Word templates your team can fill in but can't wreck
You know the document has been reused when the font changes halfway down and the previous client's name is still hiding in paragraph three.
Where it hurts
Everyone works from a copy of a copy. The logo drifts, the address in the footer is two moves out of date, and each person has their own slightly different version saved to their own desktop. There is no single right one.
When someone new starts, they inherit whichever file happened to be open, mistakes and all. A letter goes out with a stretched logo, or a quote with the wrong VAT line, and it makes a tidy firm look careless.
Nobody's doing it wrong exactly. They just have nothing to work from that stops them going wrong.
What I'd build
I'd build proper templates in Word, the kind with locked layouts and fill-in fields, so the logo, letterhead and standard wording stay put and staff can only edit the bits that should change. Put them where everyone opens the same master copy (SharePoint or a shared drive) and the desktop-copy problem disappears. For the documents you send most, quotes, letters, terms, I can wire them to pull the customer details in automatically so nobody's retyping a name three times. The result looks the same whoever produced it.
What changes
- Every document looks right, whoever created it
- Staff fill in what changes and can't break the rest
- One master copy everyone works from, not a dozen versions
- New starters produce correct paperwork from day one
Related fixes
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