What is Document Template Management?

The presentation of your organization, do you find it important? Hopefully you take it seriously. After all, it's an important part of your branding. Consistency is key. However, unfortunately it's not the norm. Consistent implementation of the corporate identity can be a lot more difficult than you might imagine. People generally start from scratch, instead of working with templates.

Imagine you have to write a letter to your clients. It would be great if you can get a hold of a standardized document or if you can quickly edit a previously used letter. As soon as you find something useful (in one of the hundred digital folders), you're ready to get started. Modify the document wherever necessary and add your new text. Your colleague will check the finished letter and you're good to go: let's send that letter. Another task of today's to-do list marked done.

Unnecessary errors

The described situation probably sounds familiar. Nobody enjoys reinventing the wheel, especially when there are already plenty of ‘wheels’ up for grabs in your computer’s file system. And we agree. Well, to a certain extend. We'd hate to ruin your freshly started day, but ask yourself: are you certain you sent out a properly compiled document? 

Did you double check the logo? Is the color scheme and layout correct? Are the standard texts up to date with company guidelines? At first glance, it probably all seemed OK, but remember that small changes in style and tone of voice aren't easily noticed. So, it's possible that the letter you created did not fully comply with the current guidelines for the corporate identity. Could you have prevented that? Well, yes, possibly. How? Read on and we'll explain.

What is document template management?

Document template management – it’s an impressive term, but what does it mean? It's something we get asked regularly. Document template management is the guarantee to communicating consistently. In one central system, you create and store document templates. Everyone within the organization uses the same system and therefore always has access to the latest version available. Good template management is the strong foundation needed for consistent document creation.

Document typing

Optimalized version management: no messing around!

Who is to say colleagues won’t mess around in the template itself? We are! The beautiful thing about working with this method, is that edits to the template itself can only be made those authorized to do so. This means only they can, for example, edit corporate identity elements or standardized texts. In turn, you can personalize the document without accidentally changing the original template. We call this optimalized version management. Personalizing of templates always happens in the most recent versions.

Making templates easy to find

Managing document templates centrally, it's the future. The development is useful to both small and large organizations. Small organizations may have fewer employees, but confusion arises more easily than you might expect. A document template management system will improve being able to locate templates easily. Never again will you need to scroll through your folders for hours on end. The amount of time saved is even higher for organizations with many departments and a high number of employees (and time = money). An additional advantage: the templates are simply created in Word - a program most people are familiar with.

No more worrying about document creation

In the latest template management systems (such as SmartDocuments) you easily create modern templates that are useable for many years to come. And, just as easily you can create new dynamic templates every week.

A good template management system is essential if you want to keep your corporate identity consistent. Also, that this system frees up time and prevents frustation from happening, is not unimportant. Curious to learn more about our software? We're happy to answer any of your questions.