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Each week brings files, emails, new jobs, and job lists. How much of this is different from the job you have done before? Odds are, maybe not much. Many of our daily tasks are variations on something we have done hundreds of times before.
Do not reinvent the wheel every time you start something new. Rather, use templates–standardized files with formatting and text as starting point. Once you save a variant of the template add, remove, or change any info for that unique record, and you are going to have the work done in a fraction of the time.
Programs work everywhere: in word processors, spreadsheets, project management apps, survey platforms, and also email. Here’s how to automatically generate documents from a template — and the way to use templates from your favorite apps –so you can get your tasks done quicker.
Programs take time to build, and it’s easy to wonder if they’re worth the investment. The answer: absolutely. Editing a template takes far less time than formatting something from scratch. It is the distinction between copying and pasting some text, or retyping it.
That’s not the only benefit: Using a template means you are less inclined to leave out crucial information, too. For example, if you want to send freelance authors a contributor agreement, changing a standard contract template (rather than composing a new contract each time) guarantees you won’t leave out the crucial clause about owning the content once you’ve paid for it.
Templates also guarantee consistency. Maybe you send clients or investors regular job updates. With a template, you understand the update will always have the exact same formatting, layout, and arrangement.
How to Create Great Templates
Not all templates are created equal–and a few things do not need a template. Here are a few guidelines to follow.
First, templates should be comprehensive. So err on the side of including instead of too little, it’s easier to delete info than add it .
Imagine you are developing a template of your own resume. You’d want to record in-depth facts so you are going to have all the info you want to submit an application for any job.
You can delete notes on, but you may forget it at the final edition when it is not in the template.
Some applications will automatically fill in all these factors for you (more on this in a bit). But should you need to fill in the data by yourself, add some text that’s obvious and easy to look for so it is possible to find text that has to be changed without a lot of work.