Add images to your slide library and effectively build compelling, on-brand presentations

Client relation teams at investment management firms build a multitude of presentations every day. Beyond ensuring that the information provided is accurate and up-to-date, presentations need to be compelling and convince the audience to act. Images play a large role in achieving this goal by capturing the audience’s attention, succinctly conveying ideas, and portraying the right brand.

However, using images in presentations has a number of challenges which typically result in productivity loss or a negative impact on the presentation itself.

Challenges in using images in presentations

  • Copyrights: Images are often copyrighted and not free to use. Your team may be tempted to run a Google image search to find images. However, these images tend not be legally free to use usable or require very specific attributions  Further, team members may miss awkward watermarks that lower the quality of the entire presentation
  • Search and selection: Searching for images, even from the most effective stock websites, takes significant time. Teams can spend hours debating the impact of images and may even re-purchase images that another team member has previously bought. Choosing an incorrect resolution can also impact the presentation size or quality
  • Updates: Updating old presentations with new client logos and new brand images is often a forgotten task. As a result, old off-brand images make their way into new presentations resulting in a poor perception of quality

How a slide library can help manage images

While slide libraries often feature the ability to centrally manage a collection of slides, they can often be extended to include images.

A slide library provides teams with a central location to access PowerPoint slides, helping greatly improve the efficiency of creating new presentations. It helps ensure users have quick, seamless access to the latest content.

SharePoint used to include a slide library feature, but it was removed starting with SharePoint 2013. However, third-party solutions like TeamSlide have specialized in slide library features and integrate with SharePoint and other content systems including Box and Google Drive.

In addition to managing slides, TeamSlide allows teams to centrally store and manage images. Users can connect TeamSlide to a SharePoint site and folder with images or upload images directly. Image file names can then be searched, and users can also add tags to help improve search-ability.  Search results can be previewed from within PowerPoint and clicking on a result adds the image to the current slide.

Investment management firms of all sizes can quickly build a repository of compliant images, including marketing collateral and client logos. Client relations team members can then quickly find the images they need rather than searching online, helping maximize the value of images that the firm has already invested in.

Further, TeamSlide includes an auto-update feature which checks all the images in a presentation to see if a newer version exists in the library. If a new image version is found, the old one can be automatically updated.

Slide libraries can greatly help investment management firms effectively build compelling presentations that are on-brand and compliant.

Leverage taxonomies in SharePoint to improve search

SharePoint metadata used for optimal search results

 

With SharePoint 2010, Microsoft released Managed Metadata to enable corporate knowledge managers to define a taxonomy, allowing for better content organization and improved search relevancy. In particular, Managed Metadata uses a central Term Store where admins can build formal hierarchical classifications of terms (or labels) that can be applied across SharePoint sites.

However, taxonomies and the metadata that comprise them have to be built effectively to realize the benefits.

What is a taxonomy?

In SharePoint, a taxonomy is a hierarchical classification of terms that are categorized and applied to the content. They form a structure for metadata that consistently classifies documents. For example, your sales folder in SharePoint may contain standard pitch presentations. You may define a taxonomy that describes the ‘industry’ the pitch is focused towards and the ‘product’ it represents. Within ‘industry’, the taxonomy might limit the available options to ‘finance’, ‘healthcare’ and ‘manufacturing’.

Taxonomies enforce naming standards and categories to add consistency across the platform and support enterprise content management. They enable end-users to locate and discover information quickly, helping solve business problems.

Benefits of building a taxonomy in SharePoint

1. Improve document search relevancy

The biggest advantage of defining a taxonomy is improving search relevancy. If your SharePoint content repository contains hundreds or thousands of documents, users are likely having a difficult time finding specific pieces of content. For example, locating a single PowerPoint presentation, or even a slide within a presentation, may be time-consuming and frustrating. As repositories rapidly grow, documents are often not consistently classified, making it difficult to sort through search results. This can result in significant productivity loss as finding content takes too long and, at times, users may even recreate content.

Applying a taxonomy allows users to search for terms or apply filters to quickly locate specific documents.

2. Maintain uniformity across your organization

Managed Metadata allows SharePoint admins to build a taxonomy that is shared across multiple sites and extended to other applications. Further, terms defined in a SharePoint taxonomy can include synonyms and multilingual variants. This allows all users to apply a consistent classification to documents using a defined set of terms.

As expected, you can control who has the ability to add and modify the defined taxonomy, allowing for flexibility as your content repository grows.

3. Effectively scale with your business

Nested folders are a simple and easy solution when first adding content to SharePoint. However, they can quickly become overwhelming as your data multiplies. Users may struggle to navigate folders to find relevant files, and even if you define an organizational structure, documents will be forced into one folder when they might belong to two or three.

With metadata, folder names can be added as tags to documents, allowing the document to have multiple classifications. This methodology easily scales and enables easier search and retrieval.

Considerations when adding a taxonomy in SharePoint

1. Ensure third-party tools leverage your taxonomy

Many organizations rely on third-party apps to either add, manage or search for content in their SharePoint implementation. When possible, select apps that support and leverage the taxonomy you invested in. This ensures consistency across your entire toolkit, creating a seamless experience for end-users.

For instance, our slide library and search solution, TeamSlide, integrates with SharePoint content repositories, importing the entire taxonomy along with the content. As a result, users can search for slides with a taxonomy already familiar to them (in addition to slide content).

2. Time new taxonomies with a SharePoint migration

SharePoint migrations offer the perfect time to identify and implement a new taxonomy. During migrations, content is often reviewed and cleaned, creating opportunities to test and improve the classification model.