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Each week brings documents, emails, new jobs, and task lists. How much of this is different from the job you’ve done before? Odds are, not much. A number of our day-to-day tasks are variations on something we’ve done countless times before.
Don’t reinvent the wheel every single time you start something fresh. Instead, use templates–standardized files with formatting and text as starting point for work. Once you save a separate variant of the template add, eliminate, or alter any info for that exceptional document, and you are going to have the new job completed in a fraction of the time.
Templates work everywhere: in word processors, spreadsheets, project management apps, survey programs, and also email. Here is how to use templates and how to automatically generate documents from a template–so you can get your ordinary tasks done faster.
Programs take the time to build, and it’s easy to wonder whether they’re worth the investment. The answer: absolutely. Editing a template takes far less time than formatting something. It is the distinction between copying and pasting some text, or retyping it.
That’s only one benefit: Using a template means you’re less likely to leave out key info, also. For instance, if you want to send freelance writers a contributor arrangement, modifying a standard contract template (instead of composing a new contract each time) ensures you won’t leave out the crucial clause regarding owning the content once you’ve paid for it.
Templates also guarantee consistency. You send regular project updates to customers or investors. With a template, you know the upgrade will constantly have the formatting, design, and general arrangement.
How to Produce Great Templates
Not many templates are created equal–and a few things don’t require a template. Here are a couple of guidelines to follow.
First, templates should be comprehensive. So err on the side of adding instead of too small, it’s more easy to delete info than add it .
Imagine you’re developing a template of your own resume. You would want to record facts about your responsibilities and accomplishments, and that means you are going to have all the info you need to submit an application for almost any job.
You can delete notes later on, but when it is not from the template you might forget it.
Some applications will automatically fill in these variables for you (more on that in a little ). But should you have to fill in the data on your own, add some text that’s easy and obvious to search for so it is possible to find.
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