Brief

Propitas, a building consultancy, asked us to refresh and harden their Microsoft Word templates so teams could produce reports faster without changing the brand’s core look. We have worked with the business for several years; this phase focused on giving the templates a cleaner, more robust structure while preserving the familiar visual language. The deliverables included a generic report template and a fully formatted pre-acquisition report populated with example content so authors can click and type. The priorities were: a disciplined multi-level numbering system; accessible table styles; repeatable pull-outs, callouts and image frames; and page variants suitable for long technical documents. Due to distributed offices and restrictive IT, the client preferred a macro-free build with simple copy-and-paste components instead of automation. The goal: a sturdy, brand-aligned reporting system that feels familiar, reads clearly on screen and in print, and reduces time spent fixing formatting.

Approach

We rebuilt the templates as style-driven Word files. Theme fonts/colours set a consistent hierarchy; a tidy grid fixed margins, columns and safe areas; and headings, lists and captions were engineered to hold spacing during edits. We implemented a robust, restartable multi-level numbering scheme (chapters, sections, figures, tables) and linked it to paragraph styles to prevent manual overrides. The pre-acquisition report shipped with fully formatted chapters (scope, methodology, findings, risks, cost summary, appendices) using click-to-type placeholders and clearly named copy-and-paste components—pull-out boxes, key-message panels, photo frames with captions, checklists and risk flags. Table styles provided accessible contrast, banded rows and legible numerals; cross-references and field codes kept contents, lists of figures/tables and page numbering synchronised. Because the client operates with tight IT controls, we delivered a macro-free solution: all components are native Word elements that behave predictably across machines. Edit-view guidance explains how to duplicate sections, update numbering, maintain figure references and export a crisp PDF. Finally, we validated long-document behaviour (pagination, section breaks, landscape inserts) so large reports remain stable throughout edits.

Outcome

Consultants now produce reports faster with fewer formatting fixes. The numbering system holds chapters and references together; click-to-type elements and pre-formatted pages reduce rework; and consistent table styles improve readability of technical data. Because everything is macro-free, files open and behave reliably across office locations, and editors can copy/paste approved components without breaking the layout. The pre-acquisition report acts as a working model—teams replace sample text and images while styles enforce spacing and brand alignment. Exports to PDF are clean and predictable, giving clients a professional, consistent deliverable every time.