Over the last few months we’ve worked with several boutique investment banks that were looking for better ways to manage their critical PowerPoint collateral. Specifically, they wanted a way to efficiently build proposals that, while still customized to the specific client or project, could leverage their prior work.
Investment banks compose several types of proposals, all of which have a combination of common elements and client- or project-specific pieces. For example, prior transactions, market overview, and regulations would typically be standard, while company financials, projections, and capabilities are tailored to the client and contain only certain reusable components. As such, investment banks should be able to efficiently find relevant content from prior proposals and either reuse or adapt it based on client requirements.
Prior to using a slide library solution, investment banks were relying on a manual approach that was both time consuming and prone to errors. First, the proposal author would dig through a shared hard drive to find relevant presentations and then flip through them to find the key slides that he/she wanted. If a slide was missing or seemed old, the author would have to email colleagues and describe the slide needed. At times, slides would be recreated if colleagues took too long to respond or if content couldn’t be found. For example, if the proposal author found a market overview slide from 2013 but couldn’t find the latest version, they may re-do the analysis and update it for 2016. Beyond slides, the process would generally be repeated for visuals like company logos, industry diagrams, and charts. This process was inefficient and often led to poor output quality when out-of-date content was used, pieces were missing, and slides were hastily assembled.
After implementing a slide management or library solution, these firms were able to drastically improve efficiency and the quality of their proposals. First, they were able to easily build a secure shared repository of PowerPoint content where they could control exactly who within the firm had access to each specific slide. Then when putting a proposal together, authors could search the repository, get slide image previews, and quickly select the slides they needed. If they had a question about a slide, they could use the slide library solution to check who last uploaded the slide and instantly email them to ask any questions. Further, the slide library could be extended to visuals, allowing authors to find the very specific pieces of content they needed. Slide libraries also allowed authors to check their proposal to verify they had the latest content. And so, if that market overview slide was updated by a colleague since the author last downloaded it, he/she could be notified before sharing the proposal with others.
As exemplified by the implementation of a content management solution by the investment banking industry, a structured approach to managing PowerPoint content can yield significant gains. As your knowledge repository grows and/or if you have employee turnover, consider using a slide library so that you have the content you need at your fingertips.