Juggling a bunch of client presentations is the surest way to lose track of your own sanity—especially when feedback, files, and deadlines start piling up. If you’re using Pitch for your presentation work, you’ve got some solid tools on your side, but it’s easy to let things get messy. This guide is for anyone who’s ever found themselves hunting for the right deck at the last minute, or who wants a workflow that doesn’t require a detective hat.
Let’s cut the fluff and get right to it: here’s how to actually keep your Pitch workspace organized when you’re dealing with multiple clients.
1. Get Your Workspace Structure Right From the Start
You’ll thank yourself later if you spend 10 minutes thinking about structure before uploading your first slide deck. Pitch uses “workspaces,” “folders,” and “presentations”—think of them like your office, your filing cabinet, and your individual files.
Here’s a setup that actually works:
- Workspace: This is your overall Pitch environment. Most teams will only need one.
- Folders: Create a folder for each client. If you have several projects per client, make subfolders inside the client folder for each project or campaign.
- Presentations: Each deck or document lives here. Give each one a name that makes sense at a glance—nobody wants to open “Final_v3_REALFINAL.pptx” ever again.
Pro tip: If you work with a lot of one-off or smaller clients, consider a “Misc Clients” folder with subfolders, so your sidebar doesn’t look like a receipt roll.
2. Name Things Like You Mean It
Naming is where most systems fall apart. If you can’t tell what something is from the name, it’s as good as lost.
Skip these traps: - “Client X Q2 Deck” - “Pitch Presentation 2024” - “SmithCo Slides”
Try this instead: - “Acme_Co_Onboarding_2024-05” - “SmithCo_Q2_SalesStrategy_Draft” - “BetaCorp_InvestmentPitch_FINAL”
Keys to sanity: - Use underscores or dashes to keep names tidy. - Include client name, project/purpose, and date or version. - Avoid “final” in file names—just keep old versions in Pitch’s history (it’s automatic).
Pro tip: If your team is more than just you, agree on naming conventions now. Otherwise, you’ll be herding cats later.
3. Use Teams and Permissions—But Don’t Overthink It
Pitch lets you invite collaborators and set permissions. Here’s what actually matters:
- Internal team: Everyone who works on presentations should be in your main workspace.
- Clients: Only invite clients to specific presentations. Don’t add them to the whole workspace unless you trust them with everything.
- Permissions: Stick to “can edit” for your team, “can view” for clients unless you want them to tinker with slides.
What to avoid: Setting up elaborate permission schemes you’ll forget next week. Keep it simple.
If you’re sharing links: Double-check if the link is view-only or allows editing. This is the #1 way clients accidentally mess up your hard work.
4. Take Advantage of Presentation Templates
Templates in Pitch aren’t just for making things pretty. They’re for saving time and keeping things consistent.
How to actually use templates:
- Make a template for common client needs: proposals, reports, project updates.
- Store them in a “Templates” folder at the top level, not buried in a client folder.
- When starting a new presentation, duplicate the template and move it into the right client folder.
What doesn’t work: Making a new deck from scratch every time. You’ll waste hours and end up with a Frankenstein of slide styles.
Pro tip: Update your templates every quarter. Otherwise, you’ll end up with outdated info or branding—clients notice.
5. Use Tags and Search To Find Stuff Fast
Pitch supports presentation-level tags. This feature is easy to ignore, but it’s a lifesaver when you’ve got dozens of decks.
Tag ideas: - Project type: “pitch,” “quarterly report,” “strategy” - Status: “draft,” “in review,” “final” - Year or quarter: “2024,” “Q1”
How to use tags without losing your mind: - Don’t go overboard—three to five tags per deck tops. - Be consistent: don’t mix “Q1” and “Quarter1.” - Use search with tags to find presentations fast, especially when deadlines hit.
What to skip: Tagging every slide. It’s not worth the effort.
6. Version Control: Trust Pitch’s Built-in Tools
Pitch automatically saves every change and keeps a version history. This means you don’t have to create endless copies with “v2,” “v3,” etc.
What works: - If you mess something up, just roll back to an earlier version. - Use comments to mark when a deck is “ready for review” or “finalized”—that way, everyone knows where things stand.
What doesn’t: Downloading and re-uploading files to keep versions. You’ll lose track and end up with duplicates.
Caveat: If a client insists on offline copies, export the presentation as a PDF for sharing, but keep editing in Pitch.
7. Streamline Client Feedback
The comment and collaboration features in Pitch are miles ahead of email ping-pong, but only if you use them right.
How to keep feedback sane: - Ask clients to leave comments directly on slides. No more “see attached PDF, page 12.” - Assign comments to team members so nothing gets missed. - Set clear deadlines for feedback in the presentation itself (e.g., “Please review by Friday”).
What to ignore: Trying to use Pitch as a full-on project management tool. It’s for presentations, not for tracking budgets or tasks.
8. Archive Old Presentations—Don’t Delete
Out of sight, out of mind is great until an old client wants something from last year. Instead of deleting decks, move them to an “Archive” folder.
How to do it: - Create an “Archive” folder at the bottom of your workspace. - Move completed or inactive client folders here. - Use date-based subfolders if you’ve got a lot.
Why bother? You’ll save yourself from frantic searches when the inevitable “can you resend that deck?” email hits.
9. Integrate Pitch With Your Other Tools (But Only If It Helps)
Pitch connects with tools like Slack, Notion, and Google Drive. These integrations can be helpful, but don’t force them.
What works: - Slack: Get notifications when someone comments or updates a deck. - Google Drive: Save exported PDFs for backup or sharing. - Notion: Embed live Pitch decks in project docs.
What to ignore: Integrating for the sake of it. If your team doesn’t live in Slack or Notion, you don’t need more notifications.
10. Regularly Review and Clean Up
Set a 10-minute reminder every month to tidy up your folders, archive old decks, and make sure naming conventions are holding up. It’s boring, but it beats a giant cleanup later.
Checklist: - Are any folders cluttered with unused drafts? - Is the “Archive” up to date? - Do all current projects have clear names and tags? - Are there any clients who shouldn’t have access anymore?
Pro tip: If you can’t find something in 30 seconds, your system needs work. Don’t be afraid to tweak it.
Keep It Simple, Iterate Often
Managing a bunch of client presentations doesn’t have to become its own full-time job. The secret isn’t some magic app or complicated workflow—it’s a simple structure, honest naming, and the discipline to stick with it. Don’t stress about getting it perfect from day one. Start with a system that makes sense, and don’t be afraid to change it as you go.
Most of all, remember: the best organization system is the one you’ll actually use.