Ever opened a carefully designed template only to find it full of the last person's work?
"No problem," you think, "I'll just make a copy of this filled version, then delete all the data to get my template back..."
20 minutes later, you're still cleaning up formatting and frustrated you got stuck cleaning up someone else's mess.
Think about a photocopier - you make a copy of what you need, leaving the original clean for the next person. Simple, right?
But somehow, in our digital world, we've forgotten this basic principle.
Here's what typically happens in businesses:
• You've created a great template
• Team member uses it and fills it out
• Next person finds a filled template instead of a clean one
• They either waste time cleaning it or (worse) just work over it
Here are four ways you could handle this:
1. "Copy to Use" Method
• Make a copy of the template before using
• Work on the copy
• Original stays pristine
Winner: Clean template every time, clear record of work
Downside: People forget to copy first
2. Form Approach
• Create a Google Form
• Responses create new documents automatically
• Form stays clean by design
Winner: Foolproof, can't mess up the template
Downside: More challenging to edit than a direct template
3. Fillable PDFs
• Lock the template portions
• Only allow data entry in specific fields
Winner: Maintains formatting perfectly
Downside: Changes to the PDF produce multiple templates, leading to confusion.
4. Clean After Use
• Use template, then delete all entries
Winner: Saves storage space
Downside: Loses the history of work done.
Here's the truth: The solution isn't just picking one of these methods.
It's building systems that make the right method automatic and foolproof for your team.
Systems where:
• Templates stay clean when people use them
• Work gets recorded automatically
• Nothing gets lost or overwritten
• Everyone knows exactly how to use them
We help businesses build these systems.
Not just for templates, but for every repeatable process in your business.
