Managing Templates in three steps
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Managing all templates in your organization in 3 steps

As IT or Digital Workplace Manager you are ultimately responsible for the templates applied by employees in the entire organization. It often proves to be a challenge to find the balance between maintaining control over the templates and keeping the various departments happy. The business wants to be provided with templates that are time-saving and user-friendly and marketing communication requires templates that ensure unambiguous internal and external communication. Meanwhile, it is important to you to have control over the templates. You will probably be able to identify with the question: how does one manage templates in an organization where one serves different interests without losing control?

Step 1: Choose a central online environment

Firstly, it is important that the templates, documents and presentations distributed throughout the organization are stored in a central online environment. Office 365 offers the option to store all files in a single environment in the cloud. This way you know exactly which templates have been created, deleted or changed. This applies to Word, Outlook, Excel and PowerPoint. Every change someone makes in a template is saved automatically. This means that all employees have the most recent version of a template. The option of central management ensures that you know which templates are active and can keep a good overview.

Step 2: Brainstorm about the rights and role structure

Now that you have control over the templates yourself, the next question is how to manage the rights. The rights to change templates can be assigned in different ways. Templates can be categorized by department, group or individuals within the organization. Within an organization, for example, a distinction can be made between for example management, sales, marketing communication and development groups. These groups may need to receive different permissions and license provisions. The employees in sales use different templates than the employees in the development department. To ensure that everyone has access to the correct templates, you grant each certain rights. This may involve rights for groups, departments or individuals. But certain templates must also be available for multiple groups or are related to functions. To assign the correct rights and to the right people or groups, you need additional tools in addition to Office 365.

Step 3: Consider the available tools compatible to Office 365

If you have Office 365 at your disposal, you can access thousands of apps through the Office store to enrich your Office experience. In the Office store you can often download free apps and try them out. For example, to consistently design, manage and share all your communication (including PowerPoint presentations). Or to consistently sign your Word documents and Outlook emails in the same way. The standard functionality of Office 365 stops here. iWRITER 365 has these answers. Would you like to know more? Then ask for a no-obligation demo today!

Esther van Wijngaarden

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