3 alternatives to consider instead of sending a presentation via email

It’s common for people to send presentations via email, often out of habit or because a colleague, boss, or client requests it. However, this practice can undermine the value of your work.

When you design a presentation to be read rather than projected, you tend to overload it with text to ensure clarity, turning it into more of a Word document than a visual aid. This blurs the line between a document and a presentation, which should be kept distinct.

So, what should you do when you're asked to send your presentation after delivering it?

First, design your presentation with projection in mind. PowerPoint (or similar tools) is built for live delivery. The primary role of your slides is to support your speech visually—not replace it.

From there, you have three options:

1. Use the Notes Section

PowerPoint offers a "notes" feature, designed to help speakers remember key points. You can use this space to add detailed explanations or additional context. When you send the presentation, these notes will provide the necessary information without cluttering the slides themselves.

2. Create a Summary Document

Another option is to create a brief document, using Word or a similar tool, that summarizes the key points and purpose of your presentation. This can be attached to the presentation or included in the body of the email to provide your audience with the essential takeaways.

3. Build a Mixed Document (Slidedoc)

If more context is required, consider creating a "slidedoc" This method, pioneered by Nancy Duarte, combines slides and document elements, blending visuals with more detailed text. It serves as a sort of brochure, guiding readers through your presentation while ensuring clarity and flow. While it may take more time, it’s an excellent way to maintain the impact of your ideas when sharing them digitally.

Ultimately, the goal is to ensure that your presentation is clear, engaging, and effective. It’s not just about the time you invest in preparation, but about how effectively you communicate your ideas.

At the end of the day, it all comes down to how you want your message to be received. A well-crafted presentation isn’t simply about delivering information; it’s about guiding your audience through your ideas with clarity and impact. If you’ve taken the time to present, your materials should reflect that effort.

By keeping your presentation and supporting documents distinct, you ensure that your message is not only clear but also persuasive and memorable.

After all, a presentation is more than just slides—it’s an experience. Make it count.