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PRESENTATIONSHow much do they really cost to your business?Is there any objective estimate on the cost of creating present...
About the StudyThe study has been conducted by PowerLexis − a premium full service presentationcommunication agency. Since...
IntroductionIn todays world presentations are considered one of the most, if not the most important,tools of visual commun...
Companies are inadequately managing the employees time makingthem do the work they are not qualified for.Only three percen...
The problem is especially significant when it comes to departmentsessential for a companys growth and development − Sales ...
While developing presentations more than three quarters of the timeis spent on performing routine tasks.Even though prepar...
More than a third of employees spend up to 10 percent of their timeon formatting presentations.This problem becomes especi...
Most common solutionsThere are several common solutions to the problem mentioned above. Each has its ownbenefits and short...
ConclusionAs presentations become ever more complex and sophisticated, companies have to findthe ways to optimize their de...
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PRESENTATIONS How much do they really cost to your business?

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Is there any objective estimate on the cost of creating presentations?
Inadequate practices of developing presentations can divert employees' time from their primary responsibilities such as promoting your company and advancing your business.

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PRESENTATIONS How much do they really cost to your business?

  1. 1. PRESENTATIONSHow much do they really cost to your business?Is there any objective estimate on the cost of creating presentations?Inadequate practices of developing presentations can divert employees time from theirprimary responsibilities such as promoting your company and advancing your business. 1
  2. 2. About the StudyThe study has been conducted by PowerLexis − a premium full service presentationcommunication agency. Since 2005 the company has provided services and solutionsto many of the world leading corporations and organizations.The goal of the study is to analyze the practices of developing and using presentationsas an important tool in business communications and identify deficiencies in existingprocedures that require optimization.The study is based on data obtained from reviewing operations of 515 most prominentRussian and Western companies in various industries including information technology,financial, consulting, government and non commercial organizations. 2
  3. 3. IntroductionIn todays world presentations are considered one of the most, if not the most important,tools of visual communications ─ regardless of whether being used to introduce an ideato the general public or make an impression on a group of selected individuals.Presentations are and will remain the most effective means to visually introducecomplex ideas in the most convenient and easy to comprehend for the audiencemanner.Unfortunately, while admitting the importance of presentations, many executives overlookthe ever complicated process of their development, instead leaving this solely to theirsubordinates to deal with.As a result, the highly paid and skilled employees have to spend their time and effortson mundane tasks in PowerPoint formatting their presentations and trying to make themlook professional in terms of structure, layout, color coordination, fonts, graphics, and stylesthat meet the strict visual brand identity requirements.The time and efforts that certainly could be utilized more productively to the companysbenefits.. 3
  4. 4. Companies are inadequately managing the employees time makingthem do the work they are not qualified for.Only three percent of the reviewed companies have a dedicated staff of designers anddevelopers charged with formatting presentations to bring them to professional andcorporate standards.Four percent of companies have chosen to outsource these tasks. The rest are leavingthese duties to their employees, including at the management level, who have to deal withthem at the expense of more important responsibilities. Who is working on formatting presentations Specialist 95% Managers Assistant 74% Manager 41% Outsourced 4% Special Department / Unit 3%Most of companies leave the tasks related to presentation formattingand visual styling to their employees,including at the management level. 4
  5. 5. The problem is especially significant when it comes to departmentsessential for a companys growth and development − Sales andMarketing.The study shows that Sales and Marketing departments are among the most heavilyinvolved in developing and using presentations both for internal ( reporting) and external(working with clients) purposes − especially in industries dealing with complex projects andsolutions which require visual aids tools for presenting information.Distracting these departments staff from their primary responsibilities and diverting theirtime to other tasks definitely has a negative impact on a companys operations in general. Departments that use presentations the most HR and Personnel 95% Management Marketing / PR / Advertising 87% Sales 83% IT 18% Production 15% Accounting 10%Companies are loosing valuable opportunities when the key departmentemployees are being diverted from their main responsibilities −advancing the companys business. 5
  6. 6. While developing presentations more than three quarters of the timeis spent on performing routine tasks.Even though preparing presentations can be a complex and time consuming process,developing the concept and actual content takes relatively a small amount of time.Below are listed the tasks related to producing presentations that require most of the timeassociated with the process.As you can see, all the tasks associated with concept development (such as copyrighting,structure development, analytics) require much less time compared to other tasks relatedto this job. Presentation development tasks Desinging the slides apperance (charts, tables, diagrams) 7% Performing routine formatting tasks in 9% PowerPoint / Keynote 24% Keeping all elements consistent with the brand identity 11% Developing a concept and logical structure 13% 19% Placing and formatting text, copywriting 17% Searching for slides in previously used presentations Searching for images and photosWhile creating a presentation, on average only 24 percent of the time isspent on concept development. The rest of the time is consumed byformatting and detailing. 6
  7. 7. More than a third of employees spend up to 10 percent of their timeon formatting presentations.This problem becomes especially significant when looked at in light of how much timeemployees have to spend on presentation formatting and detailing compared to theirprimary responsibilities.When asked "How much time do you usually spend on presentation formatting anddetailing relatively to your primary responsibilities?" as many as 39 percent ofrespondents indicated that this figure might be as high as 10 percent - i.e. one-tenth oftheir total work time. Time spent on formatting presentations 5% 17% 14% Less than 2% From 2 to 5%* From 5 to 10%* 25% From 10 to 25%* 39% 25 % and more*InclusiveBear in mind, that these figures include not only low level employees , but highly qualifiedspecialists and management staff as well.This makes the process of developing and formatting presentationsexcessively expensive and in some cases economically nonviable. 7
  8. 8. Most common solutionsThere are several common solutions to the problem mentioned above. Each has its ownbenefits and shortcomings and can be successfully adapted only in specific situations andunder certain conditions.1. Bringing in a team of dedicated professionalsA special unit is formed at the company to work on developing, formatting, and stylingpresentations from all other departments.Cons: High costs associated with introducing and maintaining a separate unit into thecompanys structure.Pros: All presentations are developed by trained specialists and consequently haveprofessional design, layout, and style that meets the brand identity requirements.2. Outsourcing to a third party providerAll work associated with developing and formatting presentations is delegated to anothercompany. Can be done both on ad hoc or permanent basis.Cons: Risks associated with reliability, operational availability, and quality of service of thepartner company.Pros: Relieving the companys employees of additional work thus allowing them toincrease efforts and focus more on their primary responsibilities.3. Installing special softwareEmploying special software tools and add-ons for creating presentations in PowerPoint thatoptimize the development process and automate most of the routine tasks.Cons: Relatively high initial cost of purchasing, customizing, and installing software, as wellas training users.Pros: Keeping the development process in-house (might be especially important becauseof the issues with confidentiality). Allowing employees to create presentations withminimum efforts and time. 8
  9. 9. ConclusionAs presentations become ever more complex and sophisticated, companies have to findthe ways to optimize their development process.The value of presentations as a communication tool should not be diminished by theincreasing cost of their development resulting from the inadequate production process.The process that requires highly skilled workers spend a substantial portion of their time onmundane and tedious tasks instead of focusing on their primary responsibilities.About PowerLexisPowerLexis is a premium full service presentation communication agency.Established in 2005, the company has provided services and solutions to many of the worldleading corporations and organizations, including Fortune Global 500.For more information please visit our website:www.powerlexis.com Frankfurt Saint Petersburg Lyoner Straße, 14 Dostoevsky Street 44 Building ATel.: +496 96 655-41-77 Tel.: +7 812 334-13-23 9

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