If you’ve ever watched a large sales team try to find the “right” deck before a big pitch, you know how messy things can get. Everyone’s got their own version, nobody’s sure what’s up to date, and what should be simple ends up wasting hours. If you’re using Prezi for presentations, it’s a solid tool—visual, flexible, and more dynamic than PowerPoint. But unless you get serious about organizing your content libraries, things spiral fast.
This guide is for sales managers, enablement pros, and anyone stuck playing “presentation librarian” for a growing team. We’ll break down exactly how to set up, organize, and maintain Prezi content libraries so your salespeople can find, personalize, and present the right stuff—without calling you for help every time.
Step 1: Get Real About What Your Team Actually Needs
Before you start building folders and tagging things, talk to your sales team. Not in a “send a survey” way—actually ask what they need, how they search, and what frustrates them about the current setup.
Questions worth asking: - What presentations do you use most? - How do you look for content: by product, industry, persona, or something else? - What do you wish you had, but can’t find easily? - What gets reused vs. what should be custom?
Pro tip: Don’t build a library for “how content should be used.” Build it for how people actually work, even if it’s a little messy.
Step 2: Map Out a Simple, Logical Structure
Here’s the truth: the more complicated your folder/tag structure, the faster it falls apart. You want something that survives new hires, reorgs, and last-minute chaos.
Typical structures that work: - By Sales Stage: Top-of-funnel, product demos, pricing, case studies - By Product/Service Line: Each has its own folder and subfolders - By Industry/Vertical: If your team sells across multiple markets - By Persona/Buyer Type: If messaging changes a lot by audience
If you’re supporting a big team, a combo (e.g., Product > Industry) can work, but don’t go more than 3 levels deep. If a folder tree looks like a genealogy chart, you’ve gone too far.
What doesn’t work: - Folders named after people (“Tom’s Demo Decks”) - Dumping everything in “General” or “Misc” - Overlapping categories (don’t make people guess if something’s in “Case Studies” or “Customer Success”)
Step 3: Set Up Your Prezi Content Library
Prezi doesn’t have “libraries” in the same way as classic file storage, but with a little setup, you can make it work for a big sales team.
Use Folders (But Not Too Many)
- Create top-level folders based on your structure (see Step 2).
- Inside each, add clear, descriptive subfolders if you must.
- Don’t let people create random folders—lock this down if possible.
Naming Conventions Are Your Friend
Prezi search is decent, but naming matters. Make every title start with what matters most:
- Example: ProductName_Industry_UseCase_Version
- Bad: Final_presentation2 or March2024_John_edit
Tagging: Worth It, But Don’t Overdo It
Tags help cut across folder structures. Use a short, agreed list: - Product names - Sales stages - Vertical/industry - Content type (demo, case study, pricing, etc.)
Set rules: No one-off personal tags (“Tom’s Faves”). Keep it consistent.
Control Permissions
With large teams, you don’t want everyone editing the originals. - Limit edit rights to owners/curators. - Give most people “view” or “make a copy” access. - If you use Prezi Teams, set up groups (e.g., by region or specialty) for easier permissions.
Step 4: Build a Process for Updating and Retiring Content
Nothing ruins trust like someone presenting an ancient deck with outdated pricing. Here’s how to keep things fresh:
Assign Content Owners
- Every folder or major deck should have an owner (not “the team,” but a named person).
- Owners do regular audits—quarterly is usually enough.
Make Updates Obvious
- Date-stamp key decks in the title or description (
Q2 2024, etc.). - Use a “Last Updated” tag or note in the description.
Archive Old Stuff—Don’t Delete
- Move outdated decks to an “Archive” folder.
- That way, if someone really needs the old version for reference, they can find it (but not by accident).
Communicate Changes
- Send a quick update (Slack, email, whatever your team actually reads) when something big changes.
- A monthly “what’s new/what’s retired” note can work wonders.
Step 5: Make It Dead Simple to Find and Use Content
If salespeople can’t find what they need fast, they’ll just make new versions. Here’s how to keep things smooth:
Train the Team (Briefly)
- Run a 15-minute walk-through of the library structure and search tricks.
- Record it for new hires.
Cheatsheets Help
- Create a 1-page PDF or doc listing:
- Folder structure
- Naming/tagging rules
- Who to contact for help
Use Prezi’s Search Features
- Make sure titles, tags, and descriptions actually match what people search for.
- Test search terms yourself—see what comes up, tweak as needed.
Templates > Starting from Scratch
- Have a set of approved template decks for common scenarios (e.g., intro pitch, product demo).
- Lock formatting/branding where you can, but leave room for personalization.
Step 6: Keep an Eye on Usage (But Don’t Micromanage)
Prezi gives some analytics on who’s viewing or copying content, but don’t get obsessed with tracking every click. Instead, look for red flags:
- Are certain decks never touched? Maybe they’re not useful—or people can’t find them.
- Are there dozens of near-duplicate decks? Time to simplify.
- Is everyone making their own versions? Maybe the templates aren’t flexible enough.
Check in with the team every few months. Ask what’s missing, what’s confusing, and what should be killed off. Nothing fancy—just a quick call or Slack thread.
Step 7: Avoid Common Traps
Even with the best intentions, big teams make the same mistakes over and over.
Don’t: - Treat Prezi like a dumping ground for every file you’ve ever made. - Over-engineer the structure—your sales team does not need a taxonomy worthy of a library science degree. - Let content go stale with nobody responsible. - Assume people will magically follow your rules. They won’t—unless you make it easier than doing it their own way.
Do: - Keep things obvious (and a bit boring—boring works). - Make a habit of regular clean-ups. - Keep an open line with your team. If they’re frustrated, you’ll hear about it—if you ask.
Final Thoughts: Start Simple, Iterate Quickly
You don’t need perfect structure on day one. Pick a simple, clear system, get your team using it, and be ready to tweak as you go. The goal isn’t to win an award for organization—it’s to make sure your salespeople spend less time hunting for decks and more time closing deals.
Keep it practical, stay flexible, and don’t be afraid to prune what isn’t working. The simpler your Prezi library, the happier your team. And the fewer frantic “where’s that deck?” messages you’ll get before a big call.