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Each week brings documents, emails, new projects, and job lists. How much of that is different from the job you have done before? Odds are, maybe not much. Many of our tasks are variations on something.
Don’t reinvent the wheel every time you start something fresh. Use templates–as starting point for work standardized files with formatting and text. Once you save another version of the template, simply add, remove, or alter any info for that unique document, and you are going to have the new job.
Programs work everywhere: in word processors, spreadsheets, project management apps, survey platforms, and also email. Here’s how to automatically create documents from a template — and how to use templates from your favorite programs –so you can get your ordinary tasks faster.
Templates take time to build, and it’s easy to wonder if they are worth the investment. The short answer: absolutely. Editing a template takes much less time than formatting some thing. It’s the difference between copying and pasting some text, or retyping it.
That’s only one benefit: Using a template means you are not as inclined to leave out crucial info, also. For instance, if you want to send freelance writers a contributor agreement, modifying a standard contract template (rather than writing a new contract each time) guarantees you won’t leave out the crucial clause about owning the content once you’ve paid for it.
Templates also guarantee consistency. Maybe you send regular job updates to investors or customers. With a template, you know the upgrade will have the same formatting, design, and arrangement.
How to Create Great Templates
Not all templates are created equal–and some things don’t require a template. Listed below are a few guidelines to follow.
First, templates must be comprehensive. It is simpler to delete information than add it in, so err on the side of adding too instead of too little.
Imagine you’re creating a template of your own resume. You’d want to record facts and that means you are going to have all the information you need to submit an application for any job.
You can delete notes that are less-important on, but you may forget it in the last 25, when it is not in the template.
Some applications will automatically fill in these variables for you (more on that in a bit). But should you have to fill in the information on your own, add some text that is obvious and easy to search for so you can locate.
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