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Every week brings documents, emails, new projects, and task lists. Just how much of this is totally different from the work you have done? Odds are, not much. Many of our daily tasks are variations on something we have done hundreds of times before.
Don’t reinvent the wheel every single time you start something fresh. Instead, use templates–as starting point for work that is new, standardized documents with formatting and text. Once you save a separate version of the template add, remove, or change any data for that record that is unique, and you are going to have the job done in a fraction of the time.
Programs work everywhere: in word processors, spreadsheets, project management programs, survey programs, and also email. Here’s the way to use templates in your favorite programs –and to generate documents from a template–so you can get your common tasks quicker.
Programs take time to build, and it’s easy to wonder whether they are worth the investment. The brief answer: absolutely. Editing a template takes far less time than formatting some thing from scratch. It is the distinction between retyping it, or copying and pasting some text.
That’s not the only advantage: Using a template means you are not as likely to leave out key info, also. For instance, if you want to send freelance authors a contributor arrangement, modifying a standard contract template (instead of composing a new contract every time) guarantees you won’t leave out the crucial clause about owning the material as soon as you’ve paid for this.
Templates also guarantee consistency. Maybe you send regular job updates. Using a template, you know the upgrade will have the formatting, design, and general structure.
How to Produce 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 including also rather than too little, it’s more easy to delete information than add it in.
Imagine you’re creating a template of your resume. You’d want to record in-depth facts about your responsibilities and achievements, and that means you’ll have all the info you want to submit an application for almost any job.
You can always delete notes that are less-important later on, but you might forget it at the final 25, if it’s not in the template.
Some applications will automatically fill in these variables for you (more on this in a bit). But if you need to fill in the data by yourself, add some text that is obvious and easy to search for so it is possible to locate text that has to be changed without a lot of effort.