When starting up a new business, a new hobby, a new system, a new idea, the best way to work through things is to setup templates.
Documents ~ Schedules ~ Checklists ~ Organograms ~ Tables ~ Lists
Templates can be an effective time saver if used correctly.
Remember that your templates are your intellectual property.
Password protect sensitive information templates where necessary.
Backup your templates.
Date your templates.
Don’t store too many versions of the same documents. This leads to confusion and the wrong version being used. If you prefer to keep prior versions, store them in a sub-folder within the main templates folder.
Research ideas, use your experiences and knowledge, call on those who do the actual work if it’s not just you for their input on points and ideas that may not have occurred to you.
Clearly label all templates so that you can quickly find what you are looking for – either in the folder name or in the footer of the document – keep version numbers.
You can download template ideas and formats from the internet and then tailor to your own specific needs.
Never overwrite the original master template. ‘Save As’ to use the document over and over again for other purposes, but keep the master template as the original to save from each time.
Only give editing access to a few people when it comes to the master template.
Once you have your full list of templates created, saved and stored some place safe, this can be a major time saver in getting things done in the future.
Your templates in business could include, but are not limited to the following:
- Client contracts and engagement letters
- Employee contracts
- Policy and procedure documents
- Job descriptions
- Disciplinary warnings
- Leave requests
- Company profiles
- Travel logbooks
- Minutes of meetings
- Setting up of databases (not a CRM system)
- Company business cards
- Client planning
- Invoices, statements, credit notes (if you don’t use an automated software)
- Billing tracking
- Standard email responses
- Telephone messages
- New client take-on information
- Monthly social media calendars
- Online letterheads
- Manual timesheets
- Email signatures
- Bulk emails
- ‘How To’ manuals for departments
- Keeping a record of creditors and suppliers
The list goes on, the options are endless.
Whatever your need, you can create a template for that need, which you can then use over and over again, whilst editing along the way.
Owner | Virtually Admin
Virtual Business Administrators