A template is a pattern used to create replicas quickly and easily. In digital terms, it is a specially crafted file that contains all the building blocks you need to create replicas. This means you don’t have to recreate an item whenever you need it. It takes time to build robust templates, but it is well worth it.

Why Use Templates?

Well-designed templates mean users can focus on the important parts of the task instead of spending time on the details, such as format and layout. Using templates ensures consistency with your communication (grammar, style, and branding).

We all lead busy lives, and making mistakes is common when we are in a hurry or bored by routine, mundane tasks. Therefore, including specific content within the template ensures we capture the relevant information. For example, pre-printed invitation cards always have spaces to write the date, time, and location.

Because templates are consistent, it is easy to recognize trends and spot anomalies, specifically in spreadsheets of data. Templates create a consistent starting point so business owners can efficiently train team members and delegate tasks.

Not all Documents are Templates

As I mentioned, templates are specially crafted files. They are not the same as saving a document with a different file name. In fact, repeatedly doing “save as” causes you to drift away from your original template because you make changes and may not change it back to how it was. Additionally, hidden information (file attributes, metadata, change tracking, etc.) is carried forward each time which could cause problems later. A benefit of using templates is that you can’t overwrite them (especially in the Microsoft Office environment). You must save the template with a new file name. It is very easy to overwrite the previous content of a document if you accidentally click Save instead of Save As.

Where to Use Them

Generally, you should create a template if you find yourself recreating the same information more than three times. Here are some examples.

Letterhead and Documents: Create branded letterhead. Then, use the letterhead as a template for other document templates such as contracts, advertising, policies, procedures, etc.

Spreadsheets: Using templates for financial statements and performance indicators (website visitors, social media interactions, etc.) makes it easy to spot trends.

Presentations and Graphics: Create a master template that adheres to your branding. Use it as a base for subsequent presentations.

Email: Most email programs will let you create templates, and learning to use this feature will make email processing more efficient. If your software doesn’t allow it, create a plain text document with text snippets you routinely send so you can copy and paste.

If you found this information helpful, you might enjoy other posts in our productivity category or inquire about a workplace presentation for your team.

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