Skip to main content

Call Us. 202.681.0725

Presentation management tips to get the most out of PowerPoint

Best PowerPoint Management Practices

Improve efficiency and creativity in PowerPoint with these management strategies.

Struggling to start? Overwhelmed by options? If you’ve ever had difficulty developing a presentation, the solution may be as simple as “organization”. By organizing your thoughts, your workspace, and your PowerPoint “universe”, your next presentation can come together quickly and easily. Here are some strategies to make your presentation management easy and fun.

Content first, then visuals

Believe it or not, PowerPoint can cripple the creative process by sidetracking the content-focused developer into tinkering with its features and technicalities. One of the best ways to avoid this “Paralysis by PowerPoint” is simply to stop using it! That’s right, walk away from it, and go to a quiet place to write your core message/speech and presentation objectives…distraction-free. When you’re ready, return to PowerPoint to type in your notes and then tackle the graphics. Sometimes, the mere focused transcription of your notes into PowerPoint can serve as a catalyst for additional creative development and propel you forward.

Directory Structure and File Saving/Naming Tips

Nothing improves presentation development efficiency more than well-organized directories and logical file names. Rather than dumping all your files into one huge folder- which makes it hard to find things- use your folders/ directories more like a file cabinet. By logically arranging your files by client, project, or theme, and then further delineating the structure (see graphic), you pave a road for quick and easy access…for you and others.

Another helpful strategy is to save your file every few hours with an incrementally higher file name (draft1.ppt, draft2.ppt). This way, you can develop your presentation but have an earlier version to refer to if needed, or if the program crashes. File organization should be a continuous activity- a state of mind- and not something just done once in a while.

Extemporaneous delivery of your speech

Just do it.  If you’re stuck on what to say in your presentation, just start talking and see what comes out. Extemporaneous delivery is often a good way to develop the core messages of your presentation without relying on PowerPoint. People often know more than they think they know about their topic, and by just talking off the cuff (as a development strategy), it can be surprisingly effective. Get a group together of your peers and have someone take notes as you start presenting on the fly…and watch it all come together.

Save time with keyboard shortcuts, toolbars, & right mouse

Power users of PowerPoint (or any computer program) frequently rely on keyboard shortcuts to improve their efficiency. Rather than using the menu for all your functions, push yourself to learn the keyboard shortcuts. Instead of using the mouse to select cut and then paste, simply use Control X and Control V. Many other shortcuts exist.

Additionally, the right mouse button will always bring up alternate menus- in any program. Push yourself to use it and challenge yourself not to fall back on the easy to find menus. The right mouse can shave time off your development!

The Hype of Hyperlinking

Most people look at a presentation in a linear (start to finish) manner. But sometimes while talking, it may not be necessary to cover all the slides in the presentation, especially if you’re under a deadline. That’s where hyperlinking helps. You can create your presentation overview slide as the main menu, with links to the respective slides and sections. Then simply click to the individual slide sections and then back to the main menu. It takes more time, but is definitely worth the extra effort, as your presentation will look much more polished, and you’ll be working with the audience to create a more interactive experience.

Presentation Librarian: Presentation management software

Presentation Librarian turns your collection of PowerPoint® files, media files and business documents into a searchable knowledgebase of digital assets. The program’s advanced data management system automates the storage and retrieval of corporate knowledge, giving users across the enterprise access to a searchable library of current information via the internet or their local area network.

pointers, PowerPoint efficiency, tips

Presentation Perfection for Clients around the World.

  • arrows
  • aarp-foundation
  • adt
  • american express
  • ash
  • bet
  • celgene
  • comcast
  • crown investment
  • environics
  • faa
  • fse
  • icf next
  • ifa
  • marriott
  • mid florida
  • motorola
  • nasa
  • oracle
  • pepsico
  • ryder
  • software ag
  • traub hospitality
  • true north
  • v2soft
  • velos
  • xscion
  • "We engaged The Presentation Team to do a Presentation training for our team and he did a great job. He spent time understanding our requirements and the skill level of our team members and created a course which met our expectations and goals. I highly recommend The Presentation Team as a Presentation (PowerPoint) trainer."

    Navdeep Sidhu
    Senior Director, Software AG

  • "Kevin Lerner provided best-in-class services when hired to work on promotional materials for the launch of a key product at Motorola. The expertise and quality that he brought to the project were second to none and as a result, he delivered a top-notch presentation that was quickly adopted throughout the organization. Kevin is great to work with, delivers on time, is a great team player and is always willing to go the extra mile."

    Maria Cardoso

  • "Kevin has been a working with Cox Communications to deliver world-class PowerPoint presentation visuals since 2009. His ability to meet our specific needs, timeframe, and budgets has been exceptional. His professional interaction with our team reflects his deep expertise in the industry, superior presentation design skills, and commitment to superior service."

    Jonathan Freeland
    VP, Video Marketing at Cox Communications

  • "Kevin is an enthusiastic, creative, and passionate presentation guru. Our company was impressed and felt the value of his training in 2013 that he was invited again recently to again share his knowledge. Both times he has been energetic and addressed many areas for presentation development. From planning to follow-up Kevin is personable and easygoing, motivating our teams to take their presentations to the next level."

    Yoshimi Kawashima
    Project Coordinator, Nissin International

  • "Kevin helped me immensely improve my presentation slides development, from tips & tricks to aesthetics, all with the intent of getting the message across crisply and creatively. I've already received praise for decks that incorporate the skills obtained from his training. I highly recommend Kevin's services."

    Era Prakash
    General Electric

  • "Kevin helped me immensely improve my presentation slides development, from "The PowerPresentations seminar opened my eyes to all the limitless possibilities in presenting."

    Leah Gordillo
    Saint Francis Medical Center

  • "Kevin helped me immensely improve my presentation slides development, from "[Kevin and The Presentation Team have] always delivered 110% in terms of meeting our objectives for finished product and budget"

    Paul Price
    Watsco Corp.

  • "I had more people come up to me after I spoke, commenting on the visuals you created, than I did on the subject matter!"

    Andy Smith
    Smith & Robb Advertising

  • "As a Fortune 1000 company, we sought to produce a classy, yet conservative presentation for our shareholders. It was evident that you and your team listened to our thoughts as you developed the presentation..."

    Will Flower
    Republic Services

  • "Your expertise in the filed of PowerPoint and general presentation techniques helped elevate us to the level necessary to beat the competition."

    Mike Geary
    James Pirtle Construction

  • "Kevin brought a high level of creativity, enthusiasm, and deep multmedia experience to our team. He worked dillegently with the team to produce an outstanding proposal which we subsequently won.

    Jeff Keller

The Presentation Team Logo - Inverse

Call Us. 202.681.0725

info @

Giving a Presentation?  We can Help.

Sign-up for free PowerPoint Tips, PowerPoint Templates, and Presentation Strategies.