The Pros and Cons of using Standardised Templates in your Business Processes

Hey there, business enthusiasts! Are you always on the lookout for the most effective and efficient ways to manage your business processes? If you’re nodding your head in agreement, then this blog post is for you. We’ll be diving into the world of standardised templates, the pros and cons of using them in your business processes, and whether or not they’re the right fit for you.

The Good Stuff: Pros of Using Standardised Templates

1. Time Saver

We all know that time is money, and one of the biggest advantages of using standardised templates is that they can save you a ton of it. By having a pre-made structure for your documents, emails or spreadsheets, you can cut down on the time spent creating and formatting everything from scratch. This can free up more time for you and your team to focus on the important stuff, like growing your business.

2. Consistency is Key

Using standardised templates can help ensure a consistent look and feel across your business processes. This can be crucial for maintaining a strong brand identity and ensuring that your clients and customers have a smooth and cohesive experience when interacting with your company. It also covers up those little typos and spelling errors that sometimes find their way into our documents. Above all, it’s just plain satisfying to see everything looking neat and uniform, with the right logo and font, just as your style guide says!

3. Easy to Update

Another big advantage of using standardised templates is that they make it super easy to update your processes when needed. Instead of sifting through multiple documents or files to make changes, you can simply update the master template, and the changes will be applied to all future instances where the template will be used. This can save you a lot of headaches when it comes to keeping everything up-to-date, particularly when you have multiple team members.

4. Reduces Errors

When you’re working with a standardised template, there’s less room for errors. Since the structure and layout are already in place, your team members are less likely to make mistakes when filling out the necessary information. This can lead to more accurate and reliable data, which is always a plus in the business world.

The Not-So-Good Stuff: Cons of Using Standardised Templates

1. One Size Doesn’t Always Fit All

While standardised templates can be a huge time saver and help maintain consistency, they can also be limiting. Sometimes, your unique business processes might not fit neatly into a pre-made template. In these cases, you might find yourself trying to force a square peg into a round hole, which can lead to frustration and inefficiency.

2. Can Stifle Creativity

If you have a team that’s full of creative minds and innovative thinkers, using standardised templates might not always be the best choice. By sticking to a pre-made structure, you could be stifling the creative potential of your team members. This can be especially true for marketing materials, where a unique and eye-catching design can make all the difference in capturing your target audience’s attention.

3. Can Get Stale

Just like that loaf of bread you forgot about in the back of your pantry, standardised templates can get stale over time. If you’re using the same template repeatedly, without any customisation or personalisation, your clients might start to notice the lack of variety, which can lead to a less-than-stellar impression of your brand. Don’t be afraid to switch content around a bit, include personalised content and keep things fresh!

4. Overdependence

While standardised templates can be a lifesaver, it’s important not to become so dependent on them that your clients rarely receive anything focused exclusively on them. Relying solely on templates can lead to a lack of critical thinking and problem-solving skills among your team members. It’s essential to strike a balance between using templates for efficiency and encouraging your team to think outside the box when needed.

So, How Can You Make the Best Use of Standardised Templates?

The answer to this question really depends on your unique business needs and preferences. Where you are presenting dry, factual information, your templates will rely less on customisation or personalisation. On the other hand, the more you present your business as creative, artistic, innovative or design-focussed business, the more you’ll want to rely on non-templated documents, or at least include more options within your templates for free comment or other content.

Achieving the right balance between standard, templated content and unrestricted content is the key.

Here are a few questions to ask yourself when deciding how you might use standardised templates in your business:

1. How much time and resources am I willing to invest in creating custom documents when needed versus using pre-made templates ‘off the rack’?

3. How important is it for my team members to be able to think critically and problem-solve independently?

4. Am I willing to invest in updating and refreshing my templates regularly to avoid stagnation? And conversely, how much time am I prepared to waste by having my team create documents from scratch that could have been available as templates, within moments.

At the end of the day, the degree to which you use standardised templates is ultimately up to you. There’s no one-size-fits-all solution, but by weighing the pros and cons and considering your priorities, you can make an informed choice that’ll help take your business processes to the next level.

To Wrap It Up

Standardised templates can offer a lot of benefits to your business processes, from saving time to ensuring consistency and reducing errors. However, they’re not without their drawbacks, such as potentially limiting creativity or genuine client-focused communication. By evaluating your priorities and considering the pros and cons, you can make the best decision for your business.

Remember, there’s a lot of benefit in using a mix of standardised templates and custom documents to strike the perfect balance for your organisation. That way, you can reap the benefits of both worlds, ensuring efficiency while still allowing for creativity and innovation when needed.

Now that you’re equipped with all the information you need, go forth and conquer the world of business processes! Whether you choose to embrace standardised templates or forge your own path, we wish you the best of luck in all your business endeavours.