First impressions last and also well-designed business office templates allow you to stand out from the crowd. Templates are formats used for document files that do not have to be recreated each time it is used. In a post on Tweak Your Business, templates are not only essentials for freelancers but also for those who are in the corporate world. In this post, we will share some tips on how to create templates that work better.

Make the Templates Accessible

The rise of IT is changing workplace assumptions from the inside out. The typical time spent in the office is giving way to the virtual work environment, shifting mobile devices into the new 24/7 home office. During the transition, you need to find a balance that can meet the emerging needs of a new mixed workspace. To stay within marketing guidelines, employees need to know where to find the latest business models. Ideally, they should be available anywhere, from any device, 24 hours a day, whether employees are working from a vacation spot while increasing revenue, sitting on the subway creating a new PowerPoint presentation on their iPad, or even working from their property. Limited access will likely only encourage employees to manage outdated files they have stored somewhere on their computer, or perhaps start designing their own, perhaps using Comic Sans and yellow bullet points to make them look “pretty.”

Make Templates Intuitive

workAssuming that many users know nothing about design or technology when it comes to using templates is a much safer bet than expecting much from active contributors. Don’t make it hard for them by creating overly complicated templates with insufficient user information and referring users to your special tools to make it work. Basic is the keyword. Why? Frustration increases exponentially when you increase complexity with advanced features and style components.

It’s essential to help your employees not go off the rails and create their templates just because they don’t know how to use the “sophisticated” ones provided. Keep it simple. The more set up your templates are, the easier it will be for your employees to use them and maintain the brand. To make your templates easy to use, provide as much information about the customer as possible so employees don’t feel lost along the way.

Allow Templates for Customization

If you want to help users maintain your brand identity and make it enjoyable for them to work with compliant office templates, provide some alternative designs that suit everyone’s visual tastes. Some users just want to cut and paste and get the job done, while others want to let loose and show off their presentations. To avoid driving people crazy with template designs, take precautions and provide a range of brand-appropriate color schemes and formatting options to choose from.

Make Templates Responsive to Different Needs

Offering your employees more template options isn’t just about catering to their personal preferences. Instead, you need to make sure that your business templates are responsive to the different needs of your employees as they work together. For example, while it may be enough for the sales rep to send a standard one-page quote with no other add-ons to close the deal, Representative B may need an expanded version of the template to customize important information to engage the customer. The main objective? When creating office templates, it’s clear that you need to respond to a variety of communication scenarios to make it easier for your employees to comply with the brand and legislation.