Small jobs can often lead to big decisions. Sam Lewis, the owner of Print Perfect, has always believed in the power of community. Known for his friendly service, he prides himself on being the go-to guy for local businesses, students, and neighbors needing everything from flyers to family photo prints. To Sam, each small job is more than just a transaction; it’s a chance to help his community.
However, the increasing demand for quick, low-margin tasks has started to strain his shop’s resources and his team’s morale. As he navigates this growing dilemma—how to continue offering affordable, personal services without sacrificing his business’s future—Sam begins to confront the true cost of his big-hearted approach.
Today we step into Sam’s world as he faces these challenges. Join us on this journey each month as we explore the complex dynamics of balancing community service with sustainable business practices. In future articles, we’ll join Sam to learn more about the decisions he makes and the lessons learned along the way. Now, let’s step into Sam’s world.
Part 1: Small Orders, Big Decisions: The Costly Truth
Sam Lewis, the owner of Print Perfect, leaned over his counter as another customer walked in, a small stack of papers in hand. “Just need 50 copies of these,” the customer said, smiling. “Shouldn’t be too tough, right?”
Sam gave a friendly nod, though internally, he sighed. “Of course. I’ll have these ready in a bit,” he replied. But as he took the job ticket, he mentally calculated the costs: time, paper, and the inevitable tweaks the client might request.
Behind him, his production manager, Laura, was already juggling three similar small jobs. These “quick” tasks were starting to add up, and Sam felt the weight of it. “We’re spending hours each week on jobs that don’t even break even,” he thought to himself. He was torn, knowing these customers were often locals who counted on his shop. But as the volume of small orders grew, so did his anxiety.
A Needed Reality Check
Later that evening, Sam met with Laura to discuss the growing challenge. “We’ve been swamped with these tiny orders lately. They’re barely paying for themselves, and it’s draining our resources,” he started.
Laura set down her coffee, nodding. “I’ve noticed. We’re dedicating almost as much time to these small jobs as we would to larger, more profitable projects.”
“Exactly,” Sam replied, frustration evident in his voice. “The worst part is, customers think it’s just a few copies, so it should be cheap. But they don’t see what goes into it—prep time, paper, adjustments.”
“Maybe it’s time to consider setting a minimum charge,” Laura suggested, choosing her words carefully. “We need a way to cover our basic costs, or we’ll just keep spinning our wheels.”
Sam hesitated. He valued the loyalty of his community, many of whom came to him precisely because of the personal service. “I’ve thought about it,” he said slowly, “but I’m worried we’ll lose clients who depend on us for these smaller jobs.”
Seeing the Numbers for What They Are
The next morning, determined to confront the issue head-on, Sam took time to run the numbers. He pulled data from recent orders, calculating costs down to every dollar spent on supplies, equipment time, and labor. His findings were stark. On average, he was losing nearly 10% per job on these low-margin copy orders. He could hardly believe how much each small task, seemingly harmless on its own, was adding up in overhead costs.
Sam decided to call his friend Jessie, who owned a similar print shop across town. “Jessie, I’m dealing with these small copy jobs that don’t bring in profit. They’re taking up time, but I’m afraid to turn people away. How do you handle it?”
Jessie chuckled knowingly. “Oh, I know that one all too well. Look, it’s not about turning them away, but valuing your time. I implemented a minimum charge a year ago, and I haven’t looked back. It was tough at first, but it ended up weeding out the customers who don’t see the value in what we do. And honestly, it helped me respect my work more.”
Sam let her words sink in. Respect his work more? He’d always thought of himself as service-oriented, focused on helping his clients. But now he saw that without valuing his own business’s sustainability, he couldn’t keep helping anyone.
Testing the Waters with Clients
That afternoon, a long-time customer, Ayana, arrived with a small job. Sam took a deep breath. If he was going to implement a minimum charge, now was as good a time as any to start testing reactions.
“Ayana, we’re looking at some updates in pricing,” he began, trying to sound as casual as possible. “We’re introducing a minimum fee to cover labor and materials for smaller jobs like these.”
Ayana raised an eyebrow, clearly curious but not necessarily put off. “Really?” she said thoughtfully. “I guess I’ve never thought about how much goes into it.”
Relieved at her openness, Sam continued, “Yeah, it’s been a challenge balancing smaller tasks with our bigger projects. We just want to make sure we’re sustainable so we can keep offering quality work.”
Ayana nodded. “Honestly, I get it. I think most people will. You have to make it work for you, too, right?”
The Emotional Weight of Low-Value Work
Over the next few days, Sam found himself having similar conversations with other clients. Some raised eyebrows, some accepted it easily, and a few expressed mild frustration. But the change felt freeing. He realized that he’d been dreading these jobs not because of the work itself but because he felt undervalued.
One evening after closing, he shared his thoughts with Laura. “I’ve felt this… resentment, almost,” he admitted. “Like I’m bending over backwards for these little jobs, and it’s hardly worth it.”
Laura nodded in understanding. “It’s exhausting to keep going on goodwill alone. And honestly, Sam, if we want to be here in the long run, we have to make decisions that work for us, too.”
Sam sat back, considering this new perspective. Maybe the real problem wasn’t the clients at all, but his own reluctance to set boundaries. “It’s about respect,” he mused. “For our time, for the work we put in. We can’t just keep running on empty.”
New Resolve and a Path Forward
With newfound resolve, Sam began exploring tools that might help streamline these smaller jobs and make cost-tracking more precise. He researched options for automated pricing calculators, hoping to find a system that would support his team in managing small tasks efficiently. Ideally, he wanted a tool that could calculate job costs automatically, easing his load and helping him maintain the new minimum price.
By the end of the week, Sam felt clearer about the direction ahead. Setting a minimum fee was not just about covering costs but about recognizing the value of his team’s time and talent. He realized that if he didn’t set boundaries now, he’d continue sacrificing Print Perfect’s sustainability.
As Sam prepared to introduce the change across his full client base, he felt a mix of anticipation and apprehension. This was a pivotal shift, and he knew it would take finesse to communicate the value behind the new fees. But for the first time in a while, he felt confident that he was moving toward a sustainable future.
Want to keep up with Sam’s progress? Visit on.mi4p.com/small-orders-big-decisions
Next Month in Print Perfect’s Journey: Sam puts his minimum charge strategy to the test with his full client base, confronting the challenges of setting boundaries in a competitive market. Will his clients understand the shift, or will it affect his business relationships?
