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Each week brings task lists, emails, files, and new projects. How much of that is totally different from the job you have done? Odds are, maybe not much. A number of our daily tasks are variants on something.
Don’t reinvent the wheel each time you start something fresh. Use templates–standardized documents with formatting and text as starting point. As soon as you save a separate version of the template add, remove, or change any data for that document that is exceptional, and you are going to have the job.
Programs work anywhere: in word processors, spreadsheets, project management programs, survey programs, and email. Here’s the way to use templates and to create documents from a template–so it’s possible to get your common tasks done faster.
Programs take the time to construct, 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 from scratch. It’s the difference between copying and pasting some text, or retyping it.
That’s only one benefit: Using a template means you are less likely to leave out crucial information, too. For instance, if you need to send freelance authors a contributor agreement, modifying a standard contract template (instead of writing a new contract every time) guarantees you won’t depart out the crucial clause regarding owning the material once you’ve paid for it.
Templates also guarantee consistency. You send regular job updates. With a template, you know the upgrade will have the formatting, design, and structure.
How to Produce Fantastic 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 including too instead of too little, it’s easier to delete information than add it in.
Imagine you’re developing a template of your resume. You would want to list in-depth facts and that means you are going to have.
You can delete less-important notes on, but you might forget it if it’s not in the template.
Some tools will automatically fill in all these variables for you (more on that in a bit). But if you need to fill in the information by yourself, add some text that is obvious and simple to look for so you can locate.