The Ultimate Guide to Templating: How to Create and Use Templates in Your Small Business

Running a small business is a lot of work. There are many tasks to manage, like handling appointments and talking to customers. Using templates can make these tasks easier. Templates save time, keep things the same, and let you focus on growing your business. This guide will teach you how to use templates and make your own.

Why Use Templates?

Here are some reasons to use templates:

1. Save Time: Templates are pre-made, so you don’t have to write the same thing over and over.
2. Consistency: They keep all your communications looking the same.
3. Professional Look: They make your business look organized.
4. Fewer Mistakes: They help you avoid errors when writing the same content.
5. Easy to Share: You can give templates to your team to use.

How to Use Templates

Step 1: Find What You Need

Think about the tasks you do often. Some common examples are:

– Reminding customers about appointments
– Following up after meetings
– Asking for customer feedback
– Posting on social media
– Sending invoices

Step 2: Look for Templates

You can find many free and paid templates online. Grab our 12 Best Appointment Reminder SMS/Text Message Templates to use in your business right now.

Step 3: Customize the Template

Change the template to fit your business. Add your logo, change the colors, and update any text to match your style.

Step 4: Use and Automate

Once your template is ready, start using it. For texts and emails, use tools like text and email reminder software to send them automatically. Need a top-rated tool for sending texts and emails? Try GoReminders for free.

How to Make Your Own Templates

If you can’t find a template that fits, make your own. Here’s how:

Step 1: List Repetitive Tasks

Write down the tasks you do often. Examples include:

– Onboarding new clients
– Writing project proposals
– Making meeting agendas
– Responding to customer service questions

Step 2: Write the Content

Create a draft for each type of message or document. Here’s a simple reminder template:

Subject: Reminder: Your Appointment with [Business Name]

Dear [Customer Name],

This is a reminder for your appointment on [Date] at [Time]. Please contact us if you need to reschedule.

Best,
[Your Name]
[Business Name]

Step 3: Use Design Tools

For more visual templates, use tools like Canva. They make it easy to design visual templates.

Step 4: Test and Adjust

Try your template to make sure it works. Ask a colleague for feedback and make any changes.

Step 5: Save and Organize

Save your templates where you can find them easily. Use cloud storage like Google Drive for easy access and sharing.

Tips for Using Templates

1. Keep It Simple: Make your templates easy to understand.
2. Update Regularly: Check your templates often to keep them current.
3. Personalize: Add personal touches to keep it friendly.
4. Train Your Team: Show your team how to use the templates properly.

BONUS HACK

Use ChatGPT to write your templates for you. Simply start with a prompt telling Chat what you want. Here’s an example:

“Please create an appointment reminder template for my small business. I run a chiropractic clinic and I need to remind my clients about upcoming adjustment appointments. Please include the date, time, appointment type, and the client’s name in the dynamic fields of the template.”

Conclusion

Templates are a great tool for small business owners. They help you save time, keep things consistent, and look professional. Start using and making templates today to make your business run smoother.