The reality is that once you’ve created a standard template, which is well thought out and constructed, you probably don’t need to do much more to it.

The problem comes up when you don’t have a standard…and you’re reinventing the wheel every time you sit down to do the task…which repeats itself over and over again. Think about things like a new project funding request, a post mortem on a problem, a monthly update you know you need to do to present to your boss/seniors.

While no one likes doing these types of tasks, a couple of lessons learned which really helped me….

1. Don’t feel the need to re-invent the wheel every time.  My team used to like to change things up in the spirit of continuous improvement.  The problem was that it just make it that much harder: everyone had to change what they did the last time, and the reader had to adjust as well.  There’s a lot to be said for an excellent, repeatable process that does the job.  I remember taking over a team where we had to submit new pricing proposals. Everyone had their own templates….and when we needed to present them for approval, it was agonizing.  We create a standard…and got through approvals in record time.

2. Improve the template when it comes to clarity: if you find something that’s always confusing…by all means fix it. If someone is asking the same question a month later, you need to fix your template.

3. Create structure, but allow for customizing when necessary: while templates usually cover the majority of what’s needed, there will be times when you need to provide additional context.  Doing so in the cover email or executive summary is a good way to maintain your structure while highlighting to the reader that something changed.

4. Once you see your template working, share with others.  There’s a lot to be said for best practice transfer….often groups don’t do enough of it.  If you have a structure that works…by all means share with others to provide them a head start.

5. Use Word when Powerpoint isn’t necessary: the worst thing that’s happened in business is that everything is Powerpoint.  A good, well structured Word document is perfectly fine.