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The secrets of using templates and how they save you hours

Often we open a new document and just start typing this can cause headaches down the line when we need to tidy it up to present to a client.

Most of us have had no format training on how to make the most out our software – How many times have you had to edit each individual heading or block of text ?

To make your life easier set up a couple of branded word templates so you can start with the correct formatting in place. Simply make global document changes whjen you need to update a style and ensure consistency across you communications.

I recommend that all my clients have a Portrait and a Landscape Microsoft Word Templates. ( we may also create a manual template, form templates etc…)

Kiffin Microsoft Word Template

Kiffin Microsoft Word Template

These templates will most often contain

Branded styles for

  • Header & Footer
  • Headings 1 – 5
  • Title page ( first page different for longer documents such as manuals, reports, ebooks)
  • Table styles
  • Checklist / bullets
  • Numbering

 

 

 

Before your jump into making a document here is a simple table for you to use when you are creating new documents or reviewing existing ones.

What does my document need to communicate?
Document Creation Guidelines
Questions Your Answers Actions to TAKE
Who? Who is this document for (audience) and who owns it in-house?
Why? Why has this document been created? Does it have a specific purpose?
What? What is the purpose of this document and what must be included?
Where? Where will this document be used/ accessed from?
When? When does it need to be released or actioned?
How? How will the document be used and updated?

 Microsoft Word Template Special

Microsoft Word Template special for $185

Filing paperwork and Managing To Do’s

Filing paperwork & Managing To Do’s tips

In my ideal world I wouldn’t have to file paper.

In the real world I still collect a lot of paper over the course of a week from client forms & documents to workshop booklets. The pile on my desk can get out of control pretty quickly if I don’t keep on top of it.

I noticed I was really good at looking after the paper to do with my clients not so good at keeping on top of my working on the business To Do’s.   A lot of my client have also found this  a mayor pain.

The best advice is to

  1. Do it
  2. Dump it
  3. Delegate

Here is the simple system I have created to keep on top of the delegated items in my paper war.

2 Simple Tools

My life has been made easier with the use of Post It notes & Clear plastic L shaped Pockets for storing the documents in.

Step by Step Process

for those who love to learn this way …

  1. I group the paper in client names, Marketing To Do’s etc..
  2. Then I take a Post It note and write the title of the group of paper ( eg: Marketing To Do’s) on the sticky side up
  3. Then I place that group of documents in an L shaped clear pocket and stick the Post It note inside the folder
  4. Repeat till all paper is filed
  5. Then I go to my outlook calendar and note in my reoccuring Marketing appointment to check my To Do file.
  6. Then I store in my standing file on my desk.
  7. Once I have completed my To Do from the file I write in red pen actioned and the date
  8. If decide the paper is something I will need to refer I store it in my filing cabinet under the matching file name
  • or I get to dump it in the rubbish bin – oooh now that feels good
  • or if the other side is blank it gets recycled as drawing paper for my kids to use.

Photos for those who love to see how it works…

End Result

Filing tipsManaging To Do's

Happy filing from the team at Kiffin