Presentation skills apply to more than any single event…

Turning Your Good Science into an Effective Presentation

• Poster & oral presentations • Seminars, journal clubs, job talks • Written communications – Grant applications, research reports – Thesis-related documents – Job application letters

STOWERS INSTITUTE February 2008

Jeff Radel, Ph.D.

• Attracting potential funding or students

University of Kansas Medical Center

• Speaking with regular folks . . . 1

Today’s goals -

Different presentations, common elements among settings

(the “do as I say, not as I do” part…)

• Dissertation defense • Job interview

• What makes a good presentation?

• Classroom lecture

• What makes a good poster?

• Press conference

• Formatting issues

• Scientific conference

• The finishing touches…

• Your child’s 5th grade science class 2

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At the onset: Critical Errors to avoid

More critical errors …

• The wrong talk for that audience

• Presenter not adequately prepared

• The wrong delivery for that setting

• Presenter not paying enough attention to the audience during the talk

• Loosing your audience

• Presenter not maintaining composure

– At the start – In midstream

• Pedantic, monotonic, simplistic delivery

• Poorly designed visuals

• Disregard for Murphy’s law

– Slides that no one is willing to read – Information that no one will remember later 4

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Essential Ingredients

What makes a

• Content & substance - not showmanship!

good presentation?

• A compelling question is stated • That question must then be addressed! • Conclusion & implications presented • Logical organization throughout • Clarity of presentation throughout 7

Basil Rathbone as Sherlock Holmes (publicity photo ca. 1940)

… but these help, too! • Gain & keep attention of the audience • Provide a framework for the question – At the beginning & again at the end

• Present findings in an interesting way • Supply a take-home message • Invite & obtain feedback

Making a good first impression, even before you say anything • Attitude • Personality • Costume

• Meet the audience – Very helpful in job talks – Helps limit stage fright

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How do you present yourself?

Before you leave home …

• Making eye contact

• Determine audience expectations • Estimate audience expertise • Organize overview

– – – – –

Do look at the audience Do not try to look at each audience member Do not look at only one individual Divide audience into groups, then looking at ‘groups’ Include the back rows, and the far left & right sides

– – – –

• Projecting your voice projects confidence – Use a microphone!

• Identify essential content • Remove the rest!

• Use patterns & verbal cues to signal transitions 10

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Present the ‘Big Picture’ Develop a logical flow of concepts Use transitions among concepts (not “uhms” & “ahhs”) State the implications of your findings clearly

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Avoid overused approaches to gaining audience attention!

Outlining - old school linear process

• Long-winded introductions

Start

• Obscure quotes

The Far Side Gary Larson

Subjects Test conditions Data collection Data Analysis

• Methods

• Cartoons

• Results

• Consider using an interesting photo or an unusual approach

Hypothesis Rationale Background Research Questions

• Introduction

Descriptive statistics Statistical comparisons Figures Restate hypothesis Summarize findings Interpret outcomes Implications?

• Conclusion End

• Props help, too - but only if context allows

• Future studies

Basil Rathbone & Errol Flynn in The Adventures of Robin Hood (1938)

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Outlining - the way it wasn’t taught in high school

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Identify potential avenues related to the main topic

Archetypal hero

Errol Flynn

Robin Hood evolution

outlaw

Real or myth?

Saxons

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Lampião

The historical approach

The literary approach

Ishikawa Goemon

nonEuropean

Nezumi Kozō Rummu Jüri Hong Gildong

The Scarlet Pimpernel Zorro

Ivanhoe

Robin Hood evolution

outlaw

Real or myth?

‘Forest Law’

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(court records)

(1st written reference)

yeoman vs.

Richard I (LionHeart)

Robin Hood

c.1377

Saxons Norman conquest

William ‘Robehod’ 1261

Archetypal hero

nobleman

c.1400-50

Barnsdale vs.

Sherwood

(most references)

Real: Fulk fitzWarin Eustace the Monk 16

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Lampião

An overview shows new nonEuropean relations & insights

The popular culture approach Best:

Robin Hood: Men in Tights 1993 D. Mel Brooks (PG-13)

Captain Blood, 1935 The Adventures of Robin Hood, 1938 The Sea Hawk, 1940

b. 1909, Tasmania d. 1959 Statutory rape trial, 1942

Best:

Errol Flynn

Robin Hood

66 x movies 11 x tv-movies 1 x made for video 9 x tv series

Statutory rape trial, 1942

Worst?

Worst?

Cuban Island Girls, 1942

Cuban Island Girls, 1942

Nezumi Kozō Rummu Jüri Hong Gildong

The Scarlet Pimpernel

Captain Blood, 1935 The Adventures of Robin Hood, 1938 The Sea Hawk, 1940

b. 1909, Tasmania d. 1959

IMDb search:

Ishikawa Goemon

Ivanhoe

Errol Flynn

Archetypal hero

IMDb search: 66 x movies 11 x tv-movies 1 x made for video 9 x tv series

Robin Hood evolution

outlaw

Real or myth?

William ‘Robehod’ 1261 (court records)

(1st written reference)

yeoman vs.

Richard I (LionHeart)

sexual preference?

c.1377

Saxons Norman conquest

Robin Hood: Men in Tights 1993 D. Mel Brooks (PG-13)

Zorro

nobleman

c.1400-50

Barnsdale vs.

‘Forest Law’

Sherwood

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(most references)

Real: Fulk fitzWarin Eustace the Monk 19

Adding flavor to a presentation

What makes a good poster?

• Use of analogies, examples, or stories • Develop a personal connection with the audience • Provide an unusual perspective • Incorporate humor * • Note - each approach also has risks!

… these points also apply to other presentation formats!

* Only if you already possess this trait…. 20

Why discuss posters here?

Effective Poster Presentations

• The most common format for presenting data

• How do you attract potential readers?

• Often the initial way new data are presented

• How best to present your information?

• A good way to obtain feedback quickly

• How can you help your readers to understand these fascinating data?

• More difficult to prepare than a talk!

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Standing out from the crowd

A poster is three different talks

• Start with a good abstract

Match your presentation to the viewer:

• Less than 1 minute

– Choose session, title, key words carefully!

— “So what’s the bottom line?”

• A large, clear, well organized poster will attract casual viewers (and combats poster fatigue…) • Dress appropriately

• 1 - 3 minutes — “Tell me about your poster.”

(but wear comfortable shoes)

• 5+ minutes — “We’ve been working on something similar. What have you found?” — Let this viewer lead the discussion!

• Approach potential viewers • No need to include all the details! – Bring along additional information as handouts – Distribute your e-mail address for later contact

PRACTICE !

Design the poster to help you!

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While we have an example a word about using clip art

Presenting a poster

• Simple

• Good opportunity for 1-on-1 interactions

– Loads quickly – Primary colors

• Approach, introduce, offer help - but don’t get in the way!

• Not usually copyrighted

• Offer a talk if a group of viewers is present

• Available for many topics

• A pointer can be a helpful tool 26

Clint Eastwood in The Good, the Bad and the Ugly (1966)

While we have another example a word about not using clip art • May suggest an over-simplification • May not do justice to your topic

• An topical photo generates more interest! 28

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Posters the Good , the Bad and the Ugly • Many elements of design are personal taste but … • Consider the impression you are making in a professional setting • Clarity is the single most important element • Must still be effective when you aren’t there! 29

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A good example of poor planning

Organizing your poster • A good poster starts with good organization – Design it for the reader, not you! – Make use of straight lines, large headings, common elements & colors – The poster should speak for you

• Organize your data, then sketch a basic layout • Modify your design to fit the presentation space & the rules of meeting 30

Sketch a poster layout for your chosen topic

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Errol Flynn in The Adventures of Robin Hood (1938)

Sketch a poster layout ROBIN HOOD - the Person and the Myth Questions:

• Was Robin Hood a real person? • Is the story accurate?

Circumstantial evidence

Tales & Ballads

• tunnels in church catacombs • rapid popular acceptance of stories

Background: • • • •

Prototype of hero

Pre-Norman society Feudalism Crusades Norman conquests

• hero rises to defend downtrodden • chivalry as code of ethics • spin off of other heroic figures - (list) -

Hollywood films classics

Conclusions:

Historical evidence: • Court records • Royal succession • Contemporaries - Fulk fitzWarin - Eustace the Monk

1922

1938

parodies

1964

1993

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Generic organization of a poster’s elements

Your poster might look like this ….

• Title – adhere to this meeting’s style • Background – keep it short

(is the abstract needed?)

• Hypothesis/question – LARGE & BOLD • Methods – minimal! – You may want to include a schematic diagram – The font size can be smaller – If details are essential, provide a handout

• Funding sources? • Conflict of interest statement? 34

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Clarity is essential make it easy to read!

Key elements for all poster figures • Larger is better • Include titles • Include labels or legends in the figure

• Make everything big - really

Effect of tastebud removal on weight in mice

big!

• Avoid including distracting information • Must be able to read it from 6-8 feet

• Use color sparingly

• Include too much text & it won’t be read

• Simple is better

• Use ‘sans serif’ fonts

• Don’t include it if you’re not going to use it!

(Arial, Helvetica)

• Use all available space - but not for text! • Use graphics whenever possible 36

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On the right track, but not there yet...

Pretty, but too much effort to read!

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Remember that rough sketch of a poster?

This stands a chance of being read

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Summary of poster design

Formatting issues:

• Big, clear, logical • Consider your viewer

Hints, warnings, & pesky details …

– Too many posters to read but not enough time! – Other things to do, places to be, and people to see, so why should they read your poster? – Often presented in a large, noisy, poorly-lit room – Jet lagged? Sleep deprived? Sore feet?

Note that many of these elements also apply to the writing of grants and publishing papers!

• Practice presenting it beforehand • Keep coffee & food far, far away! 42

Seminars, lectures, job talks ...

How many slides will I need?

• Primary goal: inform your audience

• Determining the number of slides and packing a suitcase are similar tasks

• Secondary goals:

• You need a clear idea of your goal

– Convince skeptics – Challenge dogma – Demonstrate teaching skills

• Ruthless editing is essential!

• Guide the audience through the logic of your arguments

• Estimate 1 concept = 5 slides

(1 concept = 1 poster)

• Each slide requires 1 - 2 minutes

• Build stepwise from a basic premise

Do the math!

• Use transitions to bridge these steps

A 50 minute talk = ~ 5 concepts ~ 35 real slides

• Everyone tries to present too much data

(title, collaborators, etc. don’t count) 44

Worst of all . . .

Be aware of the environment! • Room too dark?

• The only exit door is located at the front of the room… and everyone has pagers

• Poor contrast? • Distracting color scheme?

Solution? Visit lecture setting ahead of time, to allow for any necessary modifications!

(117 words)

• Computer screen ≠ projected image! 46

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too much text!

A focused and understandable communication of ideas is an essential aspect of any form of scholarly communication. Effective communication therefore is an important - but o$en overlooked and certainly underpracticed - skill in all scientific and academic endeavors. Although efforts are made to teach the elements of writing a journal article or developing a grant application in many graduate school curricula, much less attention is paid to teaching and practicing the skills necessary to produce consistently good presentations in other scientific forums. Your decisions about how to formulate and organize the presentation, and which visual aids to use in order to maximize visual impact, can make a striking difference in the strength and clarity of your presentation.

• Too noisy? Hot? Cold?

• Text (or figures!) too small?

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Slide headline

How large is big enough?

Slide headlines provide guideposts

• Rule of thumb - the proper size looks too big!

• Use a ‘headline’ placed at the top of each slide • It orients audience more rapidly

• Estimates? – prop your feet up in front of the computer monitor

• It maintains a logical flow

– stand over an image that’s laying on the floor – hold your slide at arm’s distance

• It limits time spent deciphering the slide • It forces YOU to remain focused!

Can you still make out the details? 48

Maintain a uniform format

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The graphics should not mislead

• Helps unify the talk • Use changes in format to signal transitions • Permits recycling of essential slides • Powerpoint’s ‘Master slide’ feature allows global changes

Pie chart perspective alters true proportions 50

Simplify, but show essentials

Make your data visible! Good data, poor format ...

Avoid: • • • • •

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gridlines vertical text redundant text odd increments for units color scheme changes

... much better!

These data are means, so where are the error estimates? 52

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Good text format eases the reader’s task

Good text format eases the reader’s task Bold Arial 36 pts • Limit how much text appears Bold Arial 28 pts • Make the text easy to read

• Limit how much text appears • Make the text easy to read – Use boldface text when possible

– Use boldface text when possible Arial 24 pts

– Sans serif fonts

– Sans serif fonts

(using cross platform fonts is wise!)

– Mix Capitals & Lowercase

(using cross platform fonts is wise!)

– Mix Capitals & Lowercase

• Change size or color for emphasis!

• Change size or color for emphasis!

• Minimum size = 18 points

• Minimum size = 18 points This is Arial at 18 points

This is Arial at 44 points 54

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A text caveat for slides and other graphics…

Data Reduction - an essential presentation skill

• Ideally, no more than 6 lines of 7 words each

• What details need to be included? • Harder - what needs to be excluded?

• But use more text if your voice is difficult to understand – – – –

• Verify all information sources!

To clarify non-standard pronunciation To provide a framework for the topic To help you navigate difficult phrases To avoid saying “uh-mm” at transitions

• Cite those sources in the presentation • Remember the 5 second rule

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Don’t neglect the potential of other formats!

Computers are useful, but offer many chances for disaster!

• Technology isn’t always needed!

• Best idea - arrive early & try it out

• A blackboard is the very best tool for interactions with an audience

• Bring your own connectors & cables • Bring a backup on CD, but not in your check-on luggage!

• Overheads may offer clear advantages

• Leave a backup behind

• Each format has its own problems…

(send yourself an e-mail)

• It’s best to run your talk from the computer’s hard drive (not from a server or the internet) • Beware the evils of Powerpoint…. 58

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Pacing & emphasis will enhance your message

Slides & Disaster prevention! • Use slides if it is an unfamiliar venue

• Progressive disclosure of complex material

• Organize your slides, mark them for orientation, and project them beforehand • Use a locking ring on the slide carousel

• Place important things earlier in lists or earlier in a sequences of slides

• Take spare slide mounts & batteries

• Pause frequently

• Don’t trust anyone with your materials!

• Repeat key ideas often

• Include a final, disposable slide 60

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How do you conclude gracefully?

What about Questions & Answers?

• Practice the ending as often as the beginning • Develop and practice a strong concluding statement (Don’t improvise!) • Answer that question you asked in the introduction • Show the ‘outline’ slide again or use a summary slide

• ALWAYS allow time for Q & A • Anticipate potential questions and practice your answers to them • Include a few more slides after the final slide • Direct each answer to the entire audience • Save esoteric or long answers for after the talk

– Keep this slide up during the question period – Consider using a montage of data plots for this slide 62

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Questions & Answers

Things that may slip past unnoticed

• Don’t rush to answer a question

• Acknowledgements – collaborators – funding sources or conflicts of interest

• Rephrase questions before answering • Tactfully divert left-field questions

• Copyright, Fair Use Guidelines, and citing sources

• You should be the one in control

• HIPAA regulations & identifiable data

– Don’t allow long-winded questions to continue – Don’t allow arguments to develop – This is the moderator’s job if there is one...

• Institution logos & images?

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Are handouts necessary? Yes!

What about the

• Forces the presenter to organize beforehand mostly – Your handout should match your talk!

Finishing Touches?

• Allows audience to take notes only as needed • Provides everyone with a reminder of the content • Use slide headlines to organize the handout – Useful when reviewing the talk later – Useful for those who missed the talk

• Include your contact information

Marty Feldman as Igor in Young Frankenstein (1974)

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Hints for efficient practice

What about your voice?

• Read through your presentation first, but then rehearse without the text

• Vary pace, tone, & pitch for emphasis or to signal transitions • Clear diction is essential

• Practice:

– Accent reduction? Use more text on slides – Enunciate your words, especially the ends of words

– Making eye contact – Posture – Gestures & facial expressions

• Speak more slowly than usual – Conversation is about 250-300 words per minute – Presentations should be about 100 words per minute – Use longer pauses between words

• Don’t procrastinate when you actually are ready to practice! • Videotaping is painful, and worthwhile!

• Repeat important points 68

Attend to the final details . . .

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One last time . . .

• Provide goals for talk at start and end • Keep it simple and clear

Plan ahead!

• Proof-read and Spell-check! – – – –

Before having the final version printed Hang your poster & view it carefully Project your slides full size Read text aloud & in reverse order

allow time to: • practice your presentation alone

• Remember that perfection is elusive – your time may be better spent on other projects... 70

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• make mistakes and revise • practice with others • receive and act upon their feedback • practice some more • think carefully about the Big Picture • practice again!

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On Making Effective Scientific Presentations ... Thanks! . . . and good luck!

Do not EVER apologize for any aspect of the presentation! 73

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