Giving an Effective Presentation

In theory, giving an effective oral presentation ought to be an intuitive skill, only requiring experience to perfect. In practice however, while the concepts involved in oral presentation may be common sense, they are not common practice. In my experience, many presentations have obvious flaws which are politely ignored by the audience, colleagues, and mentors in an academic form of the emperor's new clothes syndrome. I would like to review a traditional set of guidelines for a successful oral presentation with some reflections on my own personal preferences (^1-6). These comments will purposely state the obvious with the goal of helping individuals prepare, present, and evaluate their own presentations, while helping them to avoid falling victim to the emperor's new clothes syndrome.

THE GOAL

Begin with the end in mind (S. Covey) (⁷)

The initial step in preparing an effective presentation is to define the primary objective of the presentation. Is the purpose to inform or stimulate as in an abstract-driven scientific presentation? Is the purpose to educate, as in a CME presentation? Is the purpose to introduce oneself, as in a recruiting visit? Or is the purpose to entertain? In fact, every presentation should contain an aliquot of each of these elements. The most successful presentations allow the audience to derive educational benefits while being engaged and entertained.

ADULT LEARNING BEHAVIOR

The expectation of the audience is that the presentation will have a point, and that it will be identified clearly and succinctly. To meet this objective, the presentation should adhere to the principles of adult learning behavior (⁸). People learn best: 1) when they are motivated to learn and anticipate that they will benefit from the experience, 2) when the aims of a presentation are clear, relevant, and in context, 3) when the information presented matches their needs (⁹), 4) when they are actively involved in the learning process, 5) when both visual and auditory aids are used, and 6) when the experience is enjoyable. If these principles are kept in mind during both preparation and presentation, the audience will be attentive and your effort will be effective.

PRESENTATION EFFECTIVENESS

Three things matter in a speech: who says it, how it is said, and what is said - and, of the three, the last matters the least. John Morley (¹⁰)

An effective presentation is a difficult goal to achieve and equally difficult to evaluate due to inherent variables-those of the presenter and those of the audience. By way of analogy, consider the Olympic figure skating competition. The judges view a successful performance as one with both technical merit and a high degree of artistry. Similarly a gold medal scientific presentation must have the technical attributes of high quality accurate information as well as the artistry of an entertaining and engaging delivery. A very artistic presentation can be devoid of technical merit and vice versa. The classic Doctor Fox Lecture best illustrates this point. In this experiment, investigators staged a lecture, during which a professional actor charismatically and impressively presented conflicting and meaningless material (¹¹). A survey of the audience following the lecture suggested that the material was very favorably received and that the audience had the illusion of having learned. Kroenke has stated this concept another way: don't choose an expert to teach; choose an expert teacher (¹²).

ONE STEP AT A TIME

The Invitation

When invited to present you should ask several questions to place the presentation in the correct context: 1) what is the purpose of the meeting? 2) who is the anticipated audience? 3) what is the format and how much time is allowed? 4) what is the venue? 5) what other presentations will be made at the same meeting? It is important to know who else is presenting so that your presentation relates, interacts, and complements the other material without repeating it.

Data Gathering

Decide what you will say during the presentation. What is the message to be delivered? For scientific presentations the task is easy. You must clearly, concisely, creatively, and coherently review your research. For didactic presentations the material must be targeted to the potential audience. Therefore you must make an assessment of the audience's motivations and level of knowledge. You should match your presentation to audience interest and intellect. This assessment will also help you to decide on the format that you will use to deliver the message.

Mode of Presentation

There are several potential modes of presentation, the most popular of which are standard carousel slides, LCD (PowerPoint) technology, and overhead projections. There are pros and cons of each.

Slides

The use of carousel slides is a well-established format. The equipment is fairly standard and internationally accepted. However for optimal projection the room must be darkened and, with the screen behind the speaker, there is a tendency to face away from the audience. These are two easy ways to lose your audience. Slides are expensive to make and they are dated as soon as they are used. Placing slides correctly into a carousel is a skill in itself, and multiple glitches are possible, including inverted slides and slides out of sequence. Used or damaged slides will jam in the carousel.

LCD Projectors

The major advantage of LCD projection is its flexibility. You can change a presentation at the last minute. This attribute comes in handy when an error is belatedly recognized or when a preceding presentation indicates a need to change your material to complement the preceding presentation or avoid overlap. Once the initial outlay for soft ware is made, LCD technology makes creation of graphic material less expensive than conventional slides. The technology has spawned novel and creative forms of presentation-allowing material to be built as a presentation is given, allowing for the creation of transitional materials and graphs, and allowing for the inclusion of features such as video and audio clips. Working from a laptop on the podium allows the speaker simultaneously to see the slides and face the audience although not all speakers take advantage of this possibility.

There are several problems with this technology. Many speakers are so entranced with the possible colors, sounds, graphics and moving pictures that the presentation gets lost in the special effects. LCD projectors are not yet universally available and there are often incompatibilities between the hardware on site and one's own software. Some projectors have limited resolution, although the technology is rapidly advancing.

Overhead Projectors

The epidiascope is a traditional and effective visual aid. It allows an informal presentation style in which the speaker faces the audience. The format is simple, inexpensive, and the material can be quickly and easily prepared. The room lighting level can be kept quite high. The speaker can write directly on the projector surface or transparency so the material can be developed as the audience follows along. However, overhead projection does not work well in a large room with a large group. The biggest drawback is that the transparencies themselves are physically hard to manage because of static and problems with order and orientation are commonly encountered.

Format of the Presentation

There are several general schemata. In a research meeting particularly, there is a standard presentation template. The presenter starts with a background statement in which the reason for performing the study is outlined. The hypothesis being tested is then clearly stated. The methods used in the study are described. The results are presented. Finally, the conclusion includes the presenter's assessment of the significance of the work. A brief speculation may be made. Despite this boilerplate format, style still matters. Kroenke has emphasized that the presentation of science, as in art, is part performance, wherein enthusiasm complements enlightenment (^10,12). A monotone delivery, eyes inseparable from the page, data devoid of imagination, are as enervating as inadequate research.(¹²) In a more didactic presentation it is traditional to use the standard circular organization. Tell the audience what you are going to say; say it; and then summarize what you have just said.

Preparation of Audiovisual Material

Once you have your data and information in hand and have organized it in an appropriate format, you are ready to begin preparing your audiovisual material. With a wealth of potentially presentable points you must edit extensively and then create slides or graphics that succinctly capture your selected points. The first universal rule of presentations is KISS -keep it short and sweet. No one was ever criticized for presenting a talk that was too short!

The preparation of slides is an artistic endeavor but also requires common sense (Table 1). The second universal rule of presentations is KILL-keep it large and legible. Use lettering big and bold enough that those in the farthest reaches of the lecture hall can see the material. Try several font sizes to see which has the best eye appeal and readability for a room of the size you will be using. No more than 6-8 lines of material and no more than three columns should be incorporated into an individual slide. The slides in a single presentation should have a uniform appearance. Keep the colors simple and consistent, and choose a background that is non-distracting.

Table 1

As you prepare the visual aids for a talk, remember that the audience will be reading at a speed (approximately 500 words / minute) which is three times faster than the rate at which you speak (approximately 125 words / minute). Proofread and spell-check your slides. A lasting negative impression even of excellent material will remain with the audience if the slides are laden with misspelled words.

The material should be visually interesting. A procession of insipid slides with full sentences repeating what you are simultaneously saying is not likely to keep an audience interested. Be creative in presenting your data and key points. Tables prepared for publication are usually not suitable for oral presentations. They are generally too detailed to be effective visual aids. If a speaker introduces a slide copied from a publication by stating I know you can't read this but . . . or Ignore everything but . . . , the audience will likely ignore everything! If you wish to use material from a published table, extract only the relevant information. In fact, don't put anything on a slide that will not be discussed or used during the talk.

Rehearsal Before Presentation

Rehearsal is imperative. It should be performed aloud and in front of individuals from whom you can obtain honest and constructive feedback. If possible you should project the slides in a room of the anticipated size for the presentation. As you rehearse, be aware of: 1) length-adhere to the mandated time limit, 2) content-make sure that your message is clearly transmitted and that there are adequate transitions between slides; and 3) speed bumps -as you rehearse out loud you will encounter words that are difficult for you to pronounce or sentences that are awkward. Eliminate them and replace with phrases that flow well.

Day of the Presentation

Doesn't expecting the unexpected make the unexpected become the expected? (anon)

Arrive at the venue before the session to familiarize yourself with the setting and the audiovisual equipment. Anticipate potential technical problems. If time allows, stand at the podium and review the control panel with the audiovisual personnel. Check that the audience will be able to hear you and see the screen. Check the mechanics of the slide control and the microphone. Determine whether changes in the position of your head as you scan the audience or look toward your slides will have any impact on the amplification of your voice. Assure that the pointer is working. Review the signals for raising or lowering the house lights with the audiovisual technician. Find the chairperson of the session and introduce yourself. He or she will be pleased to see you and relieved to know that there will be no holes in the schedule. If there is going to be a question period after the presentation, consider reviewing some potential questions with the chairperson should the audience response fall short.

The Presentation

Consider making your opening comments while the lights are on and the slides are off so that you can see and be seen. Every speaker has a unique speech pattern. By delivering a few scripted comments before the body of your talk, the audience will have a chance to adjust to your particular speech pattern. These introductory comments may be used to recognize the hosts, the moderators, and the audience. Scripting your first few words will help to decrease nervousness and establish a confident demeanor which will be transmitted as a first impression to the waiting audience.

I have included a few suggestions regarding mannerisms during presentation (Table 2). Perhaps the most common annoying mannerism among speakers is pointer-hypermania which leads directly to pointer-induced seizures in the audience. Remember that the pointer is not a highlighter and therefore should not be used to circle, underline, or create a follow the bouncing ball scenario. The speaking style should be enthusiastic, clear, and loud. Remember that the speaking pace of a typical evening news broadcaster is about 120-130 wpm. Remember also that the written word does not equal the spoken word. Speaking allows more latitude for comment and is less formulaic. A little repetition is very acceptable, as is a bit of carefully chosen humor.

Table 2

In research presentations, a scripted talk may be appropriate. However, reading from a script in other venues results in a somewhat stilted style. Instead of a script, consider using short notes which will cue you to the point to be made next. Learn to derive your cues from the slides, and, as you script your talk keep these cues in mind. At the same time, prepare transition phrases so that moving from slide to slide is seamless.

As the talk ends deliver an appropriate closing statement, preferably with the slides off and the house lights up. A simple thank you may be sufficient. I would welcome any questions or comments, is also appropriate. Anticipate the questions you might receive, and answer them with confidence, candor, and courtesy. Some experienced speakers purposefully plant a controversial statement in the body of the presentation to stimulate questions. You might maintain a list of back-up slides with additional material not covered in the body of the talk. The additional slides should be placed in the carousel in numbered slots and a roster of the slides should be made to facilitate reference to them. The same can be done for a PowerPoint presentation.

Closing Comments

Your presentation is not over when you step down from the podium. In order for you to improve, it is important for you to obtain feedback and to heed it. In some meetings you may receive evaluation forms filled out by the audience. Alternatively you can obtain feedback from a friend. While you can't satisfy everyone, you should consider any feedback carefully. Try not to indulge in a response like that of playwright Oscar Wilde. When he was asked about a critical reaction to one of his new plays, he replied, the play was a smashing success, however the audience was a dismal failure.