During your working week, you are probably used to doing some tasks repeatedly.
The same might apply to words, phrases, information or charts. If that’s the case, getting to grips with building blocks in Microsoft Word is a smart move.
You may find yourself needing to add your signature ending to letters, contracts or reports. You may realise that you are copying and pasting a particular paragraph or section of text from one document to another on a regular basis. There could be a header or two you always use in producing weekly reports.
If that’s the case, the building blocks feature is going to be a best friend for life.
It allows you to take pieces of copy and content, and to use them again and again (without the hassle and faff of having to type it all out each time you want to use it).
The building blocks could be words from the body of a document or items like headers, lists, tables and text boxes.
A Wonderful Time-Saver
How many times do you find yourself using the same content or pieces of a document?
Imagine the timesaving by having each piece ready to hand, ready to drop onto the page whenever required. It could give you back several hours every month.
That’s time to help you stay on top of it all. That’s time you can set aside for other things.
Maybe you want to do more research on a project? Perhaps you want to find space in your day for creating some ideas or problem-solving? Or maybe it allows you to add some extra polish to that report, presentation or white paper that needs to be on somebody’s desk pronto?
If you’re working for a boss, your efficiency will reinforce how helpful you are to the organisation. If you’re working for yourself, you can use the time to see how you could add even more value to what you offer clients – or even take on a new client.
Right Under Your Nose
Life can be busy. Work can be busy. We can be so focused on the tasks of the day that we take them for granted. We start doing them one way and then carry on doing them that way.
Unless we know better, why would we change?
Sometimes it takes someone else to shine a light on a situation, make an observation or point us to a different way of doing things.
That’s the purpose of this piece.
I want you to reflect on how the minutes and seconds saved on repetitive tasks and typing add up over time.
It may not sound much, saving 20 seconds to use a feature like building blocks in Word, but just think about that for a moment. If you did that task every day, after 30 days it would add up to 600 seconds. That is 10 minutes saved every month.
And that’s just for one task
Do you see how knowing shortcuts and faster ways to complete tasks is such an advantage for the professional VA, PA or EA?
There are many other ways to get more done in less time with Microsoft Word.
If you create documents for several different clients (or perhaps departments within an organisation), you may be required or asked to add specific branding or style presentation to each one.
If the thought of that leaves you even a tiny bit stressed, I have an online course to Work Smarter with Style in Word. There’s even a customised version of the training for Mac users.
To learn about Building Blocks – take a look at the How to Use eBooks and Lead Magnets course where I show you how to add Cover Pages, Autotext, use AutoCorrect and a whole lot more.
Once you know how to do something properly, it’s like riding a bike. You know how to do it for good and, even if you’ve not been in the saddle for a while, it’s easy enough to get back on.
It’s your career. It’s your business. You choose how best to use your time.