3 Templates You Need In Your Business To Save Time
When having an online business, you’re quick to realize that some tasks are often repeated over and over again. Many workflows are repeated from week to week and even day to day. It’s time for us to start templating some of these tasks to save us time.
Once you put in the time to create the templates that you need, you’ll never have to worry about creating these assets again (unless you’re looking to make updates in certain areas).
Here are my 3 go to templates for saving time:
I don’t know about you but I hate spending time writing the same emails over and over. Creating email templates is one of the best ways to cut down time spent in your inbox.
If you use Gmail, you can do this by having canned responses saved to your account. You can also keep a file for the different types of email templates. You can use programs such as Google Docs, Evernote, Microsoft Word, etc.
The key is to create templates for the emails that would not change from person to person that provide specific information.
For example, if you are a service based business and someone reaches out with an inquiry, you can have an Inquiry Response Template that explains your process on how to get started and ask any questions you may need. Rather than personalizing every single inquiry, you can use the template to streamline the process.
Other examples of email templates you can have are:
Client intake forms
Out of office
Answers to frequently asked questions
With online businesses, the need for graphics is almost daily. Rather than hiring out a designer to make these for you constantly, you can create your own design templates or hire a graphic designer to design templates for you.
By using programs such as Canva, Adobe InDesign, Adobe Illustrator and Adobe Photoshop, you can save template files that you can use over and over again.
If design isn’t your thing, you may want to invest in premade templates for your business. Look for drag and drop templates that all you have to do is put in your brand colors, brand fonts, images and content. This is the simplest way to create your own beautiful designs without having a graphic designer on hand.
Examples of design templates you can make:
Project Templates in Asana
Asana is my go to program for Project Management. If this isn’t a program you are familiar with, I highly recommend checking it out. You can easily organize and plan workflows, projects, and more, so you can keep yourself and your team's work on schedule.
In Asana you can create custom templates for common workflows and projects to save time on future project setup and ensure that everyone is following the right processes. You’re able to update these templates as needed in case you come across areas that need to be tweaked.
To create a new custom template:
Create a new project to enter in the tasks needed to be completed
Add the necessary sections, columns, or custom fields to organize and categorize your work clearly
You can assign tasks, include attachments, and task details to the template project in advance. You can also include more details in the project description about the workflow and how to use the project.
Once you’ve made the project template, click the project header dropdown, and select Save As a Template. Make sure to not delete or archive the project.
Note that the Save As a Template Feature is part of the paid Asana Plan. In order to do this on the free plan, simply label the original version with TEMPLATE in the name and leave that version alone. Whenever you need to use that workflow, click the project header dropdown and then click Duplicate Project.
Asana also offers pre-made templates that you can use. They have workflows for all different projects types that are already built out. You can use those as a starting point to get your project moving. You can find the Asana Project Templates when you click on New Project — the template choices will then be displayed.
Every business is different and has their own unique set of needs. Try to set aside time to really analyze your workflows and work days and get them down on paper. Look for ways to use templates in these workflows to help streamline the process for the next time.
By having these systems in place, you’ll also be set to scale your business in the future. Once you have your foundation laid, you‘ll easily be able to build off of it.