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What Essential Features to Look for When Choosing Presentation Tools?

Ulfah Alifah
Ulfah Alifah

Table of Contents

Presentation tools are essential for many different aspects of life, whether they are professional or for something else like school or university. Giving presentations is something people have been doing for a long time, and being able to convey information as a speaker to your audience is not new at all. Something that has changed over the years is how presentations are given, as technology and tools have evolved and changed a lot.

When giving a presentation, most people prefer to have some visual aid or something in the background to help them with the presentation and help convey the message to their audience. Nowadays, with how widespread computers are, many people choose to have digital assistance in this and presentations that are displayed through digital tools. 

With so many options available, choosing the proper presentation tool can be difficult. Still, there are some different features and aspects you should be aware of when looking for the perfect presentation tool for you. This article aims to help you out with choosing the right presentation tools and make it easier for you to make the final decision on what presentation tool you go for.

Compatibility

Compatibility refers to the ability of a presentation tool to work with different operating systems, devices, and file formats. When choosing a presentation tool, it’s essential to consider the following aspects of compatibility:

  1. Operating systems: Ensure that the tool is compatible with the operating system you use, such as Windows, MacOS, or Linux.
  2. Devices: Check if the tool can be used on different devices, such as laptops, tablets, and smartphones.
  3. File formats: Consider if the tool can import and export presentations in different file formats, such as PPT, PDF, or video.
  4. Third-party software: If you use other software, such as graphic design tools or project management software, make sure that the presentation tool is compatible with these tools.

Compatibility is one of the first factors you should consider because it ensures that the tool you choose is workable. You want to avoid choosing something that gives you trouble in the future.

Ease of use

Ease of use refers to how intuitive and user-friendly a presentation tool is for creating and editing presentations. When choosing a presentation tool, look for the following ease-of-use features:

  1. Intuitive interface: The tool should have a clean and straightforward interface that is easy to navigate and understand.
  2. Drag-and-drop functionality: The tool should allow you to easily add and arrange elements, such as text, images, and charts, in your presentations.
  3. Accessibility: Consider if the tool has features that make it accessible for users with disabilities, such as closed captioning and alternative text for images.
  4. Help resources: The tool should provide helpful resources, such as tutorials and FAQs, to help you get started and troubleshoot issues.
  5. Customization options: The tool should allow you to customize your presentations by changing the font, color, and layout, among other elements.

By choosing a presentation tool that is easy to use, you can quickly create professional and engaging presentations without needing extensive training or technical skills. It’s important to remember that generally, tools that are easier to use might have fewer features, so sometimes more complicated tools can help you make a presentation that is better for you.

Templates, themes, and animations

You want your presentation to be visually appealing, and the selection of templates, themes, and different animations they have can make your presentation look outstanding. When choosing a presentation tool, you want to ensure that the tools available to you on the software or tool are good enough and can allow you to make a presentation that you like.

Bland presentations can be boring and will lower audience engagement, making some people uninterested in what you are saying.

Animations are a critical consideration as things like transitions into the next slide, or engaging animations can keep people interested and catch people’s attention.

If you want to use multimedia elements in your presentation, make sure that the tool supports what you want to add, like pictures, videos, GIFs, or audio files.

Collaboration

Collaboration is important when choosing a presentation tool, especially if you plan to work with others on presentations. Look for the following collaboration features:

  1. Real-time collaboration: The tool should allow multiple users to work on a presentation simultaneously and see each other’s changes in real-time.
  2. Version control: The tool should provide an option for version control, such as keeping track of different versions of the presentation so that you can revert to an earlier version if needed.
  3. Commenting: The tool should allow you to add comments and feedback directly to the presentation, making it easier to review and discuss changes with others.
  4. Sharing options: The tool should provide options for sharing presentations with others, such as by email, link, or social media.
  5. Permission control: Consider if the tool allows you to set permissions for different users, such as view-only access or editing rights.

By choosing a presentation tool with solid collaboration features, you can streamline the presentation creation process, improve communication and collaboration with others, and ensure that your presentations are of the highest quality.

Price of the tool

Whenever you choose any type of online software or tool, the price is a huge factor to consider as many different tools have very different prices attached to them.

  1. Individual use vs. business use: it’s vital to decide if the tool is for personal use or for use at work. Tools that various people at your business will use might be more expensive and justify spending a higher price. Personal use tools can be catered to your needs specifically, and you will generally pay a lower price for them.
  2. frequency of usage: the frequency of your usage plays a big part in how much you might be willing to pay for a presentation tool.
  3. Features you are looking for: presentation tools with more features will generally be more expensive, so depending on what features are essential for you, the price you are willing to pay can change a lot.

Examples of presentation tools that might interest you

These high-level presentation tools are designed for professional use and offer various advanced features for creating engaging and effective presentations.

  1. Microsoft PowerPoint: With its wide range of templates, tools, and features, PowerPoint is widely considered one of the most advanced presentation tools available.
  2. Adobe Captivate: A powerful eLearning authoring tool that allows you to create interactive presentations, quizzes, and simulations.
  3. Articulate Storyline: A popular eLearning authoring tool that allows you to create interactive and engaging presentations.
  4. Prezi: With its innovative presentation approach, Prezi offers a highly engaging and dynamic way to present information.
  5. Visme: A cloud-based presentation tool that offers advanced features such as animations, charts, and interactive elements.
  6. Haiku Deck Pro: A high-end presentation tool that offers advanced features such as custom templates, custom fonts, and image resizing.

There’s no right or wrong price when it comes to the cost of presentation tools, as many different presentation tools come at different prices due to their features. There are also many free options available if you are interested in only a few features. 

Customer support

For customer support for presentation tools, you can typically:

  1. Check the tool’s official website for a “Support” or “Help” section
  2. Look for online forums or community groups where users discuss the tool and ask for assistance
  3. Reach out to the company behind the tool through email or social media for assistance
  4. Review the tool’s user manual or tutorials for answers to common questions

It’s important to note that the specific support options available may vary depending on the tool you are using.

Customer support is critical to consider because it can save you a lot of hassle in the future. Not everyone will run into issues that require customer support, but for the ones that do run into problems, inadequate support can ruin the experience. 

Other users experience

User reviews can be critical when choosing a presentation tool, as they provide valuable insight into the real-world experiences of other users. Reviews can help you understand the following:

  1. The ease of use and overall user experience of the tool
  2. The features and functionalities offered by the tool
  3. Any limitations or technical issues that other users have encountered
  4. The level of customer support provided by the company behind the tool

Reading a variety of positive and negative reviews can give you a well-rounded understanding of a tool and help you make an informed decision. However, it’s essential to remember that not all reviews may be trustworthy or relevant to your needs.

You can find customer reviews for presentation tools in a variety of places, including:

  1. The tool’s official website: Many companies have a section on their website dedicated to customer reviews and ratings.
  2. Online marketplaces: If the tool is available for purchase through an online marketplace such as the Apple App Store or Google Play Store, you can find customer reviews there.
  3. Technology websites and blogs: Websites such as CNET, G2, and TechRadar often review and rate popular presentation tools and also aggregate customer reviews.
  4. Social media: Check the tool’s official social media accounts, such as Facebook or Twitter, for customer comments and feedback.
  5. Online forums and discussion boards: Communities such as Reddit and Quora may have discussions about specific presentation tools where users can share their experiences and opinions.

Overall social media sites might be the best option for most people due to the abundance of reviews and the discussions people have. You can end up having a lot of queries answered by just reading through or searching on a specific forum or post that might have a lot of engagement.

Giving a good presentation

In addition to having a well-designed and engaging presentation, it’s also essential to know how to deliver the presentation effectively. Here are some tips for giving a good presentation:

  1. Practice: Rehearse your presentation several times to build confidence and feel comfortable with the material.
  2. Engage your audience: Make eye contact, use gestures, and vary your tone and pace to keep your audience interested and focused.
  3. Be concise: Stick to the main points and keep your presentation short and to the point. Avoid overloading your audience with too much information.
  4. Use visuals effectively: Use images, charts, and graphs to help illustrate your points and make the information more memorable.
  5. Anticipate and address questions: Think about the questions your audience might ask and be prepared with answers.
  6. Be confident and passionate: Show your enthusiasm for the topic and let your passion shine through in your delivery.
  7. Be flexible: Be open to changing or adapting your presentation if necessary, and be able to respond to unexpected questions or changes in the audience’s attention.

What differentiates a bad presentation from a good one

Here are some key differences between good and bad presentations:

Good Presentations:

  1. Clear and concise: A good presentation clearly communicates its message and sticks to the main points.
  2. Engaging: A good presentation is visually engaging and holds the audience’s attention throughout.
  3. Well-organized: A good presentation is well-organized, with a clear structure and logical flow of information.
  4. Relevant: A good presentation presents information that is relevant to the audience and their needs.
  5. Professional: A good presentation has a professional look and feel, with high-quality visuals and consistent formatting.

Bad Presentations:

  1. Confusing: A bad presentation is confusing, with too much information or an unclear message.
  2. Boring: A bad presentation is visually dull and fails to engage the audience.
  3. Disorganized: A bad presentation is disorganized, with a poorly structured flow of information.
  4. Irrelevant: A bad presentation presents information that is not relevant to the audience.
  5. Unprofessional: A bad presentation has an unprofessional look and feel, with low-quality visuals and inconsistent formatting.

By focusing on the qualities of a good presentation, you can increase your chances of delivering a compelling, engaging, and memorable presentation.

Closing

Remember, having the right tool is crucial in making a good and engaging presentation. It won’t matter though if you don’t utilize the tool well and make a presentation that loses the audience. Knowing how to properly use the tools at your disposal and effectively conveying your message is a part of giving a good presentation.

Nowadays you can find help for almost anything online and there are services out there that can make your life much easier. Presentations can do a lot for you when it comes to digitally marketing yourself and putting yourself out there, but there are also a lot of other factors that go into that. Services such as Digital Creative Asia can help you with exactly that and make your life much easier by improving things such as UI, UX, e-commerce, and web design.

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