent deliveries

Update completed jobs

This keeps your operations smooth.

Final takeaway

Managing multiple print orders becomes easy when you use a structured system.

Standardise order entry

Track job status

Assign responsibility

Monitor deadlines

This brings control and growth.