We’ve all heard the phrase, “Time is money,” so it should come as no surprise that finding ways to increase efficiency isn’t just a goal- it’s truly a necessity. There are tons of time management tools and tricks that are useful to a contractor, but today we’re focused on utilizing templates within your workflow.
The Importance of Templates
Utilizing templates is about more than just saving time; they are a way to standardize your process that guarantees consistency across different clients and projects. By creating and honing a set of templates for common documents and communications, instructional designers and truly and contractor, can reduce the amount of time spent on repetitive and routine tasks. In addition to saving time, they allow you to really dial in the language and formats you want to use. Instead of creating things on the spot or in response to a panicked email from a client, you have time to really contemplate the tone and language that you want to use to convey whatever message or information you are trying to provide.
Three Types of Templates for Instructional Designers
SOWs, Proposals, and Invoices:
Having your own customized and branded versions of these documents is a huge time saver. It also allows you to quickly locate the information you need or the relevant sections at a glance since it will be something you are intimately familiar with. I’ve found immense success having these documents filled out with all possible information and sections that might be needed which allows me to know I haven’t missed anything, but I can easily remove what isn’t applicable. For more information about crafting SOWs, check out my blog post, Crafting the Perfect Statement of Work for Instructional Design Projects
Email Templates:
Effective and clear communication is vital to the success of a project as well as a client’s perception of you as a contractor. Having templates ready to go for commonly sent emails such as pre-kickoff emails, thank you notes, weekly status updates, content requests, and feedback instructions ensure that messages are clear, concise, and consistent.
ID Specific Documents:
This should go without saying, but unless a client has a specific document of their own that they prefer you to use, you should definitely be utilizing templates for things such as storyboards, design documents, script templates for narration or voice over artists. These don’t just save time in the sense the formatting is already done in these documents, but also save time in the sense that as you use them more your familiarity with the document increases and the speed and ease in which you utilize them will increase.
Customizing Templates for Specific Needs
While templates are great, customization is almost always necessary to address the specific needs of each client or project. Templates are meant to be a jumping off point, not an end product. What really matters here is modifying these templates in a way that customizes them without losing their core benefits- saving time and ensuring quality.
Implementing Templates in Your Workflow
It can be overwhelming if you are just starting out as a contractor to need to create so many templates. Start by identifying the documents and communications you use the most frequently and develop and utilize templates for these first. As you progress you will start to identify others that though not used as frequently do reoccur enough to justify utilizing a template for them. If you work within a team, tools like Trello, ClickUp, and Google Docs can help to manage and share these templates within your team.
Best Practices for Creating Effective Templates
The three most crucial factors to consider when creating templates that will be effective are flexibility, clarity, and relevance. Flexibility means keeping in mind that edits and adjustments will need to be made and creating a template that will easily accommodate these changes. Secondly, and most difficult to implement is clarity. Clarity is ensuring that the templates that are created are easy for you to use and also easy for clients to understand. This is not just about language but about formatting as well. Remember, if one of the benefits other than saving time is being able to carefully consider what you are conveying, then ensuring clarity is essential. Lastly is relevance, which simply is to ensure that the templates remain relevant by updating them regularly to reflect current best practices, technologies, and policies.
Conclusion
Utilizing templates not only saves time, but enhances the quality and consistency of communications and deliverables. They are invaluable tools to have in the instructional designer and project manager toolkit. Finding ways to implement and customize templates within your workflow allow you to spend more time and focus on innovation and content.
Have you had success utilizing templates in your own workflow? Share your experiences or suggest additional templates that have been beneficial for your work.










