5 slide library management best practices

As enterprises become more data driven, knowledge management has become a competitive differentiator. Some firms have even created knowledge management groups including a Chief Knowledge Officer role. As knowledge is often distilled into PowerPoint presentations, a clear slide management solution is required to maximize the value of product summaries, financial analysis, workflow outlines or even templates and graphics. As you think through your slide management solution, here’s a set of 5 best practices you should consider:

  1. Easy access to slides is imperative – If retrieving slides takes too many clicks or too long your team just won’t do it. As a result, they’ll be recreating slides, using old slides, and losing productivity. Consider a solution that integrates with PowerPoint so users don’t have to open an Internet browser just to find slides.
  2. Manage slide updates – Over time slides evolve as the messaging becomes more refined or data is updated. As a result, users need access to the latest material without having to manually search and retrieve each slide. Effective slide management solutions need to be able to automatically find and retrieve slide updates. Ideally, it should warn users if they’ve made local edits to the original slide allowing them to transfer the edits to updated slide if needed.
  3. Control who exactly has access to each slide – While companies are typically focused on protecting their content from outside threats, they should equally consider who within the company needs access. Otherwise, even harmless mistakes can lead to inaccurate knowledge sharing or content loss. Your slide management solution should allow you to set detailed access rights allowing some users full access, some just download access, and others with no access at all.
  4. Metadata helps but your search engine needs to be powerful – While it is important to try and accurately catalog all your slides this is not always feasible. As deadlines hit, users will inevitably not add strong metadata. As such, your slide management solution needs a powerful search engine capable of full-text search and incorporating different elements including the slide title and author.
  5. Continuously measure usage – What slides are used by your teams most often? Which users are actively using the slide library solution? Tracking usage helps identify opportunities for optimizing content and helps find users that are likely not using compliant slides. It also helps justify they ROI of the slide library solution itself.

Adding the slide library back to SharePoint

With SharePoint 2013, Microsoft unfortunately discontinued the slide library feature due to an unspecified design limitation.  As result, PowerPoint users are losing this time-saving feature as their IT departments upgrade to SharePoint 2013 or newer versions.

While there are many web-based slide management solutions the lack of PowerPoint integration is not ideal as switching back and forth between PowerPoint and a web-browser is extremely inconvenient. For many, even SharePoint’s slide library feature had significant room to improve.

At TeamSlide, we’ve developed a solution that can integrate with your SharePoint installation and provides powerful slide library features. When we first set out to build TeamSlide we spoke with a variety of power users and experts which fueled a set of 3 primary principles:

  • Easy to use: As a large variety of employees use slides, TeamSlide would have to provide features in a highly intuitive manner
  • Tightly integrated: TeamSlide would need to integrate with PowerPoint and with any existing content repositories
  • Powerful search: As the number of slides grow, TeamSlide would have to keep up and ensure users can quickly find what they are looking for

As we built TeamSlide we took these principles to heart and ensured that we could easily work with customers that had SharePoint implementations. Now users can search for slides from within PowerPoint and insert them into their active presentation with a simple click. Those used to SharePoint’s old slide library function will find TeamSlide easy to use and full of new features including the ability to quickly update slides. Users new to slide libraries will be able quickly get up to speed and start benefiting from TeamSlide in a few minutes.

Whether you are looking to augment your SharePoint capabilities or looking for a slide library solution that works without SharePoint take a moment to try TeamSlide!

At TeamSlide, we are consistently improving our slide library solution.  If you have any questions or feedback, please contact us and we’d be happy to help or learn from your perspective.