EAS 450 – Scientific Communications

TIPS FOR ORAL PRESENTATIONS

David Crossley, Saint Louis University

Most of the information here is applicable to both the use of Overhead Projectors and Laptop Computers (i.e. PowerPoint Presentations). Special considerations for the latter are added at the end.

1a. Know your Equipment - Overhead Projector

• Make sure the projector is focused and the image size is appropriate for all your overheads.

• Learn the correct way to orient your transparencies – if you can read it on the projector, then the audience can read it on the screen.

• Leave the projector lamp on, even if you have a pause (unless you need the room even darker for slides); it extends the life of the bulb.

• Decide where you are to stand; generally beside the projector is best; but don’t be afraid to move around and point to the screen, it gives life to the presentation.

• Make sure you have a pointer stick or light pencil handy; alternatively you can point directly on the transparency with an ordinary pen or pencil. Don't be afraid to ask the moderator for a pointer if none seems available.

1b. Know your Equipment - PowerPoint Projector

• Where you stand can be more flexible than with an overhead projector. Normally you will move around a lot and point to the screen.
  
• It is not a good idea to have a laptop open facing the screen. Even though you are looking at the laptop and the audience, it is all to easy just to give your talk to the open laptop! 

2. Know your audience

• What fraction of the audience are experts? (probably less than you think!)

• Do not be afraid to remind experts of some of the basics at the beginning of your talk – the non-experts will thank you for this.

• Establish emotional contact with the audience, e.g. a short story, a pun, a short joke, a friendly remark, a thank-you-for-being-invited, who am I?

• The audience wants you to succeed; they have invested time in being there, so they will give you the benefit of the doubt if anything ‘goes wrong’. This should reassure you.

• What do want the audience to remember at the end; make sure your message is clear.

• Change your talk to suit your audience. If it is one of a series, say in a scientific session, connect with what has been said before.

• As the size of your audience increases, your presentation has to be bolder, more forceful, more of a ‘show’. Make sure you adjust your presentation accordingly.

• The audience will be tolerant of diversions and discussion they cannot follow as long as something is said which connects them to the topic, so be aware of their interests.

3. Prepare your Transparencies or Slides

• Allow 1 minute to present each transparency or slide that contains 50% or more text; photographs and simple figures can be displayed for shorter time.

• Make sure the smallest font size is 16 point, it is not necessary to go larger than 20 point for clarity

• Organize your transparencies besides the projector so they can be easily selected and returned to a pile.

• Do not show original pages of text, figures, tables or captions at their original size – they need enlarging.

• Generally, do not show original figure captions with figures; they are usually too small.

• Transparencies should not be overloaded with information, keep them clear and uncluttered.

• Text should generally not appear in sentence form – make bulleted lists that contain the main points.

• Liberally use headings and other clues to tell the audience what is the topic of this transparency.

• Avoid lots of mathematics; show only the essential details.

• Choose 5-9 main sections or headings for subtopics.

• Prepare notes for each transparency, but do not use them in the talk.

• Organize your transparencies so you can modify your talk as you go.

4. Techniques for the Talk

• Speak to the transparency; do not talk about something else – the audience will not know whether they are supposed to read or listen.

• For the first 1-5 minutes the audience will be quite attentive, then some of them will ‘turn off’ or daydream – expect this.

• It used to be common advice to preview what the talk contains, i.e. what topics you will cover. Unless you are giving a long and complex presentation, this advice can now be safely changed. Experience has shown that you should NOT spend valuable time telling the audience what is coming; maybe show a quick outline, but then plunge straight into the issues.

• Audiences can read your overhead or slide much faster than you can read it to them, so don’t!

• Avoid covering up part of the transparency as a ‘secrecy’ device; it signals the audience that you want to control what they read and this can be annoying. It is better to let them read ahead while you calmly explain each step.

• Look directly at members of the audience from time to time and smile; making eye contact shows that you are not afraid to communicate openly. It also keeps them in ‘contact’ with you.

• Project your voice to the back of the room, or to the last row of the audience.

• Unless you have good reason, do not leave a blank screen while you divert your presentation with incidental information, anecdotes etc. The audience feels more comfortable reading something - anything!, while you ramble on.

• Be honest and open about what is not known or understood and be modest about your own accomplishments; bragging is always annoying. Avoid any attempt at convincing the audience that you are the only expert in the room, or that your own  papers are the only past work that is important!

• Stop when you are finished; make it quite clear when you have reached the end of your show.

5. Coping with Nerves

• Almost everyone when speaking before an audience is nervous, but experienced people do not let it show.

• Nerves (stress) creates useful energy for the talk, nervous speakers can become good presenters.

• Being observed often makes people nervous, anxiety comes from the fear of making mistakes, so you must reduce the stress on yourself by being well prepared.

• A big factor is lack of experience, students generally do not have a chance to practice enough.

Symptoms of Nervousness

• Nerves can affect the voice, facial muscles, timing perception, headaches, stomach cramps etc.

• Cause mental blocks, ambiguity, and confusion - if this happens STOP, start another subject and come back to the one that caused the block. Causes hesitation: filled pauses: 'uhms', 'ahs', 'er' …unfilled pauses: silence!

• Hesitation is not necessarily always detrimental - it can be used effectively - and silence is not always interpreted negatively by the audience. 
  
• Can accelerate speech (talking too fast), talk at a higher pitch.

Audience Reaction

• Nervousness is quickly transmitted to the audience.

• Audiences are more comfortable if you express confidence in what you say and acknowledge those things that you are unsure about

• If you appear uncertain, the audience will pick this up and become suspicious of what you are saying.

Reducing Nervousness

• The audience generally cannot see if you are nervous, so reduce the obvious signs, e.g. do not pace up and down or gesticulate wildly.

• Consciously make yourself relax, be calm. As an extreme measure you might try and imagine the audience is not there!

• Remember that the audience wants you to succeed.

• You are much more aware of potential mistakes than the audience, if something starts to go wrong, treat it smoothly, do not overreact.

• What is the worst that can happen? In reality, even obvious mistakes are not usually that important.

• If you are very nervous, you need to practice systematically to reduce the effects through gaining more experience.

6. Timing is Everything

Keep to your allotted time - it is extremely important for the following reasons:

• The speaker is energized, adrenaline is up, but unaware of the time - the audience is relaxed, adrenaline down, acutely aware of the time.

• Speaker is totally absorbed in the presentation, many of the audience are not, so being aware of time is difficult.

• You have a 'contract' to speak for a certain length of time - if you cut short your talk the audience will feel cheated, but if you extend the talk the audience will feel frustrated.

• Should time be allowed to stretch to fit the subject (because it is complicated)? - NO! - the subject must fit into the allotted time.

• A normal person's attention span is 5-10 minutes before he/she starts taking mental 'breaks'.

• A speaker past their allotted time will cause the audience to turn off - nothing can be done to rescue this situation.

• What to do if time runs out? - cut to the end, summarize, STOP!

• Write down your finishing time in your notes before you begin.

7. Coping with Questions

Worst Mistakes

• Failing to repeat a question so the rest of the audience can hear it.

• Answering the wrong question -- and failing to see the point of the question that was asked.

• Using the question as a device to continue the talk, when everyone wants to go home.

• Failing to answer questions in fair order (allowing interjections to rule).

What is the Purpose of the Question?

• Genuine desire for more information.

• Request for your personal opinion.

• Subtle (or direct) attempt to discredit you/your work.

• Attempt to gain an audience for the questioner.

Should you Accept Questions During the Talk?

• Yes -- keeps audience involved.

• No -- distracts speakers, especially if time is limited.

• If you allow questions, either keep answers very short or make a note to return to them at the end -- do not ignore them!

Attitudes to Questions

• Be positive and encouraging -- even in the face of difficulty -- maintain good humor and do not show irritation.

• Be VERY CAREFUL to listen to the WHOLE QUESTION -- rushing to answer after a few words can lead to a wrong answer.

• Repeat the question for the benefit of the whole audience to make sure you and the audience have understood it - especially if the questioner is in the first few rows of the audience.

• Question time is an important part of your talk -- you cannot yet relax!

• If possible, make eye contact with the questioner to see whether the response is coming across.

• Don't worry about stirring up controversy -- this is usually a good sign.

• Be honest about what you don't know, especially if the question is leading you to speculate.

Interaction with the Moderator

• The moderator, or chairperson, is there not only to make sure your talk is successful, but also to ensure that you keep to the allocated time
  
• Normally the moderator should introduce you, and (perhaps) the title of your talk. Just in case, your first slide should show the title and your affiliation. This is also an opportunity to acknowledge others who have helped you in the work.
  
• The moderator should call for questions and keep both the questioner and yourself from going on too long. Just in case the moderator is reticent, asleep or fails to be assertive, do not be afraid to engage in your techniques for handling questions (see handling questions, above)

8. Using PowerPoint on Computers, including Notebooks

Several programs could be used, but Power Point is by far the most popular. Everything said above about overheads also applies to computer-based presentations - but there are some special tips:

• practice beforehand to get to know how to advance your slides, make sure you have a full screen view, backup a slide, and to jump to a particular slide. You may be asked to do the latter in response to a question.

• choose a consistent style (design) for the presentation (i.e. one of the default templates, or create your own) and use it throughout. Learn how to add running titles, using master slides etc.

• make sure the colors are chosen for VISIBILITY - there is a temptation to use bright colors that may not make your text visible. In general do not use bright colors for backgrounds - use pastel colors because they are much easier on the eye. Garish (bright) colors can easily become tiring and distracting.

• avoid the use of animation - i.e. the cute effects for changing between slides using dissolves and other devices. Keep it simple, just do a straight transition from one slide to another!
  
• do not be tempted to gradually uncover portions of a slide by repeated mouse clicks for arrows, texts, etc. These effects look good for one or two slides and then the audience gets tired of them. It also interrupts the flow of your talk to have to coordinate the clicking with your verbal delivery. 
  
• if you really want to be safe, take along a duplicate set of overhead transparencies in case things go wrong with the computer equipment. Although the situation is improving, there still can be technical problems with laptop-based presentations. 

9. Using Photographic Slides

• the use of conventional photographic slide projectors is becoming less popular as scientists switch to computer-based presentations. At some meetings, a slide projector may not even be standard equipment. 
  
• everything said above also applies to the use of slides, but mechanical problems may crop up with the equipment that can ruin your talk - especially if the operator is an amateur, asleep or absent.
  
• for very high resolution photographic material, photographic slides still give the best quality - but the situation is gradually changing as computer resolution improves.