Consultants and sales teams continuously create presentations with similar content but tailored for specific requirements or audiences each time. The most common way to reuse them is to keep a copy of each presentation and re-use slides only from the most recent.
The ‘slide re-use’ feature on PowerPoint helps to pick slides from an existing presentation, and add them to the current PowerPoint presentation.
This may work for a while, but can become very complicated as the number and type of slides keeps increasing. It can become quite complex too with more people trying to team up to create presentations.
In order to comfortably and quickly re-use slides from presentations, Organize and Centralize.
Rule #1 ORGANIZE
When and how to organize
When you find that re-use is getting complicated, you now have a collection that you are unable to handle by memory. So, index and organize all your work.
Create individual ‘index’ presentations for the key words that you most commonly use, e.g.: Service models, Hierarchies. Then, go through each slide of the older presentations, and decide whether to discard the slide or move it to an index presentation.
At the end of this exercise, you should have your collection of indexes. Go through the slides in each of the indexes to make sure the slides are recent and potential re-usable content. Make a recurring appointment on your calendar to go through the index files to keep them up-to-date.
From this point on, create new presentations by adding slides only from the index files (using the re-use slide option), and add any new slides that you may create to the corresponding index file.
Rule #2 CENTRALIZE
When and how to centralize
If you have more people working as a team, get some help from the systems administrator and centralize the index files using a “Slide Library” on SharePoint.
To enhance your collection of index files, consider PPT service providers that offer libraries of re-usable slides on selected topics.