Active Templates
- Dr. Moria Levy
- Sep 1, 2002
- 2 min read
In recent years, computing systems available to employees in organizations have been proliferating. On one hand, this is a blessing; on the other hand, it creates concerns among users. There are organizations where users are not ready to absorb more computing systems. In increasingly frequent cases, systems are simply not being used to their full potential to contribute. This is reinforced more in advanced systems that are not essential for work but assist in decision-making.
The organizational portal attempts to address this concern. The portal enables integrated organization of systems, along with their data and complementary information and knowledge, according to user needs. In today's review, we will present another complementary solution that allows bringing all of these closer to the employee while performing a document-based work process.
The employee is often required to know various aspects:
Guidelines on how to execute the process.
Emphasis on dedicated attention to defined points in the process.
Examples of similar processes that were executed in the past in the organization.
Data from information systems for decision-making on process parameters.
Relevant insights that have accumulated in organizational memory.
Often, the knowledge described below is documented in these and other ways (in systems, documents, procedures, and investigations). The key question: How to ensure that the employee will use the documented knowledge? In Office, in general, and in Word, in particular, two main techniques can be used: starting from the XP version, the Smart Tags method. In lower versions: Active Templates. Simple techniques, but quite effective. We will focus on the template method, since most organizations are still not using the advanced Office XP version.
The initial basis is creating a Template in Word. Creating a template allows reopening the document, where it is saved under a different name each time, while the source remains preserved. In this template, chapter headings and subheadings are created that constitute guidelines for the various process stages. So far, there has been no innovation, as numerous organizations use templates as a guideline for process guidance (for example, key procedures).
Process emphasis can be implemented through Comments: for each section where emphasis is desired, a comment is added. Not visible in print, but effective during writing.
Examples of similar processes can be surfaced by referencing Folders through VBA buttons that are embedded in the template. Clicking the button activates Explorer with access to the relevant folder area. If the folders are not saved on the network, they can still be activated through the same buttons, according to their storage location.
Data from existing information systems is possible, but we qualify that this is limited (not applicable to all applications, nor with silent authentication). This, again, by adding a button that refers to the system, or, where possible, to the relevant menu of the system, appropriate to the section in which we are located.
Managing insights requires an independent solution. However, based on the assumption that an insights repository exists, it can be accessed again through VBA buttons with minimal effort from the employee.
As mentioned, it is simple but has a great effect.
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