What is a template? A
template is a pattern or model on which something else is based. It’s focused on structure and is designed to
provide a specific layout.
A form or document is an instance of a template that has been applied
to a situation with content added.
How to make a good template:
1. It gathers all of the information needed at
once and speeds the process. A good
template makes the work that is required during a process move more quickly by
capturing all of the information needed to complete the entire process at once. Everyone ‘downstream’ from the information
collector has everything they need to complete their portions of the task as
well.
2. It guides the user to make the collection
of information simple. People want
to use a good template because it makes their work easier. A good template asks questions that guide the
person completing the form to come up with the highest quality of
information. It asks the right
questions. There are also time saving
tricks such as taking the information that was input and automatically
populating a second page that is formatted exactly as needed for the next step
in the process.
3. It is intuitive. It is welcoming because it’s formatted in a
presentable manner and is easy to figure out.
The location of items is logical and it’s simple to know where
information is needed to be input to complete the template. It doesn’t hurt your brain to look at the
document and figure out how to use it.
You can look at it without any training and understand what you need to
do. It includes a description of who
should use it, when they should use it, and who it goes to once it’s completed.
4. It’s not overly long. If a template can be done on one page, that
is ideal. It is important that the
template simplifies work and does not become a 20 page document that takes 15
hours and 5 individuals to complete. As
well, if one paper can be used for two functions of the same information, do
it. For example, the top of the form is
the information collected and the bottom of the form is for approval rather
than requiring a different approval form and manual copying of the same
information.
5. It is easy to find and people know about it. Once the template is created, store it in a
location that is easy to find. Tell
people about the template and offer to help show them how to use it. If it could help a particular individual or
team, introduce it in a brief training session where you convey which instances
it is useful for, how to use it (complete it for an example task), and what to
do with it when you’re done. Create a
storage of the instances in which the template is applied as well so that
people can refer to the examples and build upon them easily.
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