Despite the availability of advanced tools—like Microsoft Teams, Copilot, Power Automate, and SharePoint, there’s a gap in the workforce fully understand their capabilities or how they can benefit them. Executive assistants [EAs] often find themselves as advocates for change, proposing innovative workflows and demonstrating modern tools to colleagues who remain skeptical or unaware of their potential.
McKinsey’s 2024 insights highlights that many organizations are slow to adopt modern tools like AI, with significant portions of the workforce still reliant on outdated methods that limit operational efficiency.
EAs can showcase their ability to leverage these tools in their daily actions. A key area, relevant across all industries, is creating impactful presentations and shaping compelling narratives. Take a look below, where we explore how to utilize ChatGPT, Dall-E, Canva, and Udio to craft dynamic presentations that incorporate video and music. Using a hypothetical travel call-to-action, we will outline the steps to effectively maximize each tool.
1. Planning the travel pitch presentation
Identify the Purpose: You need to explain the change for a new executive travel processes.
Why: Address the reasoning behind the new changes [efficiency, cost-saving, improved comfort].
What: Detail what exactly is changing [tools, processes, platforms, etc.].
How: Explain how the changes will be implemented and how executive assistants can support this transition.
2. Using ChatGPT for structuring the storyline
Start with an outline
Introduction: Why this change is important [context and goals].
What is changing: Focus on the tools, processes, and practices.
How executive assistants should embrace it: Highlight their role as change champions.
Conclusion: Recap the benefits and encourage the team.
Refine Content with ChatGPT:
Use ChatGPT to draft the wording for each slide then refine the suggested text to align with your pitch. You can ask for tone adjustments [e.g., persuasive, informative, professional, etc.].
Prompt: I need to draft a 5-slide presentation explaining a new executive travel process.
The audience is executive assistants. Help me structure the slides in a way that focuses on the ‘why,’ ‘what,’ and ‘how’ of the change, emphasizing their role as champions of change.
3. Storyboarding the Presentation
Use ChatGPT to create storyboards that will provide a visual narrative of the new process.
- Step 1: Outline your storyboard elements:
- Slide 1: Executives traveling between major global cities.
- Slide 2: Executives relaxing in-flight, showing the improved travel experience.
- Slide 3: New digital tools [e.g., booking apps, dashboards].
- Slide 4: Executive assistants coordinating these changes, with action items in Teams or travel platforms.
- Slide 5: Collaboration and successful adaptation to the new process.
- Step 2: Use Dall-e for Generating Storyboard Images:
- Request diverse and professional imagery for the storyboard. You can generate 16:9 aspect ratio images using the following prompts:
- “Executives traveling across multiple big cities, modern airplanes in the background, smart cityscapes.”
- “Executives relaxing comfortably on an in-flight service in business class, modern airplane interior.”
- “Pencil illustrations of executives using smartphones and laptops with booking apps, in an office setting.”
- “Executive assistants dressed in professional suits using Microsoft Teams, setting reminders, managing schedules.”
- “Executives and assistants collaborating successfully in a diverse, global office setting.”
- Request diverse and professional imagery for the storyboard. You can generate 16:9 aspect ratio images using the following prompts:
- Generate images from Dall-e and make sure the images match your content flow. Adjust image prompts in ChatGPT if needed for a specific style [e.g. pencil illustrations].
4. Creating the Presentation in Canva
- Step 1: Upload images and text content to Canva.
- Use 16:9 templates for widescreen display.
- Integrate the images generated from Dall-e into the slides.
- Add text boxes with your ChatGPT-created copy, ensuring to follow the story structure [why, what, how].
- Step 2: Arrange slide layout:
- Ensure each slide clearly reflects its respective storyboard.
- Maintain a consistent design style with the mood board throughout.
- Step 3: Add subtle imagery and color to the template and don’t forget to adjust timing for a more dynamic flow.
5. Add Music Using Udio
- Use Udio to search for royalty-free background music or ask ChatGPT to help you create a short jingle. Choose something that feels energetic yet professional, like light ambient or modern corporate music.
- Step 1: Select appropriate track that aligns with your message.
- Step 2: Upload the track to your Canva video presentation for background music.
7. Finalize the Video
- In Canva, convert the presentation into a video [i.e. MP4] by exporting the project with animations and background music.
- Download, preview and adjust if necessary.
Summary of Tools
- ChatGPT: Draft content, create storyboards, and refine prompts.
- Dall-e: Generate storyboard images in 16:9 aspect ratio.
- Canva: Design slides, create the mood board, apply fonts and colors, and turn the presentation into a video. Be sure to use any required branding color schemes and logos to remain in compliance with your company’s corporate guidelines.
- Udio: Add royalty-free music to enhance the presentation video.
By following these steps, you’ll create a structured, visually engaging, and professional presentation that stands out. You’ll also demonstrate to the workforce how to optimize the latest tools and capabilities, making technology work for you. Check out the example below.
