Shinshu University 3 October 2015 - edanzediting.co.jp · Practice your speech with an audience ......

Trevor Lane, PhD; Kate Harris, PhDSenior Editors

Improving your presentation skills

Shinshu University3 October 2015

Seminar series

June 18 Writing & manuscript structureJune 27 Making effective presentations

October 2 Abstracts & manuscript submissionOctober 3 Presentation skills & practice

Today’s seminar

June 18 Writing & manuscript structureJune 27 Making effective presentations

October 2 Abstracts & manuscript submissionOctober 3 Presentation skills & practice

What are your goals?

When to present your work

Impressive presentations

Presenting professionally

Interacting with your peers

You need to be an effective communicator of your research

Articles Presentations


1. Prepare well2. Practice your presentation3. Use verbal messages4. Use non-verbal messages5. Effective Q & A6. Always be prepared!


Presentations

Importance of preparing well

Section 1

Customer ServicePresenting your work

Why are presentations important?

Share your published and unpublished findings

• Identify trends in the field• Get advice on future directions

• Form research collaborations• Network; meet editors

Improve paper from feedback; establish credibility as expert & gain readers/citers


Comparing articles and presentations

Articles Presentation

Introduction

Methods

Results

Discussion

Solution

Situation/Problem

Evaluation/Comment

Results


Keep your audience in mind

What do they want to know?

What do you want to tell them?

What will be interesting for them?

What will keep their attention?

Keep it simple!

Customer ServicePresenting your work Telling a story

Beginning Why your study needs to be done

Middle What you did and found

End How your study advances the field

Logical flow

Customer ServicePresenting your work Beginning

Brief introduction

Background information

Aims of your study

Use pictures and diagrams

Customer ServicePresenting your work Middle

Methods

Flow chart or schematic

Figures

Important results

Customer ServicePresenting your work End

Conclusions

Summary and implications

Future directions

How is this being further developed?


Figure 1: Initial findings• Fungus naturally found

inside some grasses

• Increases grass growth rate, stress tolerance, and uptake of heavy metals

Figure 2: Metal uptake

• Cd, Pb, Zn, Cu, Ni

• Cd, Zn from roots to shoots at double speed and amount in infected grass compared with control

Effects?

Which metals?

How much uptake?

Transitions withinand between slides

Customer ServicePresenting your work Slide layout

Reading order

“Furniture” goes on this

side

• Most important message goes here!

Customer ServicePresenting your work Slide layout

Font• Sans serif (e.g., Arial, not serif)• 40 pt for titles• 30+ pt for headings• 24+ pt for text

Layout• Limit 8 lines of text per slide• Use bullet points, not sentences• Organize and align clearly

Well-designed slides show that you care about the presentation

Customer ServicePresenting your work Bullet points

Advantages• Are easier to read than sentences• Are a good way to list information

DisadvantagesCan be boring Can lose your audience’s attentionCan suggest hierarchyCan still be difficult to read

• Sentence fragments

• Parallel grammar

• 2 levels of bullets

• 26/32 point font; bold

• Color


Don’t let the audience read ahead

Focus the attention of your audience

Keep it simple:appear, fade, wipe

Don’t distract from your information!

Animation

Customer ServicePresenting your work Presentation outline

1–2 slides

1–2 slides

1 slide per figure

1–2 slides

Exclude for short

talks

Estimate 2 min per slide


Briefly introduce your study

Introduction

What is known

Objectives and methodology

“Currently, it’s thought that...”

“To address this issue, we used [methodology] to determine [aims].”

• What are your aims to address the problem?

• Briefly describe the general methodology

What is not known“However, it’s not clear whether…”


Figures –Guide the audience

Describing data/figures

Introduce what you did

Say how you did it

State what you found & what it means

“First, we [describe first aim].”

“To do this, we [describe specific experiment].”

“Here, you can see...”“This result suggests that...”

Ask for your audience’s opinions!

Customer ServicePresenting your work Finishing your presentation

Conclusions

Main conclusions

Implications

“Together, these results show that...”

“We conclude that…”

“Our findings suggest that...”“Based on our findings, we

recommend that…”

“Currently, we are investigating...”“I’d be happy to hear your

suggestions for the next step”

FutureGet advice to improve

your study

Practicing your presentation

Section 2

Practice, practice, practice! Before you present…

Most important thing you can do…

Practice

Practice builds confidence!


Learn your presentation, don’t read it

• Rise in elderly population• Decline in birthrates• Delay in age of parenthood

-> “There are three related socioeconomic problems…”…introduce & paraphrase your points


Don’t memorize, these are your ideas

“The escalating proportion of the global population that

comprises the retiree sector is an emerging problem.”

-> “The populations of many countries are aging.”


Practice your speech alone

• At computer; at mirror; at screen; at venue

• With clock• With microphone• Record/video yourself


Practice your speech with an audience

• In front of a few people• In front of a lot of people• Role play for Q & A


Information sources

• Personal experience• Anecdotes• Data


Practice public speaking

• Introduce yourself • Introduce others

Verbal presentation tips

Section 3

Verbal tips Presentation tips – Speaking style

Verbal

Avoidfiller words

Pause for emphasis

Speak slowly

Show enthusiasm

Vary tone and pitch

Don’t talk to the screen

“えっとー”

Verbal tipsEdanz rule of 3

Introduction – Why your study

needs to be done

1. What is known?2. What is not known?3. What are your aims?

Figures – What you found

1. What did you do?2. How did you do it?3. What did you find?

Conclusion – How your study

advances the field

1. What is the conclusion?2. What are the implications?3. What are the next steps?

Always answer these three questions

1

2

3

Verbal tips Tips for presenting to ESL audiences

Language1. Slow and clear pronunciation2. Simple constructions, no jargon3. Paraphrases, examples

Rhetoric1. Logic in & between sentences2. Discourse markers / signposts3. Directness (imperatives, not Qs)

Delivery1. Warnings (e.g., a Q is coming)2. Reminders3. Sentence topic links

1

2

3


PronounceSimplify

Paraphrase

1. Practice before…seize/cease2. Wordsmith it -> Edit it3. Multifunctional = many

functionsClarify logic

SignpostBe direct

1. Therefore,… However,… So,…2. This next point is important…3. Do you mind… -> Please + verb

WarnRemind

Link

1. I want to ask you a Q: What…?2. Remember when I said that…3. X increases Y. This new Y level…

1

2

3


Define abbreviations

1. Write out or say in full2. Well-known ones are OK3. Symbols & units are OK: <, >, 1K

Use short forms

1. It is necessary to -> We need to2. Furthermore -> Also3. The user has his/her -> Users

have

Share1. Say something about yourself2. Say something topical3. Involve the audience

4

5

6

Verbal tips Start positive and get their attention early

Never read your title slide

Start with what is important about your talk

Say what the implications are Keep your audience in mind! For long talks: make an Agenda or Goals list

(sets direction; activates prior knowledge)

Never apologize for your English or for being nervous!

Verbal tipsStart positive

Introduction

Thank the organizers

Opening comments

Start your presentation

“I would like to thank [organizer] for kindly inviting me here today.”

“I’m very happy to be able to speak to you today.”

“Today, I would like to talk about...”

Verbal tipsDevelop your story

Body of presentation

Introduce the sections

Start the sections

Summarize each section

“This is how I will discuss...”“As you can see, my presentation

is divided into four sections.”

“First, I would like to discuss...”“In this section, I will show that…”

“I’d like to summarize the main findings from this section.”

“…So that’s what we found when...”

• It is well known that…• It has been reported

that…• It has been found that…• In this method, it is

important to note that…

Verbal tips Figures –Guide the audience

Describing data/figures

Introduce the figures

Talk about the data

Focus on important information

“Now, I’d like to show you data from our recent experiments.”

“What we did here was…”

“Here, you can see...”“The top graph shows…”

“Here’s…”, “On this axis is...”

“I’d like to draw your attention to...”“There are three things to note…”

• It can be seen that…• It is clear from these

experiments that…• It seems that…• It was found that…

Verbal tipsFinishing your presentation

Conclusions

Conclusion & Implications/Future

Thank people

“In conclusion, the main findings of this study are...”

Thank the audience:“Thank you for your attention today.”

Acknowledge assistance:“I’d like to thank the people who

were involved in this project.”

“I’d now be happy to answer any questions that you may have.”

Invite questions

• It can be concluded that…

• It can be implied that…• It is expected that…

Non-verbal presentation tips

Section 4

Non-verbal tipsLearning styles

Audiences

Watching

ListeningReading

Actions

Writing/Notes

Pictures

Non-verbal tips Presentation tips – Appear confident

Non-verbal

Use hand gestures

Make eyecontactAlways face

your audience

Smile!

Stand upright

Don’t be stiff, move naturally

Non-verbal tips Presentation tips – Good preparation

Confidence

Victory pose

Focus on presentBreathing

exercises

Smile!

Table pose

Superman/ woman pose

Non-verbal tipsBody language 1

Interesting

Vary speed

Forward not backwardOpen not

closed

Relaxed and natural

Open arms and hands

Straight back helps breathing


Interested

Ask Q, pay attention

Raised eye browsSmile, eye

contact

Agree, nod, hand-pointing

Involve audience

Invite with hands


Authority

Move arms for stress

Hand/head beats

Stay calm

Pauses

Loud, low voice

Walk a few steps


Attention

Loudness, pitch

Large/small gesturesVary gesture

types

Smile, mirroring

Eye contact/ sweep

Point/look at screen

Effective Q&A sessions

Section 5

Effective Q&Asessions

For the attendees Learn more about your studyClarify important points

For you How interesting is your study?Advice to improve your study

For everyone Networking and building collaborations

Goals of Q&A

Peer reviewers may have similar questions!

Effective Q&Asessions Encouraging questions

Can’t provide all the information

Have extra slides for the end: Methods, extra data and figures

Prompt questions “Currently it’s unclear what caused this effect…” / 5W1H

Talk to attendees beforehand

Know their interestsMore comfortable to ask you

Appear friendly Make eye contact, smile, show enthusiasm

“That ends my talk. I would now like to take questions from the audience.”

“Good morning; how are you?...What’s the topic of your research project?”

“I do have more on this, which I can share later if anyone is interested.”

Effective Q&Asessions Answering questions

1. Thank the audience member

2. Understand the question

3. Repeat/rephrase the question

4. Answer the question (be concise!)

5. Ensure you have answered the question

6. Thank the audience member again

Gives you time to think of the

answer!


Handling questions – Understand the question

Could you hear it clearly?

Do you understand the question?

Is the question appropriate for the audience?

Could the audience hear it clearly?

What do they really want to know?

What is the most relevant question?

“Could you repeat that, please?” “So, the question was...”

“Do you mean…?” “Did that answer your question?”

(Summarize a technical Q or A) “Because of time, I’ll focus on…”


Understand the question

fully!

Ask them to repeat

Ask for clarification

Repeat the question

“I didn’t hear that. Would you mind repeating your question,

please?”

“I would like to clarify. Are you asking about…?”

“Can I check I’ve understood? You’re asking if…”

“Okay, so this question is about...”

Handling questions – Understand the question


Handling questions – Difficult questions

Unsure of the answer

You don’t know the answer

Unrelated questions

You are the expert, answer with confidence

Be honest, but give your expert opinion

Politely address the question

Generally,… In general,… In most situations,... Usually,… Typically, …

There is still debate about this;… In my opinion,… From my experience,…

Or: I’m afraid that’s outside today’s topic. Do you have a question on…?


Difficult questions

Tentative answers

Unanswerable/Unrelated Q

“I can’t give you a definite answer, but I think that…”

“Unfortunately we don’t have an answer at this time, but probably...”

“I’m sorry, but we didn’t look at that in this study.”

“Does that answer your question?”

Checking your reply

Handling questions – Difficult questions

Effective Q&Asessions After the presentation…

Approach those who asked questions

• Tell them you appreciate their interest• Ask them about their research/interests• Great way to build networks and

collaborations with researchers in your field


Improving your listening skills

• Be well rested– Beware of jet lag & large lunches!

• Avoid distractions– Put phone on silent (not vibrate)– Focus on the speaker

• Take brief notes– Don’t try to write verbatim– Use your own words

Be an active listener!


Be an active listener (1)

• Practice (news/movies, songs, chats, classes)• Prepare beforehand & predict• Check predictions (topic, situation, content)• Use cues

– I think that…; Now, there’s…; So, that’s…– Although…; However…; On the one hand…– First, Second, Third…; Then, Next, Lastly…– Intonation/stress: A^, B^, C^, D^, and Ev



Be an active listener (2)

• Summarize important points in your notes• Using context (background knowledge & the

speaker’s aims), try to predict what’s next– Interpret & evaluate the data– The next logical experiment / step?

• Check comprehension – Think of relationships between information– Think of potential questions


Effective Q&Asessions Asking useful questions

• Identify two or three important questions• Write them down & practice how you will say them

• Try to ask your question first, so someone else doesn’t ask it before you!• If someone asks your question #1, then ask question #2

• Justify your question to the speaker• “You mentioned that X leads to Y; however, it is also possible

this is an indirect effect. How did you verify a direct relationship between these two variables?”

• Clarify any confusion the speaker might have• Thank the speaker for his or her answer

Always be prepared!

Section 6

Customer ServiceAlways be prepared!Time management

Stay within your time limit

Use a clock, watch, or mobile phone

1.5 to 2 minutes per slide;Skipping slides make you look unorganized

Practice often and keep track of each section

Customer ServiceAlways be prepared!Unexpected difficulties

• Person before you spoke too long• Ask you to finish early• Technical difficulties• Many questions during your talk• Dogs

Only essential information on your slides

Can adjust your timing based on your talking points

Customer ServiceAlways be prepared! Useful PowerPoint tips – Presenter View

Click “Use Presenter View” to see your slide notes and upcoming slides

Notes

https://support.office.com/en-za/article/What-is-Presenter-view-98f31265-9630-41a7-a3f1-9b4736928ee3

Customer ServiceAlways be prepared! Useful PowerPoint tips – Presenter View

To use Presenter View, use the “Extend” mode ( + P)

Also useful for making last minute changes without your audience noticing!

Customer ServiceAlways be prepared!Additional tips

“B” key makes the screen black

“W” key makes the screen white

Hold the laser pointer against your body to prevent shaking

Connect with your audience

Always speak into the microphone

Customer ServiceAlways be prepared!

Presenters share with their audience

Non-verbal tips

Greet audience members before your presentation

Verbal tips

Have a conversation

Eye contact, friendly, relaxed, confident

Enthusiastic, not monotonous

Connect with your audience

Customer ServiceAlways be prepared! Connect with your audience


Difficulty

Using up time

Emotional Qs

Negative statements

Delay answer: “I’ll be able to answer that better after this talk”

Don’t name the emotion: “You seem very concerned/passionate”

“Your question is about…[redirect the Q]”

Handling difficult attendees


Structure your answer

Past, present, future; or

So what, now what

Problem-solution-benefit

Recommending changes/improvements

Explaining benefit/value of your proposition

Contrasting, debating

Positives, Negatives

Handling sudden Qs


1. Prepare well2. Practice your presentation3. Use verbal messages4. Use non-verbal messages5. Effective Q & A6. Always be prepared!


Presentations

Thank you!

Any questions?

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Download and further readingedanzediting.co.jp/shinshu151003

Trevor Lane: [email protected] Harris: [email protected]

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