Perhaps the most popular of all presentation software is Microsoft's PowerPoint. The software has been in use, and continues to be used, by teachers, students, employees, and just about anybody looking to make a presentation using a simple, easy to use interface. Since its creation in the 1980's, PowerPoint has become synonymous with presentations. However, as is the case with just about any software, PowerPoint has its pros and cons. More specifically, since an equipment upgrade is anticipated in the company, it is necessary that all the employees be fully informed about all the details regarding the upgrade.
PowerPoint comes across as a really useful tool in this situation, and this is owed to the several features that it has. Starting off, it is necessary that all the employees be firstly informed about the kind of equipment that will be used to replace the current equipment. PowerPoint is an excellent option for handing out this information, as the equipment can both be described and shown using images that the software allows for. I believe that a presentation must include some sort of visuals, and PowerPoint allows this. Visuals catch the audience's attention much better than just information does, and this is a big advantage to have. Secondly, PowerPoint allows for the use of advanced graphics applications that can be used to make charts and figures showcasing data such as the cost of the new equipment, the boost in productivity that it will allow for, all in numerical form. Moreover, since the new equipment requires current employees to be trained further, PowerPoint helps portray this information. The use of images to show how the new equipment works can be made into a step by step process, where employees are guided by the presenter through each step using the image. For instance, Step 1 can include an image of the equipment and contain basic information such as what the equipment does in the first place. Then, as the employees get a hold of what is being presented to them, the presenter can move forward and continue with the steps. The visual tools that PowerPoint includes can also come in really handy when the employees are told how the new equipment will enhance their productivity, and in turn, give their incomes a boost. Figures can be used to show the average salary of the employees when they were at the helm of the old equipment, and then those figures can be compared to the data for the new equipment. Doing so will result in the employees being handed out a simple, yet very powerful message that showcases how they will benefit from the use of the new equipment. Lastly, the presenter can incorporate some more figures showcasing how the use of the new equipment will affect the company's finances in a positive manner. Again, figures can be used to compare the old data with forecasts, highlighting in detail just how important the use of the new equipment will be for both the company, and its employees. All this while, the presenter can navigate through the slides using merely a remote and explain everything as well as possible. (Presentation Best Practices, 2011)
On the downside though, PowerPoint is quite a basic software. As such, the complexities of an issue cannot be highlighted clearly. Moreover, the speaker or the person presenting the information focuses mainly on the slides rather than explaining the issue to the audience. Lastly, since the issue at hand has a lot of technical details that need to be conveyed to the audience, PowerPoint is perhaps lacking in this regard.
The second software that can be used to present the anticipated equipment upgrade to the employees is Prezi. Where PowerPoint can be classified as a basic presentation software with some advanced tools, Prezi is a much more advanced and detailed presentation software. The major difference between Prezi and PowerPoint is that the former is a cloud based presentation software, meaning that all the data is stored on a virtual cloud and can be accessed from virtually anywhere. Prezi was launched in 2009, so compared to PowerPoint, it is a relatively new software. However, Prezi has been slowly making inroads in the popularity stakes, with students and businessmen now regularly using the software for their presentations. Using Prezi as a software for presenting the anticipated upgrade certainly has its advantages. Perhaps the greatest of these is the fact that since the data is stored on the internet, it can be accessed from anywhere. Therefore, for employees that not might make it to presentations, the data can still be viewed later. Moreover, Prezi allows for much more creative presentations than PowerPoint does. There is no linear format that has to be followed; instead, the presenter has a blank canvas and can present on the go. This is again, a big plus to have as the presenter can explain all the points without having to follow a certain format. Moreover, the creative side allows for the presentation of advanced, technical data, which is necessary in explaining to the employees all the complexities involved with the equipment upgrade. Lastly, although this is more of a psychological phenomena, the use of Prezi might give a message to the employees that the company is really up to date, and is genuinely looking to become modern.
On the downside though, using Prezi is not simple. Moreover, since Prezi does not follow a linear format, the audience might find it hard to keep up with all the data being presented.
All in all, I believe that despite its shortcomings, Prezi is a really capable software and the one that should be used to present the anticipated equipment upgrade to the employees. Most importantly, Prezi is a genuine leap forward and more relevant in the modern day business landscape.
References
Presentation Best Practices: Prezi vs. PowerPoint. (n.d.). Presentation Transformations Presentation Best Practices Prezi vs PowerPoint Comments. Retrieved February 3, 2014, from http://presentationtransformations.com/2011/04/07/presentation-best-practices-prezi-vs-powerpoint/
