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Each week brings documents, emails, new projects, and task lists. How much of this is different from the work you’ve done? Odds are, maybe not much. A number of our tasks are variants on something.
Don’t reinvent the wheel every single time you start something fresh. Rather, use templates–as starting point for 17, standardized documents with formatting and text. Once you save a version of the template add, eliminate, or alter any data for that document that is unique, and you’ll have the new job completed in a fraction of the time.
Templates work everywhere: in word processors, spreadsheets, project management apps, survey platforms, and email. Here’s the way to automatically generate documents from a template — and how to use templates in your favorite programs –so it’s possible to get your common tasks done quicker.
Templates take time to build, and it’s easy to wonder whether they are worth the investment. The answer: absolutely. Editing a template requires much less time than formatting something from scratch. It’s the distinction 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 key information, too. By way of instance, if you need to send freelance authors a contributor agreement, changing a standard contract template (rather than composing a new contract each time) ensures you won’t leave out the crucial clause regarding owning the content once you’ve paid for this.
Templates additionally guarantee consistency. Maybe you send regular project updates to investors or clients. Using a template, you know the update will have the formatting, design, and standard arrangement.
How to Create Great Templates
Not many templates are created equal–and some things don’t need a template. Here are a couple of guidelines to follow.
First, templates should be comprehensive. So err on the side of adding rather than too little, it is easier to delete info than add it .
Imagine you are creating a template of your resume. You would want to record in-depth details about your duties and accomplishments, so you are going to have all the info you want to apply for any job.
You always have the option to delete less-important notes later on, but you might forget it in the final 25, if it is not from the template.
Some applications will automatically fill in all these variables for you (more on this in a bit). But should you need to fill in the data by yourself, add some text that’s easy and obvious to look for so you can locate text that has to be altered without a lot of work.
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