Templates: more than just documents

Having templates in your business not only ensures you are producing the same high-quality work across the board, but they will save you time in the long run. Particularly if you do not have automation set up. And when you're ready to set up automation in your business, for example, a CRM, the templates are readily available to implement. 

Templates can include: 

• Emails 

• Documents 

• Folders 

• Designs 

How can you use templates in your business? 

Emails: 

We generally follow the same process each time we communicate with potential clients or customers, and instead of re-typing the same email over and over, save your favourites as templates. 

Saving the template email to your inbox drafts is one way, but I highly recommend also dragging and dropping a copy of the email into a specific template folder – just in case one day you accidentally send out the draft or rewrite it. Keep a copy of the original. If you have a sequence of emails you send out, label them by numbering them in chronological order. 

Documents: 

When I think of templates, I always think of documents first. The first template I include is a letterhead. Ensure the template matches branding, and I also include placeholders such as date, name, address etc. This is usually if I am mailing out via a windowed envelope and I need the name and address lined up perfectly. 

Other template documents may include contracts and agreements, welcome packs, policies and procedures. 

When creating templates, ensure the naming convention includes the word "template" in the name and has the date created and the version. Example: TEMPLATE JDVA_Project A_Document B 0323 v1.1 

Archive any old versions, and when opening up a template for use, always "Save As" before using the template. Otherwise, autosave will start saving your work inside the template which will affect future use. 

Folders: 

Not only will you want a folder to hold all of your templates in one place, but folders themselves can be created as templates. For example, I have template folders for months, but also a folder structure for new clients. This includes client services agreements and key information. When I sign on a new client, I can copy the folder structure into the new client folder. The same goes for months. Instead of creating 12 folders each time, I copy and paste the folders over. Remember, when creating folders for your months, number them so they stay in order instead of defaulting to alphabetical order. 

Designs: 

Canva has a great feature to set up your template designs as Brand Templates. If you create a great design for your proposal document or social media posts, go to Share in the top right of the design page, and click Brand Template. Select the folder you would like to save the design under. This ensures you maintain consistency across your designs, and you can keep the original as a template. 

Designs may also include your email marketing designs. Having a few different templates to work from will ensure you maintain your branding, your readers can instantly recognise you in their inbox, and your workflow is streamlined because the template is available to use when needed. 

 Save as you go:

Without sounding cliché, templates will ultimately save you time and energy. You have the template available and ready to use when needed. If you are looking to implement a CRM in your business, the templates used in the workflow are already available, along with your Standard Operating Procedures, to set up automated workflows. 

As you work through your processes, save your favourites as you go. No need to reinvent the wheel.