If you’ve ever tried to build a pitch deck or proposal with teammates, you know how fast things can go sideways: duplicate files, missed updates, or that one slide someone swears they “fixed” (but didn’t). If your team uses Livepreso to create and share presentations, you’ve got a head start—Livepreso workspaces are built for collaboration. But that doesn’t mean everything will magically run smooth. Here’s how to get the most out of Livepreso workspaces, keep your sanity, and actually get work done together.
1. Get Your Workspace Set Up Right From the Start
A messy workspace is a pain for everyone. Before you invite your team in, take ten minutes to set up some basic structure. It’ll save you headaches down the line.
Start with:
- Clear folder structure: Don’t dump everything into “General” or “Misc.” Create folders for project types, clients, or teams—whatever makes sense for how you work.
- Naming conventions: Decide how you’ll name presentations and assets. “Q2_Sales_Deck_v3” is a lot better than “New deck (2) FINAL.”
- Permissions: Not everyone needs access to everything. Be stingy with editing rights, especially for templates and key assets.
Pro tip: If you’re not sure how to structure things, think about what you’d want to see if you joined the team tomorrow. If it’s confusing, fix it before it grows.
2. Get Everyone on the Same Page (Literally)
Livepreso workspaces are only as useful as your team’s habits. The biggest risk: people drifting off to work in silos, then trying to merge everything at the last minute. Avoid this by setting clear ground rules.
What works:
- Centralize assets: Put all approved images, logos, and slides in one shared folder. No more “Where’s the latest logo?” emails.
- One source of truth: Make it clear which file is the master. For big projects, pin it or add “MASTER” to the name.
- Version control: If you need to make big changes, duplicate the file first. That way, you’ve always got a backup.
What doesn’t:
Letting everyone “just do their own thing” until the night before the deadline. That’s how you get five half-finished decks and a lot of finger pointing.
3. Use Comments and Notifications—But Don’t Overdo It
Livepreso lets you leave comments and tag teammates. This is great for feedback, but easy to abuse.
Best practices:
- Be specific: Don’t just drop a “?” or “fix this.” Point out exactly what needs to change and (if possible) why.
- Tag only when necessary: If you @mention everyone for every tiny update, people will start ignoring notifications.
- Batch your feedback: Instead of leaving ten separate comments, collect your notes and send them in one go. It’s less annoying and easier to track.
What to ignore:
The urge to use comments for long debates. If something needs back-and-forth, switch to a quick call or chat. Don’t turn the comment thread into a novel.
4. Templates: Don’t Reinvent the Wheel
One of Livepreso’s strengths is reusable templates. Use them. Don’t let every team member redesign slides from scratch.
How to do it right:
- Build a few solid templates: Focus on what you use most—a company intro, case study, pricing overview, etc. Make sure they’re up to date.
- Lock down branding: Use Livepreso’s template controls to keep fonts, colors, and logos consistent. This isn’t being picky; it’s stopping embarrassing mistakes.
- Document the basics: Add a short guide or notes on how to use the templates. Even a Google Doc is better than nothing.
What doesn’t help:
A dozen “versions” of the same template floating around. If you make updates, replace the old ones and tell people where to find the new version.
5. Assign Roles and Responsibilities
Not everyone needs to do everything. Decide upfront who’s responsible for what. This avoids overlap and dropped balls.
Suggestions:
- Owner: One person should be the point of contact for each workspace or project file. They keep things moving.
- Contributors: These are folks adding content or slides. Make sure they know the deadlines.
- Reviewers: Assign someone to check for mistakes, branding, and typos before anything goes out.
Pro tip: Rotate roles from time to time. It keeps people engaged and prevents burnout.
6. Keep Track of Versions Without Getting Lost
Livepreso tracks changes, but it’s still possible to get confused about which version is “the one.” Here’s how to keep it straight:
- Use clear version numbers: Add “v1,” “v2,” etc., to file names for big changes.
- Archive old files: Don’t just delete—move outdated decks to an “Archive” folder. You never know when you’ll need to roll back.
- Communicate changes: If you make a significant update, let the team know. A quick message beats someone working on the wrong file for hours.
What to avoid:
Letting files pile up with names like “FINAL,” “REALLY FINAL,” and “USE THIS ONE.” That’s how things get missed.
7. Schedule Regular Reviews—But Keep Them Short
Don’t wait until the last minute to review work. Schedule quick check-ins to keep everyone aligned and catch issues early.
- Weekly stand-ups: 15 minutes to review what’s new, what’s stuck, and what needs feedback.
- Async check-ins: If your team’s remote, use comments or a shared doc to collect updates.
- Deadline reminders: Use Livepreso’s notifications sparingly to nudge folks when reviews are due.
What’s not worth it:
Long, drawn-out meetings to review every single slide. Focus on what’s changed or what’s blocking progress.
8. Share Wisely—Don’t Overshare
When you’re ready to share a presentation, think about who really needs access.
- Internal vs. external: Use Livepreso’s sharing settings to control who can view, edit, or download. Don’t give edit rights to clients unless you want surprises.
- Expiration and tracking: For sensitive info, set link expirations or require login. Track views if you need to know who’s seen what.
- Double-check before sending: It’s easy to hit “Share” too soon. Make sure the right version is ready to go.
What to skip:
Sharing links in random Slack channels or email chains. That’s a recipe for confusion and lost control.
9. Don’t Rely on Livepreso for Everything
Livepreso is great for creating, sharing, and tracking presentations. But it’s not a project management tool, a chat app, or a wiki. Don’t try to force it to be.
- Use other tools for task tracking: Assign to-dos in something like Trello, Asana, or even email.
- Keep sensitive notes elsewhere: Don’t use slide comments as your knowledge base.
- Integrate where it makes sense: If Livepreso connects to your CRM or file storage, use it. But don’t add integrations just because they exist.
What to ignore:
The temptation to centralize every single workflow inside Livepreso. That’s how things get messy.
10. Keep It Simple—And Iterate
You don’t need a ten-page handbook or a dozen rules to work well together in Livepreso. Start with a few basic habits, see what works, and adjust as you go.
- Review your process every month or so: What’s slowing you down? What’s causing confusion? Fix it.
- Ask for feedback: The best ideas usually come from the people doing the work.
- Be willing to change: If a rule or template isn’t working, tweak it or scrap it.
Wrapping Up
Collaboration in Livepreso workspaces isn’t rocket science, but it does require a little discipline. Set up your workspace thoughtfully, communicate clearly, and don’t overcomplicate things. Most problems come from unclear ownership or too many cooks in the kitchen. Start small, keep everyone in the loop, and refine your process as you go. You’ll save time, avoid headaches, and actually enjoy working together.