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Every week brings task lists, emails, documents, and new projects. How much of this is completely different from the job you have done? Odds are, not much. Many of our day-to-day tasks are variants on something.
Don’t reinvent the wheel each time you start something new. Instead, use templates–as starting point for new 17, standardized files with formatting and text. Once you save a version of the template, just add, remove, or change any info for that exceptional record, and you are going to have the new work done in a fraction of this time.
Templates work everywhere: in word processors, spreadsheets, project management programs, survey programs, and email. Here is the way to use templates from your favorite apps–and the way to automatically generate documents from a template–so it’s possible to get your tasks done quicker.
Templates take the time to build, and it’s easy to wonder if they’re worth the investment. The answer: absolutely. Editing a template requires far less time than formatting something. It’s the difference between retyping it, or copying and pasting some text.
That is only one benefit: Using a template means you are less likely to leave out key info, too. By way of example, if you want to send freelance authors a contributor arrangement, changing a standard contract template (instead of composing a new contract every time) guarantees you won’t depart out the crucial clause regarding possessing the material once you’ve paid for it.
Templates additionally guarantee consistency. You send customers or investors regular project updates. With a template, you understand the upgrade will have the formatting, layout, and general arrangement.
How to Create Great Templates
Not many templates are created equal–and a few things don’t require a template. Here are a few guidelines to follow.
First, templates must be comprehensive. So err on the side of adding too instead of too little, it’s more easy to delete info than add it .
Imagine you are developing a template of your resume. You would want to record facts about your responsibilities and achievements, and that means you are going to have all the information you need to apply for almost any job.
You can delete less-important notes later on, but you might forget it in the last 25, if it’s not in the template.
Some tools will automatically fill in all these factors for you (more on this in a bit). But should you need to fill in the data on your own, add some text that is obvious and easy to search for so you can find text that needs to be changed without a lot of effort.