Let us begin with a story. It has been three years since I became the marketing head of a startup. Every few weeks, I was tasked with delivering presentations about various campaigns, performance reviews, marketing schedules, etc. To be honest, I used to hate the process of creating these presentations. From gathering the content to assembling it into creative slides, it took up so much of my time and effort, and I always thought there had to be a simpler way of doing this. Well, it wasn’t until a few weeks ago that I was introduced to AI tools that help automate the presentation design process.
Then what? I was on top of the world! Curating presentations was no longer a tedious and time-consuming task. Instead, it became a fun part of my job which I could complete in less time.
In this article, I will delve into the details of using AI tools for creating presentations, as well as their challenges, benefits, and future.
Benefits of Using AI Tools for Creating Presentations
1. Engaging and Effortless Designs
AI tools can effortlessly create captivating content. By using automation and intelligence, they can curate slide decks in a few clicks according to your needs and requirements.
Beyond this, AI tools help integrate elements, such as interactive polls, quizzes, etc., into the presentation. They also use AI animations and transitions that make presentations more immersive for the audience.
2. Time-Saving
Curating a presentation from scratch can be quite time-consuming and burdensome. It involves a series of tasks such as designing the theme, picking colors and fonts, finding the right elements, adding and adjusting images, aligning text, refining the message, etc. When a presenter manages all these tasks on their own, they end up losing precious time that they could have invested in practicing and fine-tuning their delivery.
Thus, using AI tool to create presentations is an excellent way to save time and boost productivity. These tools offer instant slide generation, pre-set templates, content suggestions, etc. They even perform repetitive tasks such as editing and alignment for the presenter. It speeds up the presentation creation process, making it seamless and creative.
3. Enhanced Creativity
AI tools are the best way to infuse creativity into your slides. They act as creative agents, providing smart suggestions, fresh ideas, innovative design approaches, etc., according to the slides. Certain features, such as AI-generated design recommendations, allow users to incorporate intriguing design elements that help break the monotony of traditional slides.
Besides, AI tools offer a wide variety of stock images and videos that can be used to improve the slide’s visual appeal. They also offer smart graphic generation where users write prompts, and AI tools generate those visuals and infuse excellence into the presentation.
4. Personalized Storytelling
Storytelling is a way to intrigue and engage your audience. In a world of fleeting attention spans, a compelling storytelling narrative can capture the audience’s attention and keep them hooked. Thus, AI tools can help craft personalized narratives for your slides.
These tools analyze the content and suggest ways to improve it. They recommend storytelling strategies that help with content flow, tone of the narrative, and structuring of ideas.
5. Brand Consistency
For successful business presentations, maintaining brand consistency is crucial. While it may seem difficult to ensure coherent slides manually, AI tools ease this task and allow you to maintain consistency without much effort.
These tools apply your branding elements across all slides. It includes your brand’s color palette, fonts, theme, logo, etc. It not only eliminates chances of inconsistency but also serves as a helpful tool for those who are co-creating the same presentation.
6. Automated Data Visualization
Presentations with excessive data can be overwhelming and distracting for the audience and make them feel disappointed. Using AI tools to convert data into powerful visuals can help you maintain the audience’s interest.
AI tools automatically analyze data and choose the right tools to present them. They extract key details and craft visuals that are clear and concise. It enhances the presentation, making it look more professional.
A Step-by-Step Guide to Create a Presentation with AI
(i). Choose the AI Presentation Tool
The Internet is flooded with AI-powered presentation creation tools – from free tools that offer limited features to expensive ones that provide multiple features. Picking the right one is crucial. Here are a few factors that you need to consider before making your decision.
- Cost
Understanding the pricing of AI tools is an important factor to consider. Some tools provide a free trial with limited usage, while others offer periodic billings. The best way to analyze this is by comparing all the options. Create a list of features that each tool provides, along with their costs. Choose one that fits your needs and aligns with your budget.
- Ease of Use
AI tools must be user-friendly to allow a smooth design process. When tools are complicated to navigate, they become difficult and overwhelming. Thus, read plentiful reviews of users and, if possible, talk to a few of them before finalizing. Most tools offer free trials, consider utilizing them to see the ease of use.
- Customization
Presentations need to be unique and tailored. Thus, it is vital to check whether your AI tool provides flexibility for customization or not. It means whether it allows you to tweak designs, edit text, change fonts and layout, etc. If the level of customization allowed is low or negligible, the tool may not be fruitful for use.
- Collaboration
For teams working together on presentations, collaboration features are vital. Most AI tools offer seamless collaboration where members can work simultaneously, leave comments, and edit their slides in real-time. Therefore, choosing a tool with strong collaboration features allows better workflow and increases efficiency.
- Multilingual Support
AI tools with multilingual support are excellent for those who need to create presentations for diverse audiences. These tools translate content without the need for manual translation and help ease the work.
- Data Security and Accuracy
The key concern about using artificial intelligence tools is their usage and the security of user data. Thus, research your tool’s data and security policies well and ensure none of them can be breached or used for unfair means. Look for tools that provide encryption and comply with industry standards.
- Integration with Other Platforms
Most organizations have their own workflow systems. Thus, AI tools should be compatible with them to enhance productivity and reduce the need to export presentations. These tools should integrate easily with your existing system, such as Google Workspace, without hassle.
(ii). Create a Clear Content Outline
Before you use AI tools, craft a clear outline for your presentation. Create a logical flow of ideas and ensure your content is well-organized. It will allow you to provide the precise prompt to the AI tool for impactful content creation.
For instance, you can create an outline with three key sections: introduction, main content, and conclusion. Add sub-headings and sub-points under each one to elaborate further. It will allow your content to flow seamlessly.
(iii). Feed Your Content Outline to the Presentation Generator
Once your outline is ready, feed your content to the presentation generator. Ensure that each point and sub-point is written properly. It will help the AI tool to generate a better and more cohesive presentation.
(iv). Let AI Generate the Slides
After the outline, let artificial intelligence generate the slides on its own. Let it work on the slide theme, layout, text, images, colors, etc., and develop the presentation. It is done based on your content type and its tone.
(v). Refine Your Slides
Once AI has done its magic, review the slides and refine them. Consider tweaking any details that are unsuitable and eliminate unnecessary information. You can also pick from various slide theme options offered by your AI tool and play with the font and colors. By refining the slides, you can curate a perfect blend of artificial and human intelligence.
(vi). Export and Present
The last step is to export your file in a supported format and present it to your audience. Consider exporting in multiple file types, such as PDF and PowerPoint, to avoid any technical errors. Ensure that your slide ratio is in accordance with your screen on the final day.
AI-Powered Presentations: Best Practices
a). Carefully Review AI Suggestions
While AI is highly capable, it is extremely important to review its suggestions and apply only the required ones. AI may misinterpret content and provide incorrect reviews. If all such suggestions are applied, the presentation may turn into a mess. All facts and data provided by AI should be verified from credible sources to ensure accuracy and honesty.
If any suggestions do not align with your brand’s objectives and goals, consider removing them. Human insight is required for the presentation to be effective, professional, and true.
b). Combine Your Personal Insights with AI-Generated Content
AI-generated content is excellent, but it can never replace your personal insights. Use anecdotes, valuable experiences, stories, and thoughts to support the AI-generated text and humanize your slides. Refine the AI text with your personal opinions and industry expertise to add authenticity and credibility to your presentation.
For instance, consider that you have generated a presentation on textiles. AI may provide data on upcoming textile trends, such as sustainable fabric. However, use your industry expertise and communicate how you have seen the growth of this industry from sustainable fabrics to unsustainable ones, and can see the future into sustainable ones again. Intertwine AI’s knowledge with personal storytelling to create an impeccable impact.
c). Ensure Alignment with Your Brand’s Style and Tone
AI-generated presentations may seem monotonous if they are not aligned with your brand’s style and tone. Ensure this alignment by using language and messages that resonate with your brand. Whether it is a formal tone or a fun one, aligning the presentation’s content with it is vital.
d). Optimize for Engagement
A presentation is only effective if it is interactive. AI tools can add features such as transitions and animations. However, to make your presentation better, consider incorporating real-life examples, polls, quizzes, etc. Optimizing your slides to increase the audience’s involvement and participation is crucial to ensure success.
e). Ensure Accessibility and Inclusivity
Presentations must be accessible and inclusive. Ensure your slides are accessible to a vast and diverse audience, including those with special needs. Consider using translations for those who need support with hearing, avoid high-contrast colors and small fonts to support ones with visual needs, and use translations for linguistic support.
Such factors ensure that your slides remain impactful for each and every individual.
AI-Powered Presentations: Challenges and Limitations
1. Lack of Emotional Appeal and Human Creativity
In today’s world of overloaded information, emotional appeal plays a crucial role. AI-powered presentations excel in design and visual appeal, but often lack emotion and creativity. These factors can only be added with human experience and knowledge. AI-generated content may fall flat and seem generic after a while. It lacks the nuances of storytelling, use of humor and satire, and persuasive communication that actually connects with the audience.
Let us understand with an example. Consider you need to deliver a pitch presentation to potential investors. AI-generated content can list the benefits, features, and uses of your product but cannot explain the actual story and your inspiration behind building it. It cannot replace the human element.
2. Risks of Factual Errors and Outdated Information
The risk of factual errors and inaccurate information is quite high in AI-based content. AI solely relies on pre-existing databases and does not seek information outside what it is fed. It creates a huge barrier between present data and AI-generated data.
Thus, users need to cross-reference and verify the sources, which increases the workload. If AI provides inaccurate statistics or facts and this information is used in the final presentation, it can leave a long-term stain on one’s image and credibility.
3. Dependence on the Internet
Most AI tools require high-speed and consistent internet connection, making them unreliable and inaccessible in offline settings. This setting can seem quite challenging, especially in areas with poor connectivity or for those who work on the go.
Even a sudden or small internet outrage can disrupt the workflow and destroy hours of editing and creation process if the work is not saved.
4. Lack of Uniqueness
The biggest problem with AI content is that it lacks uniqueness. It is the same for each one – the tone and style of AI-based content are recognizable and can be easily spotted by experts. It makes such presentations dull and boring.
Further, many users end up creating similar or even the same slides at times. It leads to overuse of design elements, making the slides impersonal and unimpressive.
5. Data Security and Privacy Risks
Using AI tools often requires sensitive information about the company, employees, type of work, client details, etc. Such information is often exposed to higher security threats and privacy risks.
Some platforms store such data, which can make the company highly vulnerable to threats and security breaches. Most AI tools also do not comply with industry standards and regulations, failing to meet basic security standards.
6. Training Requirements
Even though AI tools are designed to be used easily, they still require training to be utilized effectively. Understanding AI prompts, customizing slides, and making the most of automation features can involve a learning curve, especially for those unfamiliar with AI technology. It can slow down the initial adoption process.
It can also be an expensive process and may be resisted by editors and designers, considering a threat to their jobs.
7. Ethical Issues in AI Content
Ethical concerns around AI content are high. There can be concern about the generated data, as it can include various biases, prejudices, and even plagiarism. These tools unknowingly generate information that favors specific perspectives, causing ambiguity and debates.
8. High Subscription Cost
The cost of AI tools is higher than that of usual presentation software. It makes it difficult for smaller enterprises and businesses to afford and implement. Though subscription costs add an additional expense, other costs related to them, such as internet and gadget bills, burden the company.
The Future of AI-Enhanced Presentations
We live in a digital world where change is the only constant. We went from spending hours creating presentations to generating them in a few clicks. Thus, as AI tools continue to evolve, they are likely to become more intuitive and user-friendly with time. Various add-on features such as real-time audience analysis, automated storytelling, personalization, etc., will streamline the presentation process, making it more efficient.
Further, AI will work better with other workflow tools and software, making it an indispensable part of our lives. The scope of AI-powered presentations is beyond our imaginations – it extends to wide horizons.
Final Thoughts
The role of AI in creating presentations will increase with time. By embracing its strengths and staying mindful of its challenges, presenters can elevate their presentations and present to leave the audience in awe.
I hope this article helps you and clarifies your doubts related to automating presentation design using an AI tool.
