Think about how many documents and files you use on a weekly basis in your business. Now think how much quicker your process would be if you didn’t need to start them from scratch each time… that’s why you should consider using document templates if you’re not already. 

What are document templates and why are they beneficial? 

Templates are digital documents which have a pre-determined layout, style, or content, and can be easily edited to create a finished product. 

In today’s world, documents and files are mostly in a digital format, such as Word Documents, Google Documents, PDF’s, and more.

There are different types of templates you could put in place within your business – 

  • Emails
  • Letters
  • Briefs 
  • Proposals
  • Forms/questionnaires
  • Project documents

And many more… templates for your business will depend on the type of work you do and how you serve your customers. 

Save time and improve efficiency 

By setting your document templates up, every time you need to send a file, you’ll be saving yourself time and hassle. They increase efficiency so you get more time to let you focus on what’s really important – running your business and helping customers. 

Templates are easy to update. Simply change the relevant information and save it as a new file, such as new customer details or a price in your proposal. There’s no need to worry about it being set in stone. 

Document templates can be improved and updated on a regular basis to meet requirements, as well as your clients’ needs. Easily update document templates when things change, such as price increases, address information, or terms and conditions. 

As time is our greatest asset, having templates for these tasks can stop you wasting valuable time building or creating them from scratch every time. Significantly reduce your admin processing time with templates. Pick the document templates suitable for your needs and use them over and over again.

Be more consistent and look professional

Saving the native files as a template means you can duplicate these files and use them any time you need them. Each time you use a template, you can adapt them to suit your needs. 

Having access to a library of templates within your business gives you the flexibility to choose from a diverse set of formatted interactions. Look more professional to your customers with set document templates, as they know what to expect.

Document templates provide consistency across your business or project. Your customers will receive the same experience, no matter which employee contacts them. Be safe in the knowledge that when growing your team, it will keep things consistent. 

Creating templates is a great way to ensure you have effective and consistent content. When deciding on your templates, include a good design and tone of voice. Doing this protects your brand, image, and messaging. 

There will be no emails and documents flying around that don’t meet your expectations or standards – a perfect quality control measure for your business. 

Email marketing templates

Your email marketing can be a brilliant place to start introducing templates, as emails can take up lots of admin time for business owners and employees.

Focusing on email marketing, that could be welcome emails, general enquiries, thank you for purchasing, review requests, discount codes, or any other email communication within your sales funnel. 

Your virtual assistant can help set this up for you. Go even further by adding automated processes and following our five easy inbox management tips to avoid email overwhelm.

Document formatting, transcriptions and repurposing

When you come to creating your new business document templates, you may be able to format existing documents. 

At Spero Solutions, another one of our main services includes document formatting. This could include – 

  • making visual or formatting improvements to an existing document
  • creating a new document from an example
  • creating fillable PDF’s 

The scenarios are endless. This goes hand-in-hand to creating simple and effective templates. No matter your document and filing needs, Spero Solutions can offer a helping hand to get your systems in place. 

Another useful service involving documents is transcriptions, made popular with the rise in zoom meetings. Pass over your recordings to Spero Solutions and receive a written document back. 

Transcribe records from online meetings, to get a word-for-word copy. It’s a great way to send out meeting minutes and have records of important conversations. Hire Spero Solutions to provide you with transcriptions to save you valuable time typing minutes and notes. 

You could also transcribe meetings and conversations to help with your marketing. Transcriptions from videos and podcast interviews can quickly turn into other content.

Take quotes from meeting transcriptions with clients, acting as a case study or testimonial. If you’re discussing interesting topics or developments within your industry, these thought leadership conversations could be turned into a blog post or social media content. 

And if your business has a podcast or you feature as a guest, it can help make that more accessible to people. Show the transcription on your website, boosting SEO, and break that into snippets for social media content to promote the episode. 

Get help setting up documents from a virtual assistant

It may seem like a lengthy exercise to set them up to begin with, but trust me, they pay off quickly and the benefits are huge… but we completely understand why you may not want to do this yourself. Hire the virtual assistant team at Spero Solutions to take these document templates, formatting, and transcription tasks off your hands. 

Team up great templates with an effective filing system and you’re on to a winning combination for running an efficient business. Another huge plus, is you can now spend more time focusing on what you do best. 

To get your own personalised a range of business document templates done for you, get in touch with our Spero Solutions virtual assistant team.