Productivity Tip: Templates

One of the key principles in working efficiently is to use Templates. Often people think of purchased templates or those that come with a program like Powerpoint. But you can also create your own templates.

Naturally you can use the Help menu in a program and learn to create a “real” template. But in my experience it’s more trouble than it’s worth. Instead when I create a document I like, I reuse to format the next document of the same type, essentially making it my own template.

Of course templates are only as helpful as they are available. And that’s the key. You want to be able to find them quickly and easily when you need them.

One approach is to keep a folder of templates. That works for some people, so you’ll want to use that system is that’s the way you typically look for something.

But I work quickly and I’m often on deadline as I’m creating a new project. Then when it’s time to find a template for my next project, I tend to think of the last similar project I did and look that up. In essence that is my template.

So here’s the system I’ve found helpful if you use Microsoft Office (2007 and newer).

1. Under the main menu (in the left corner), choose Options. Then choose Advanced.

2. Scroll down and find the number of recent documents you want to keep. I recommend 20-30, depending on what fits on your screen and how many you use regularly.

3. When you have a document you use frequently “pin” it to the Recent Documents menu.

4. Here’s where I pin my “templates” so that all I need to do is point to it, open it, then copy and paste the parts I need.

If I’m feeling fancy I open the “template”, then do a Save As… to move the cover, back pages, formatting, headers and footers to the new document. Saves a LOT of time!

Remember this basic principle: Keep It Simple. Get It Done!

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