Workflows in business have been around since the 1950s. They can be simply defined as a sequence of steps required to complete a task. The digital transformation brought automation to these paper-based workflows, and with it came huge benefits. By automating mundane, repetitive, or time-consuming tasks, processes were streamlined, and team efficiency was gained. Meaning businesses could free up valuable time for staff to work on creative and innovative projects. Business templates elevated productivity even further. These pre-designed frameworks enable teams to select a pre-determined approach for each task with ease. In this article, we delve into the benefits of embracing templates, unveiling their power to streamline processes. We are also excited to introduce you to PageProof’s cutting-edge proof templates, showcasing how they not only amplify efficiencies but also take creative collaboration to new heights.
What are templates?
A template is a pre-designed framework that defines the steps required to complete a specific activity or project. It can be used as a roadmap for individuals or teams to take the same approach every time. Templates can range from simple to complex, depending on the intricacy of the job or project. The application of templates is across a range of marketing tasks, including social media, presentations, and printed materials. They are used in a variety of fields, including manufacturing, healthcare, marketing, and finance, to name a few.
Key benefits of using templates
A template serves as a pre-designed document, file, or layout that can be used as the foundation for generating fresh content. While templates are adaptable to your specific requirements and preferences, they also offer a standardized structure that can be consistently applied and reused. The following advantages highlight the significant contributions templates make to enhancing collaborative efforts within your team.
Boost consistency
In a company, various departments may adopt distinct approaches to presenting information. This potentially impedes the organization’s reputation, communication, and ability to convey a unified message. The use of templates addresses this challenge by providing a streamlined and cohesive appearance, sound, and operation for the entire organization. With consistent branding, the company can project a unified image across departments, fostering a cohesive identity. In fact, over two-thirds (68%) of businesses attribute revenue growth of 10% or more to brand consistency. Streamlining communication through concise messaging facilitates an effective understanding of needs and accelerates progress toward shared objectives.
Streamline efficiency
Repetitive manual tasks and overlooked messages disrupt workflow, halting progress until the issues are resolved. Research reveals that 62% of businesses have found a number of significant inefficiencies or bottlenecks in their processes that could be addressed with automation. Templates accelerate efficiencies by ensuring precise and timely communication at their fingertips. And they can be shared company-wide, establishing a standardized system that expedites responses and approvals, streamlining efficiency.
Automate processes
Templates automate processes, reducing the likelihood of errors among various teams performing similar tasks. By providing a structured format for entering information, templates diminish the chances of overlooking steps or omitting crucial details. The need to remember specific information to include is eliminated, leading to more precise and accurate communication.
Onboarding new team members is simplified as the need to have a deep understanding of the proof setup screen is reduced. Team administrators can quickly update templates to match any business process changes. Eliminating potential training delays.
Introducing PageProof’s proof templates
PageProof is an online proofing platform that is simple to use and powerful enough to make review and approval effortless. As part of the recent 12 Days of Christmas 2023 feature release, PageProof unveiled proof templates. Proof templates allow you to create a template of key elements at the heart of setting up proofs. Once the setup is completed on the proof setup screen, it is simple to select the appropriate template for the creative task at hand. Unleashing the power of this innovative feature offers unparalleled time savings, ensures consistency, and minimizes errors when creating new proofs.
Creating proof templates is simple
Team administrators can create proof templates to automatically populate the proof setup screen. These templates can be used to match the creative workflows of the business. For example, assigning the right proof owners, preset tags, adding the precise checklist, and even linking workflows to specific clients along with appropriate proof settings. It’s a straightforward way to handle projects with precision and consistency, at speed, across an organization. Once set up, proof templates are available to team members in the proof setup screen.
You can create as many templates as you like to match each scenario in your creative process if you are an Enterprise customer. For Teams Plus, 10 proof templates are available, and for Teams, there are 2.
A proof template is divided into three sections: setup, people, and checklist.
Here are a few suggestions on how you can customize a proof template:
Setup information
Add details about the setup of the proof.
- Add tags and collections: Tags and collections make it easy for you to organize and find things you need. You can set tags to default to PageProof X-Tools for your creative projects, for example.
- Prefill a message for reviewers: A default message for particular creative projects might come in handy.
- Set the download setting: Set to allow users to download the proof or not.
- Set the share link setting: For particular types of proofs, you may wish the share link to be turned on or off.
People information
Add the people involved – owners to manage the proof, and a workflow template that controls how a proof flows through groups of reviewers.
- Set a workflow template: A workflow to define reviewers along with role permissions, and workflow steps that ensure the right reviewers are invited at the right time to give feedback.
- Owner: There may be a need to set 1 or more users who are responsible for the proof throughout its lifecycle.
Checklist
Add a checklist to guide reviewers.
- Adding a checklist: Select the perfect checklist template to assist your reviewers when reviewing the proof. For example, for brand projects, always use the brand guidelines checklist.
Using proof templates
Once you have created a proof template, it is available for team members to use in the proof setup screen, boosting efficiency and team productivity.
See here for popular examples of proof templates.
Wrap up
The introduction of templates established a uniform framework for business processes, ensuring consistent application and reusability. Their popularity accelerated in the era of digital transformation, reshaping our approach to operations and collaboration. PageProof’s cutting-edge proof templates allow teams to reap the benefits of enhanced consistency, streamlined efficiency, and automated processes. Templates make it simple to apply your unique setup, people, and checklists to each creative process with ease – significantly reducing time spent on proof creation. With proof templates, PageProof elevates your review and approval process into a seamless and efficient experience, reducing the need for manual steps and potential errors. See it in action today.