Do I really have to write this email again? I know I wrote a similar one last week, where is it? Search, search. Ok, I’ve checked my sent items, there it is. Ok. Copy, paste customize.
We’ve all been there: at work, facing a recurring task, knowing that we should finally create a template, job aid, checklist, or source document, but feeling pushed for time and like we can’t do the job justice. Because our minds are already full and our to-do lists long, it seems impossible to commit the energy for the build. So, we re-create the wheel, imagining some future date when we’ll finally have the time to make our lives more effective. This is also true in our personal lives. From shopping lists, to packing for travel, to the annual family Christmas party – in the moment we forget the benefit of having an organized library of assets that make life run smoothly.
What if…
How would it feel to have all the templates, checklists, or copy in your personal library, ready to be customized? How much time could that save you? Would this powerful set of tools allow you to cross the bridge from angst to effectiveness?
It’s when you are busiest that this becomes most necessary. Starting can feel overwhelming. For me, the tipping point came during an especially busy time at work. A few missed steps and a feeling of overwhelm catalyzed the change, and I began to create templates whenever a recurring task or process was required. It took about 12 months to cycle through the regular tasks to create this library, and now, the increased effectiveness and efficiency allow for faster turnaround and a well-paced workday. It also allows greater responsiveness for unexpected projects or work.
7 Benefits
Creating this set of tools provides
- Increased responsiveness
- A reduced workload (incrementally and exponentially!)
- Improved decision-making capacity
- Clear communication
- Reduced stress
- Reclaimed time
- An ability to delegate
All of which increase well-being and productivity.
At Work
In my HR role, if I need to build a job description, the template is ready. For leaves of absence, hiring, training, even a first-day welcome email – having these templates available and ready for customization ensures that I don’t miss any steps and am providing a consistent experience. And should I need to train someone to help, the source documents are available.
At Home
If we need groceries, any family member can take the master list and get shopping. My travel checklist is also invaluable. I tested the theory again recently, and yep, I do better with a list. Do I take some good-natured ribbing from friends for my lists? Why yes, I do. (One even bought me a book called “List Yourself.” I promptly sent her a list of all the places she could put the book.) But with all the distractions of modern life, these lists have become essential.
This practice has eliminated so many little decisions that crop up in day-to-day life, allowing more time for the projects and hobbies I enjoy. As you consider this practice, what template will you build for greater effectiveness and peace of mind? Try it out and see how powerful this tool can be! And let me know how it goes.
For more on this topic, including a mini essential food shopping list and 3 Things to get the ball rolling, click the newsletter link here.
Shout Out:
I want to thank Tim Ferriss and Michael Hyatt for introducing this idea and helping me understand the power of this practice. For more reading on how they implement this, see the website links below. Gentlemen, life is better because of you. Thank you.
Resources:
- Tim Ferris with Email Autoresponders https://tim.blog/2014/07/14/autoresponse/
- Michael Hyatt on Templates https://michaelhyatt.com/templates/
- Photo by Riccardo Annandale on Unsplash