Top Qualities
and Benefits of a Good Template
1.
Gathers all of the necessary information
1.1.
By collecting everything needed for the entire workflow in one document,
there is a single source that everyone can refer to at any time.
1.2.
The form should be continually improved until everyone
‘downstream’ in the process has everything they need to complete their portions
of the work as well.
1.3.
Streamlining all data collection speeds the process and is more
efficient. Steps of collection should be
aligned with the workflow to reduce handoffs and improve data quality.
2.
Guides users through a simple experience
2.1.
Designing the template and workflow with the user experience in
mind includes making it intuitive by simplifying data entry to be easy to
understand and perform. It also optimizes
the output so that minimal effort is required afterward due to automation of
the workflow and standardized best practices.
2.2.
Using the template becomes easier than not using it when you
continuously improve the way it works until it becomes the preferred path for
all users.
2.3.
A good template asks questions that prompt the person completing
the form to come up with the highest quality of responses. It asks the right questions at the right time.
3.
Creates alignment
3.1.
Everyone has the ability to see all of the key details and shares a
clear, common understanding.
3.2.
Each person who assumes responsibility signs off with their approval. This facilitates a high level of ownership
and awareness.
3.3.
Ensures standardization of best practices that are always updated and well-understood
across teams.
Standard
Items to Include on a template
1.
Organize the information optimally
1.1.
Sort information according to the flow. Group it in a way that makes it easy to
navigate.
1.2.
Include numbering so that it is easy to reference any component of
it specifically.
1.3. Take care with the wording that it’s easy to understand, is concise, and consistent.
2.
Format in a presentable manner that is easy to figure out
2.1.
Follow a common look with consistent fields such as a title, a
document name, a form number, and note “draft” if it’s still in drafting mode. Keep the same look consistent throughout all steps and documents within a flow.
2.2.
Help the reader understand how to use it very simply. Include a description of who should use it,
when they should use it, and who it goes to once it’s completed. Reduce the required learning curve required as much as possible
2.3.
Make it simple to know where information is needed to be input to
complete the template.
3.
Make it easy on the team to adopt it
3.1. Have key individuals sign off in appropriate places within the flow to facilitate all required approvals.
3.2.
Create best practices and always update them as feedback is collected and improvements are found. Show people how to use it the first few times. Provide training as needed to achieve adoption.
3.3. Store it in a location that is easy to find, easily accessible by everyone who needs it, and make sure the people who should use it know where to find it. Also create a shared storage of the instances in which the template is applied as well so that people can refer to the examples and build upon them easily.
