How to Use Templates to Get More Done in Less Time

For years, I have used templates to improve my productivity. I create a template for any task I find myself doing repeatedly. So instead of reinventing the wheel every time, I do it once, save it as a template, and then reuse it.

For example, before speaking engagements, I always have a conference call with the event sponsor. Initially, I found myself asking the same questions. Sometimes, I would forget to ask something important, so I decided to create a reusable template in Evernote. (You can see it here.)

But a template can include more than just the form of the document. It can include the content itself.

For example, several years ago, I found myself responding to the same email requests over and over again. People would request that I review a book proposal, consider them for a job position, or meet with them for some personal advice.

These requests usually came from complete strangers or vague acquaintances. I really needed to say, “no,” in order to be faithful to my other commitments. But I found it difficult.

One strategy would be just to ignore these requests. Many people do just that. However, I didn’t think that would reflect very well on me or my work. Instead, I wanted to be responsive, even if I had to decline their request.

So rather than go through the angst of this every single time, I took a step back and looked at these requests objectively. In doing so, I created a series of email templates. (I personally use Apple Mail on the Mac, so I saved these as a series of “email signatures.”)

I thought through how I could respond in a way that addressed the sender’s request thoughtfully and with grace. [You can see some examples here.] Even though I would have to decline their request most of the time, I wanted to do it in a way that left people feeling considered and respected. And, to the extent I could help them, I wanted to do that, too.

So I created email templates for each of the following kinds of inquiries:

• Personal meeting request
• Book proposal review request
• Business opportunity
• Employment consideration
• Blog reprint request
• Customer complaint
• Media inquiry
• Donation solicitation
• Speaking invitation

Note: I don’t respond to obvious email spam requests for calls or appointments. My spam filter catches most of these but usually a half a dozen or so sneak through every day.

For example, when I receive an email from someone who wants to get together for coffee or a meal to pick my brain, I (or one of my assistants) respond with this:

I don’t mindlessly use these templates. Depending on the circumstances, I may personalize the response or even respond in a completely different way. Regardless, the template covers 90 percent of the requests and frees me up to focus on the other commitments I have made.

By the way, I first learned about this concept of “tempting” from The E-Myth Revisited: Why Most Small Businesses Don't Work and What to Do About It by Michael Gerber explores this concept in great detail with lots of excellent examples.