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Every week brings new jobs, emails, files, and task lists. How much of this is different from the job you have done before? Odds are, not much. A number of our tasks are variations on something.
Don’t reinvent the wheel every single time you start something fresh. Use templates–standardized documents with text and formatting as starting point. As soon as you save a separate variant of the template, just add, eliminate, or change any data for that record, and you’ll have the new job done in a fraction of the time.
Programs work everywhere: in word processors, spreadsheets, project management apps, survey programs, and email. Here’s the way to use templates from your favorite apps–and how to generate documents from a template–so it’s possible to get your common tasks faster.
Programs take time to construct, and it’s easy to wonder whether they are worth the investment. The short answer: absolutely. Editing a template takes far less time than formatting some thing. It is the difference between copying and pasting some text, or retyping it.
That’s only one advantage: Using a template means you’re not as inclined to leave out crucial info, too. For instance, if you need to send freelance authors a contributor agreement, changing a standard contract template (rather than writing a new contract every time) guarantees you won’t leave out the crucial clause about possessing the material as soon as you’ve paid for it.
Templates also guarantee consistency. You send investors or customers regular job updates. With a template, you understand the update will constantly have the same formatting, design, and arrangement.
How to Create Great Templates
Not all templates are created equal–and a few things don’t require a template. Listed below are a few guidelines to follow.
First, templates should be comprehensive. It’s more easy to delete info than add it in, so err on the side of including also instead of too little.
Imagine you are creating a template of your own resume. You would want to list details so you’ll have.
You can always delete notes later on, but you might forget it at the last 25, if it’s not from the template.
Some tools will automatically fill in all these factors for you (more on that in a little ). But if you need to fill in the information by yourself, add some text that’s obvious and easy to search for so you can find.
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