Presentation management is the supervised creation, distribution, updating and publishing of messages and visuals in presentations across an entire enterprise. Managing presentations strategically encourages organizations to treat all internal and external presentations as communication assets.
Businesses use presentations every day to convey information. Despite the critical role that presentations play, many organizations overlook the workflows around the creation and distribution of these assets. In many organizations, PowerPoint presentations can be found scattered across network folders, laptop desktops and old email chains. Too often, when it is time to create a new presentation, an employee will waste hours of time searching through old decks with outdated slides, before piecing together a one-off presentation that contains off-brand imagery and inaccurate information.
Presentation management software allows businesses control brand and message across the entire enterprise and encourage interactive presentations. The software can ensure that only the most up-to-date, relevant information is made available to presenters, so companies don’t have to worry about the wrong information going public and creating a compliance risk or public relations snafu.
A strategic approach to presentation management is extremely beneficial to highly regulated industries, like pharmaceuticals and finance because it eases compliance concerns. Presentation management also provides companies with data insights and business intelligence (BI) so that directors can see what communication assets are working well, and fix those that are not.
The components of an effective enterprise-level presentation management software suite should address:
A centrally-managed location for presentation assets: PowerPoint slides, Word docs, Excel spreadsheets, PDFs, infographics, videos, logos and any other pieces of content that were created to promote the company brand or sell a service/product should be stored in one location that can be easily accessed by anyone who needs it. Some organizations name a Director of Presentation Management to be in charge of collecting, maintaining and updating the central slide repository.
Controlled Permissions: Policies that ensure that the right employees have access to the right information. This is particularly critical in regulated industries, like pharma and finance. Presentation management, permissions are more than just “access” because they dictate what the recipient can do with the presentation - whether that includes downloads, edits, broadcasts and shares.
Forced messaging: Forced messaging guarantees that employees tell the complete story and not cherry-pick information without providing the appropriate context. This aspect of presentation management also protects regulated companies from forgetting about disclosure statements.
Organization wide-updates: Automatically pushing the latest facts, figures and brand message content to employees who need it.