Time is the most precious resource in your business. Between client work, marketing, administration and life outside of work, it’s easy to feel stretched thin. Templates provide a shortcut—allowing you to standardise recurring tasks and free up hours each week. In this post we explore how templates across different areas can save you more than 20 hours per month.
1. Email Templates
Emails are one of the most repetitive tasks in business. Whether you’re sending onboarding information, following up on payments or requesting testimonials, writing each message from scratch consumes time. Productivity coach Samantha Kasbrick highlights how she uses templated emails for onboarding new clients and requesting testimonials. Instead of rewriting the same instructions, she simply personalises names and dates before hitting send. Over time, these saved minutes add up to several hours per month.
Tip: Create a library of frequently used emails—welcome sequences, check‑ins, invoice reminders and thank‑you notes. Store them in your CRM or email provider so they’re easy to reuse and customise.
2. Calendar and Scheduling Templates
Scheduling meetings and managing your calendar can feel like a constant juggling act. According to Stellafai, most coaches spend nearly seven hours per week on administrative tasks, including scheduling. Using calendaring templates and scheduling tools eliminates back‑and‑forth emails and blocks time for focused work. Kasbrick recommends setting up recurring time blocks on your calendar to batch similar tasks. Tools like Calendly or SavvyCal automatically enforce buffer time and avoid conflicts.
Tip: Create a weekly calendar template that allocates blocks for client calls, content creation, admin tasks and personal breaks. Use scheduling software to sync your availability with clients so meetings fit within those blocks.
3. Systems and Workflow Templates
Beyond emails and scheduling, templates help you standardise entire workflows. Kasbrick saves significant time by using project management templates for client onboarding. When a new client signs up, she simply duplicates her onboarding template in Asana or ClickUp, ensuring no steps are missed. These systems include task lists, due dates, subtasks and files—all pre‑loaded and ready to customise.
Integrated systems reduce administrative overhead by 40‑60 %. Instead of reinventing the wheel for each client, you reuse a proven process. This efficiency translates into saved hours and a consistent client experience.
4. Document Templates
Contracts, proposals and invoices are critical but time‑consuming documents. Templated documents allow you to maintain professionalism while drafting them quickly. Using dedicated invoicing and financial automation tools can reduce payment times by 62 % and cut financial administration work by 78 %. Create a base contract that covers scope, payment terms and confidentiality clauses. Then modify it for each client instead of writing a new one from scratch.
Tip: Store your contracts and proposals in cloud‑based tools like PandaDoc or DocuSign, where you can duplicate and edit them easily.
5. Graphic Templates for Social Media
Content creation can be a time sink, especially if you struggle with design. Graphic templates for Instagram posts, reels, pins and stories allow you to maintain a consistent brand aesthetic while reducing the time spent creating assets from scratch. An article on the Marketing Insider Group points out that Instagram templates help businesses post regularly without sacrificing visual consistency and boost engagement. Instead of designing each graphic from scratch, you simply replace text and images on a pre‑made layout.
Tip: Create or purchase a library of social media templates that match your brand colours. Use them across multiple platforms (Instagram, Pinterest, LinkedIn) to maintain a cohesive look.
How the Time Savings Add Up
Let’s conservatively estimate how templates can save you time:
- Email templates: 3 hours/month saved by avoiding repetitive drafting.
- Calendar templates: 2 hours/month saved through automated scheduling and blocked time.
- Workflow templates: 5 hours/month saved during client onboarding and project setup.
- Document templates: 3 hours/month saved on contracts, proposals and invoices.
- Graphic templates: 5 hours/month saved on social media content creation.
That’s 18 hours saved—without accounting for the spillover effects such as reduced stress and improved focus. When combined with other efficiencies like integrated systems that cut admin time by 40‑60 % and scheduling tools that reduce back‑and‑forth emails, it’s easy to see how you can save more than 20 hours per month.
Final Thoughts
Templates are more than just time savers; they are the foundation of a scalable business. By standardising your repetitive tasks, you create space for deep work, strategic planning and personal life. Ready to reclaim your time? Explore the Productivity Power Pack at Templatez.co, which includes email scripts, calendar planners, workflow checklists and social media graphics—all fully customisable. Start leveraging templates today and make every hour count.
Want to save even more time? Invest in our Instagram templates, Canva templates and business templates to automate your marketing and operations. Ready to design your own website? Check out our Elementor template kits for effortless web design.