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Each week brings task lists, emails, documents, and new projects. How much of that is completely different from the work you have done before? Odds are, maybe not much. A number of our daily tasks are variations on something.
Don’t reinvent the wheel each time you start something fresh. Use templates–standardized documents with text and formatting as starting point. Once you save a variant of the template, simply add, remove, or change any info for that document that is exceptional, and you are going to have the new work.
Programs work everywhere: in word processors, spreadsheets, project management programs, survey platforms, and email. Here is the way to use templates in your favorite apps–and how to automatically generate documents from a template–so it’s possible to get your tasks done quicker.
Programs take time to build, and it’s easy to wonder if they are worth the investment. The short answer: absolutely. Editing a template takes far less time than formatting something. It is the difference between copying and pasting some text, or retyping it.
That’s not the only benefit: 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 writers a contributor arrangement, changing a standard contract template (rather than writing a new contract each time) guarantees you won’t depart out the crucial clause about owning the content once you’ve paid for this.
Templates also guarantee consistency. Maybe you send regular project updates to investors or clients. With a template, you know the upgrade will always have the same formatting, design, and general structure.
How to Create Great Templates
Not many templates are created equal–and a few things don’t require a template. Here are a few guidelines to follow.
First, templates should be comprehensive. It’s easier to delete information than add it , so err on the side of adding too instead of too small.
Imagine you are creating a template of your resume. You’d want to record in-depth details about your duties and achievements, and that means you are going to have all the info you need to submit an application for almost any job.
You can delete less-important notes later on, but you may forget it at the final version when it is not from the template.
Some applications will automatically fill in all these factors for you (more on that in a bit). But should you have to fill in the information on your own, include some text that’s obvious and simple to look for so it is possible to locate text that has to be altered without a lot of work.