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Every week brings documents, emails, new projects, and job lists. How much of this is completely different from the work you have done before? Odds are, not much. Many of our tasks are variations on something we have done countless times before.
Don’t reinvent the wheel each single time you start something new. Rather, use templates–standardized documents with formatting and text as starting point for new work. As soon as you save another version of the template add, eliminate, or change any info for that record, and you’ll have the job done in a fraction of the time.
Programs work everywhere: in word processors, spreadsheets, project management programs, survey platforms, and email. Here is how to generate documents from a template — and how to use templates from your favorite programs –so you can get your tasks quicker.
Templates take time to build, and it’s easy to wonder if they are worth the investment. The answer: absolutely. Editing a template requires much less time than formatting some thing. 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 crucial info, too. By way of example, if you need to send freelance authors a contributor agreement, changing a standard contract template (rather than writing a new contract each time) guarantees you won’t depart out the crucial clause about possessing the material as soon as you’ve paid for it.
Templates also guarantee consistency. You send regular job updates to customers or investors. With a template, you know the update will always have the exact same formatting, layout, and standard arrangement.
How to Produce Great Templates
Not all templates are created equal–and some things do not require a template. Here are a few guidelines to follow.
First, templates must be comprehensive. It is more easy to delete information than add it in, so err on the side of adding also instead of too little.
Imagine you are developing a template of your resume. You’d want to record details about your responsibilities and accomplishments, and that means you’ll have.
You always have the option to delete less-important notes later on, but when it’s not in the template you might forget it.
Some tools will automatically fill in these variables for you (more on this in a bit). But should you have to fill in the data on your own, include some text that is obvious and simple to search for so it is possible to find text that needs to be changed without much effort.
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