Create a base template that supports any client
Start with a blank Google Doc. I know that sounds obvious, but don’t go copying your last deliverable just yet — it’s better to build from scratch once and re-use that consistently. The idea is to strip out all previous project baggage and start with flexible placeholders: no company name, no project-specific formatting, and definitely nothing that ties the tone to SEO-Bro or Agency-Buzzword territory 🙃
Here’s what I include by default:
– A descriptive header row with placeholders: [Client Name] | [Project Title] | [Date], aligned left
– A lightly shaded sub-header box labeled “Summary” (trust me, people actually read this before deciding to scroll)
– Main sections labeled as Heading 2s — Deliverables, Context, Dependencies, Next Steps
– Pre-filled callout boxes labeled “To confirm with client” or “Needs revision” — they’re powerfully subtle ways to show thinking-in-progress without an extra email
– A footer line with a light gray font: “Template v1.0 — Last updated [Date]”
Once I had this structure dialed in, I saved it in Google Docs as a new blank template. Don’t use a file copy if you can avoid it — saving as a template (using Google Docs’ template gallery via Google Drive > Template gallery) makes sure it shows up with one click when opening a new doc.
You wouldn’t believe how often people copy over tracked changes, old color schemes, or the wrong client’s name. Starting fresh avoids all that mess.
Add client data without breaking the structure
Now, filling in the doc for a real client without ruining your layout is surprisingly hard if you don’t lock things down a bit. I’ve done it both ways — freeform editing vs using styles and anchors — and chaos happens either way until you do this:
1. **Set up styles correctly.** In Google Docs, the text labeled “Deliverables” or “Timeline” shouldn’t just be bolded manually. Select it, go to Format > Paragraph styles > Heading 2, then Update ‘Heading 2’ to match. Now when you insert content underneath it, Google doesn’t randomly shift the margins or spacing.
2. **Use tables only sparingly.** I used to add full-table layouts for timelines and then cry when longer text broke the design. Now I use two-column page sections instead (Insert > Section Break > Columns) which auto-flow better on mobile and Google Docs preview.
3. **Color = hierarchy.** Light gray = internal input, bold black = confirmed. Blue = client action. You can establish this once and rely on those cues instead of ugly redlining. I’ve had multiple clients ask “Can I color-code too?” after receiving a deliverable.
4. **Avoid embedding links inside instructions.** For example, instead of writing “See [link] for onboarding,” I just say: Docs linked in the onboarding checklist (see bottom). Then I drop all links in one Callout at the bottom. Keeps things from getting lost or clicked out of order.
5. **Always leave placeholders.** Even if I don’t have the final dates or approval path yet, I always insert something like: [Needs partner signoff — Alice, TBD]. It shows intentional gaps and keeps reviewers from assuming we’ve forgotten something.
Use versioning to track changes without Track Changes
Google Docs’ “Version history” is underrated. Most new users assume it’s just a backup tool, but it can be a full audit trail. You can name versions manually (File > Version History > Name Current Version) and reference them in conversations easily — like “latest deliverable reflects edits since 4 June version.”
I use labeled versions like these:
– Draft 0 — Initial setup
– Draft 1 — Internal review version
– Draft 1.1 — Comments added by client
– Draft FINAL — Ready to send
This avoids the nightmare of emailing back and forth where you’re not sure if “v12-FINAL-revised” is actually the one that went out 😅
Also: Track Changes (Suggesting mode) makes clients scared. I’ve seen perfectly good comments get ignored because the markup looked too aggressive. Instead, I mark sensitive updates with: **[Updated 6 June]** in bold next to the paragraph, and explain any rationale in a side note.
Embed reusable blocks with saved snippets
The part that seriously leveled things up for me: using text expansion to drop reusable blocks into any section. This isn’t native to Google Docs, but paired with something like TextExpander or Magical (formerly AutoText), I’ve set it up so typing ;;status drops in my entire Deliverable Status table:
| Deliverable | Status | ETA |
|————-|————–|———|
| Logo v1 | In progress | June 10 |
| Copy deck | Approved | |
| Homepage | Needs review | June 12 |
Other quick-fills I often drop in:
– ;;summary → A summary scaffold that prompts me to type: “Project Purpose, Intended Output, Known Limits”
– ;;clientnote → A comment box pre-filled with “[Note to client: please review the following with your legal team before approval]”
– ;;next → A task-style bullet list starting with [ ] = Incomplete, [x] = Confirmed
This saves me from manually rewriting the same structure every time for copy, design, reports, or audits. I still tweak for tone but the skeleton stays consistent.
Create two flavors of the same doc
When you’re working with agencies or white-labeled services, you sometimes need two deliverable versions — one for the client, one for the internal project manager. Same data, different tone. You can’t just duplicate and rename — that’s where mistakes creep in.
Here’s how I handle it:
1. **Shared Core Document** — hosted in Google Drive, read-only shared with myself only. This holds EVERYTHING: messy notes, hard comments, timelines with real deadlines.
2. **Client-Facing Copy** — created from the shared doc, but only includes finalized sections. Comments are turned into plain-text notes inside callouts. Dependencies are moved from “Blocked” to “Pending Confirmation”. Jargon gets scrubbed.
Important: Never use Download > Word or Download > PDF too early. I once exported a copy to send the client, then forgot that someone was still commenting inside the live doc 😬
Live links work well, but only when viewers don’t see the sausage-making. If you’re using G Suite for business, restrict link sharing to View only, and turn off Comment.
Use comment tags to assign followups
Instead of sending a separate email or Slack message every time I need someone to confirm a part of the doc, I just use @ mentions inside Google Docs comments. Like this:
> “Need ETA on logo round 2 — @Maya Hill can you confirm by Friday?”
This posts a notification to Maya (if she has access to the doc), and you can see resolved vs unresolved comments just like tasks. If someone’s not opening their email often, I’ll paste the resolved comments into a PM board.
Under the hood, Google Docs isn’t always great at tracking replies. If Maya replies “Got it” in the comment thread, you sometimes don’t get updated unless you refresh the doc. Weird glitch. I’ve also seen multiple people reply at once and overwrite each other’s answers in the comment thread — so when time-sensitive, use an actual checklist near the comment like:
– [ ] Maya confirms logo draft 2
– [ ] Tom reviews copy deck changes
It’s a bit analog but surprisingly mistake-proof.
Autofill repetitive text using connected Sheets
So here’s the bizarre hack I’ve been using when I need to generate 10 or 20 versions of the same deliverable (say, onboarding docs for different store locations or blog outlines per topic):
1. Create a Google Sheet that contains key variables down the rows. For example, one row = one client. Columns = [First Name], [Project Name], [Launch Date], [Assigned PM]
2. Use a Google Docs template that has those placeholders in curly braces — like: “Hi {{First Name}}, your project {{Project Name}} is scheduled to launch by {{Launch Date}}.”
3. Use **Google Apps Script** or a third-party add-on like Autocrat to merge the rows with the doc and generate output. You can find it via Google Workspace Marketplace at workspace.google.com. Autocrat works fine for most simple use cases.
Bug warning → These merge scripts will sometimes break if your doc has comments or tables. I’ve had Autocrat freeze entirely when two users edit the doc mid-merge. Best workaround is to make a clean, comment-free copy before merging.
Once it’s set up, though, it lets me generate 20 client-ready docs in less than a minute. Just don’t rename columns in the Sheet — that’ll break the merge script silently 🙂