In our busy world with constant changes, the often overlooked task is template maintenance. It might seem like a mundane chore, straight to the bottom of the to-do list, especially when compared to crafting new content or rolling out new innovative technology. Yet, underestimating it’s importance can be a misstep for any business, particularly law firms where precision and correct, up to date, information is so important.

Why is Template Maintenance so Crucial? 

Think of it as the backbone of your content ecosystem. While implementing new technology such as a template and clause library  is like buying a shiny new car, maintenance ensures that the car remains in optimal condition – safe, and reliable. In the case of templates, failing to maintain and update content libraries can inadvertently expose your business to the risk of disseminating incorrect or outdated information. For a law firm, this could result in significant legal repercussions.

So, how can we make template maintenance less tedious and more efficient? Here are some actionable tips:

Allocate Review Dates to All Content

When you create a new piece of content or a template, immediately set a review date for it. This proactive approach ensures that you never lose track of when a template needs an update. Tools and software that offer reminders or alerts can be invaluable in this regard.

Run Regular Reports

Use inbuilt tools to keep tabs on your content. With the right software, you can easily run reports that highlight templates nearing their review dates, or content allocated to categories that are currently and potentially legally contentious. This systematic approach takes the guesswork out of the process and ensures that nothing slips through the cracks.

Delegate Around the Teams

Distributing the responsibility of template maintenance across various teams ensures that it doesn’t become  overwhelming for one individual or department. Different teams can be assigned specific content categories, making the process more manageable and allowing for expert eyes on relevant content.

Foster a Culture of Maintenance

Making template maintenance a part of your organisational culture can play a pivotal role in ensuring its consistent execution. Periodic workshops or training sessions highlighting the importance of this task and the risks of neglecting it can serve as constant reminders for your staff.

Always consider content building blocks

Constantly updating common content across a range of templates is a time consuming task and often wasted effort.  As part of a maintenance cycle, it is prudent to be on the lookout for opportunities to centralise content.  An initial template build might have missed an opportunity to link to a common clause in a central library, whilst a maintenance task has the opportunity to rectify this.

Prioritise and Categorise

All content is not created equal. While some templates might need monthly reviews, others might be fine with annual check-ups. By categorising content based on its importance and relevance, you can devise a more structured and efficient review plan.

Use Automated Tools

There’s a great range of tools available today that can automate large parts of the template maintenance process. From tracking changes and versions to integrating AI-driven content analysis, leveraging technology can drastically reduce the time and effort involved.

Whilst template maintenance might seem “boring” compared to creating new content, its significance cannot be underestimated. In industries like law, where accuracy and up-to-date information are non-negotiable, regular content reviews are an absolute necessity. By employing a strategic approach and leveraging technology, you can transform this seemingly daunting task into a smooth and efficient process. We have all the answers you are looking for to manage this seamlessly. Get in touch here – would love to chat and discuss how we can help you with this. 

In today’s fast-paced business world, efficiency is paramount. Regardless of your business size, optimizing processes is crucial for saving time and money. Document creation and management are areas where efficiency can significantly impact operations. By establishing a centralized content library for your business documents, you can streamline the automation process, making it faster and easier to manage.

The Benefits of a Central Content Library

Efficient Maintenance

Having a central library for clauses, content blocks, and text elements allows for easier and faster maintenance of your documents. When a change is needed, the content is kept in the one place, and it will automatically reflect in all documents that use that content.

Distribution of Management

Delegating content management responsibilities back to the teams that use the documents is a game-changer. Teams can manage and update the content relevant to their area of expertise, reducing the burden on the central document management team.

Quick Rebranding and Styling

In a rapidly evolving business landscape, branding and styling changes are often necessary. With a central content library, making these changes across all documents becomes a breeze. Consistency in branding and styling is maintained effortlessly.

Legal Compliance Using a Content Library

Keeping documents legally compliant is of utmost importance. Whether you need to update confidentiality clauses, terms and conditions, or any other legal content, a central content library ensures that all documents remain up-to-date and compliant.

Flexibility for Special Cases

Some businesses need to include occasional or alternative content in their documents. This could range from adding content about the company’s history for new customers to including specific clauses based on the type of contract parties involved. Having a central library makes it easy to select and insert these supplemental sections as needed.

The way we do business is changing constantly and efficient processes is essential for staying competitive. Document automation, powered by a central library of clauses, content blocks, and text elements, can significantly enhance efficiency in document creation and management. It enables quicker changes, consistent branding, legal compliance, and flexibility when special cases arise. We have been helping businesses through their automation journey for years. We would love to have a chat to see how your business could benefit from document automation. Contact us here. 

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