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Time to Organize Those Presentation Assets

As we transition into springtime after a long winter, we encounter the feeling of rejuvenation during such an extraordinary time. Aside from the weather changing and being able to wear your favorite flip flops around town, there's significant transformations we face and some we yet contemplate. Cleaning, discarding or putting our affairs in order usually climbs to the top of your priority to-do list during this renewal period. A motivating time to take advantage of and a good idea to finally get those presentation assets updated, organized and stored away! Valuable resources like past slide layouts, business messaging, tables, charts, graphics, photos, videos, etc. can save you a ton of production time when utilized, only if they're well managed for that sudden sales meeting or lecture that pops up.

Unorganized presentation slide resources are a common problem that I often see with small to large companies especially during occasions like presenting for a last minute meeting or lecture. Development for this occurrence will generate a tremendous amount of time loss, stress, and frustration that you can easily avoid. Utilizing past presentation asset files is an efficient plan, but if they are missing in action, the situation will only raise your blood pressure. Even if you find them within your archives chances are they’re not in the shape you need them to be in for the new meeting.

This typical situation is not something you want to be facing especially when your time is better suited doing other things like rehearsing and focusing on a convincing delivery. A mad scramble to merge in slides or graphics that are inadequate will only result in a makeshift presentation disaster! Indirectly, your intent will be perceived as unprofessional and confusing allowing your audience to lose trust and the ability to connect with you.

Instead, take action this springtime to make this beautiful renewal period the motivator that puts you one step ahead with your sales efforts. Make your necessary slide updates today and house them in an efficient, effective organizational system that will have you ready for that next impromptu meeting or lecture. Here are some ideas that will help inspire your overhaul of your presentation assets:

  • Presentation File Naming - Label files based on the actual meeting or event name. Add month, date, year at the end of the file name (i.e. 032517) to easily find. When making edits, create a file copy and add a version number (i.e. "V1", "V2", etc.).

  • Past Presentation Files - Use one folder to archive these valuable gems and subsidiary folders to help you manage if there is a large quantity.

  • Presentation Style Guide - Invest the time to define brand consistencies within a guide that anyone can follow when developing slides. Point out how to use Masters, format layouts, charts, tables, how much text to display and what photo and illustration styles to use.

  • Branding Folder - Keep locally on your hard drive or server that is easily accessible and contains all your company’s brand assets like logos, style guides, marketing materials, photography, mission statement, capabilities, case studies, etc.

  • Core Slides - Be proactive to develop slides that will be commonly needed and used within the majority of your presentations. Avoid reinventing the wheel every time and have these slides ready to go like a cover, background, what you provide, core competencies, process, case studies and contact/Q & A.

  • Photography - Place one folder on your local hard drive or an external source (depending on file sizes) that will contain a collection of all the photos you own. Segregate them within secondary folders by subject matter. Name each file distinctly, to help your cause.

  • Videos - Video footage should reside on an external hard drive or server because they are storage space hogs. One folder is best, same as the photography folder, segregate your videos within secondary folders by subject matter.

  • Presentation Folder Template - Objective of this folder is to copy and paste a consistent organizational system to use when it's "go" time. Here is an example of a simple format to follow:

  • Concept - This folder contains files that are preliminary before final team approval. It’s always best practice to save along the way, especially if you need to revert to something. Secondary folder names:

  • Presentation: Work-in-progress PowerPoint or Keynote file

  • Placed Assets: Any designs, photos, illustrations or videos to import into your presentation from external applications

  • Pieces & Parts: Miscellaneous files like notes, research, support documents, inspirational photos, etc.

  • Final - Folder to keep all assets that pertain to your completed PowerPoint of Keynote presentation. Secondary folders names:

  • Presentation: Completed PowerPoint of Keynote presentation file (the one you will use in your meeting)

  • Placed Assets: Any designs, photos, illustrations or videos to import into your presentation from external applications

  • Pieces & Parts: Miscellaneous files like notes, research, support documents, inspirational photos, etc.

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