Tricia Fama, COO

You’ve decided to use presentation software to deliver information to your internal team or external stakeholders. But wait – your slides aren’t intended to be presented live. What now? Before you dive headfirst into crafting that deck, let’s talk about how designing a slide deck for reading rather than presenting is a whole different ballgame.

Here’s the deal: The common “rules” for live presentations – keep it content-light, focus on visuals, and aim for three minutes max per slide – don’t apply here. Creating a read-only deck (aka a resource tool or information delivery document) calls for a different approach. Let’s break it down with a few tips to help with your deck.

Let’s break it down with a few tips to help with your deck.

1. Start with the End in Mind

What’s its purpose? To provide detailed instructions (like an Instruction for Use document), summarize revenue trends, be a leave-behind resource? The clearer you are about the goal, the easier it is to design effectively. And while you’re at it, ask yourself why this format is the right tool for the job. Sometimes a PDF or Word document might work better (we’ll come back to this).

2. Communicate the Use Case to Your Agency

If you’re working with a creative agency to design the deck (and you should be), one of the most important things you can do is explain the deck’s use case.

• Audience: Who will read it?
• Purpose: Why does it matter?
• Distribution: How will it be shared (email, intranet, printed copies)?

The more context you give, the better your agency can tailor the design to fit your needs.

3. Content-Heavy? That’s Okay

Live presentations thrive on brevity. But when your audience isn’t watching a presenter, you can afford to go deeper. Your deck can hold:

• Full sentences (yes, actual sentences!)
• Charts and graphs with clear labels
• Contextual explanations

But here’s the thing: content-heavy doesn’t mean overwhelming. Use clean layouts, plenty of white space, and logical structure to keep it digestible.

4. Think About File Size

A common pitfall of resource-heavy decks is file size. Those gorgeous high-res images, embedded videos, and robust data visualizations? They add up quickly. If the deck becomes too hefty to email or upload, you might need a Plan B. This could mean:

• Optimizing images for web use
• Using hyperlinks to external resources
• Exploring alternative formats like PDFs for easier sharing

5. Make Each Slide a Standalone Hero

In a live presentation, slides rely on the speaker to fill in the gaps. But when there’s no presenter, each slide has to do the heavy lifting on its own. That means:

• Clear, descriptive headings
• Supporting visuals and concise explanations
• Logical flow from one slide to the next

Think of your slides as pages in a book – each tells its own story while contributing to the whole.

6. Design for Readability

When crafting a read-only deck, readability is king. Use:

• Larger fonts: No one wants to squint at their screen.
• Simple color schemes: High contrast for easy reading.
• Bullet points: But keep them succinct.

Remember, a visually cluttered slide is the enemy of engagement.

7. Enlist a Copywriter or Editor

Too much text can weigh a deck down and dilute its message. Working with a professional copywriter or editor can help you hone in on your core messaging, ensuring each slide delivers value without overwhelming the reader. A skilled writer can strike the perfect balance between clarity and brevity while keeping the tone engaging and professional.

8. Test It on the Intended Audience

Before you finalize the deck, share it with a small group of your intended audience. Ask for feedback: Is it clear? Engaging? Easy to navigate? Their input can help you refine the final product.

Why an Agency Can Help

Creating a read-only slide deck isn’t just about dumping text onto slides. It’s about balancing design, clarity, and purpose. And that’s where a skilled agency comes in. Agencies understand how to make each slide pop, whether it’s through impactful design, clean typography, or eye-catching visuals. They also ensure your deck stays compliant with brand standards while delivering on design and flow, so you end up with a polished, professional result.

So, whether your deck is delivering quarterly revenue updates, training instructions, or detailed project timelines, working with the right agency ensures it’s not just a presentation – it’s an experience.