Print Shop Spreadsheet vs Production Board

Use the same jobs to compare both formats

A spreadsheet is a good fit when one person wants flexible columns, filters, and formulas. A production board can help when the next step and job readiness need to be visible without rebuilding the workbook. Compare both using the same job IDs and information so you can identify what changes in the handoff. A carefully managed shared spreadsheet can also offer collaboration that a local board does not provide.

Worked example for the afternoon handoff

At noon, the operator needs to know which jobs can run and which may miss their deadline. In a spreadsheet, filter for due today, then check a separate proof column and current status. If J-211 shows an unapproved proof, add a clearly visible hold flag and identify who owns the follow-up. On a board, move J-211 to the held or review state and keep its due time visible in that view. In either format, the only same-day job ready for finishing is J-210.

When J-211 is approved, record the exact artwork revision and make the release visible to the next person. A board view is helpful when the team can see hold and release at a glance. A spreadsheet is useful when jobs need sorting or arithmetic on the same rows. Either format can fail if the current revision and the readiness fields are missing.

Which fields belong in both?

Use a stable job ID, due date and time, state, owner, proof version, and next action. Keep the customer’s name, stock, quantity, and finishing near the job ticket. Use separate indicators for proof approval and readiness to run. A job may have approved artwork and still be waiting on stock or a press slot.

Decide which record is authoritative. A whiteboard, printed ticket, and workbook can each be useful, but overlapping updates can make it unclear which one was changed most recently. Archive or replace the old off-line printout when a deadline changes. If your team needs simultaneous updates, check whether the tool you choose supports that mode.

Common tracking mistakes

Keep statuses short enough to use consistently. More columns will not fix a fuzzy definition of ready. Make the responsibility for changing a hold clear, and review closed jobs separately from the live queue. Save a backup or export at a regular interval and test recovery before replacing the shop computer.

Test how each format handles two people making updates on the same job. Agree who changes a due date and who releases artwork. A shared spreadsheet can keep the change visible, while separate copies can very quickly diverge. A board in one shop browser works when the responsible operator maintains it and the next person knows to consult that same record. Compare the actual handoff time over several days.

Frequently asked questions