Post on 27-Mar-2015
Based on lectures: Indian-FETP, EPIET
Oral communication
Katharina Alpers
–How to prepare
– the content
– the slides
– the speech
–How to deliver the presentation
Overview
Ask details
• how much time do you have?
• is there time for discussion / questions?
• who are the other speakers? what will they present?
Prepare the content
The SOCO
• Many presentations during the meeting• Audience only remembers one thing from you
Think of one take-home message
Write down your SOCO in two or three lines • easy to remember • clear • simple• practical
for a 10 min presentation:
• Title (1 slide)
• Background (1 slide)
• Methods (2 slides, maximum 3)
• Results (3 slides)
• Limitations (1 slide)
• Conclusion (1 slide)
• Recommendations (1 slide)
• Acknowledgements (1 slide)
Outline of your presentation
• Start by preparing the conclusions slide
• Prepare recommendations on the basis of conclusions
• Choose results supporting conclusions
• Explain methods to get the results
• Describe background
Focus on the SOCO
The slides
• Simple• Structured• Shorts / laconic
• Digital versus analog
Digital versus analog US pedestrians
Pedestrian crossingX = cross !
Digital pedestrian Analog pedestrian
BelgiumFrance
Burma Spain Zimbabwe
Analog pedestrians from around the world
Russia
Germany
US
Spain
France
Ecuador
Italy
"Rolling stones" from around the world
– Clear Title
– Bullet points
Written text (‘digital’)
visual reinforcement
– Tables, graphs, maps
Images (‘analog’)
visual data
Design of the slides
– We conducted a retrospective cohort survey including all people attending the visit of the park
– A case was defined as a papular or papulo-vesicular pruritic rash, among participants, 12 hours or more after the exposition to seawater
Avoid karaoke slides
– Survey
• retrospective cohort
• all visitors to park
– Case definition
• rash (papular or papulo-vesicular)
• > 12 hours after exposition
Bullet points
– Use keywords
– Less than 12 lines
– Maximum 5 words per line
– Break line
properly
Text slides
Sans serif font
Bold type
Lower case letters
Good contrast
Serif font
Normal type
UPPER CASE LETTERS
Poor contrast
Prefer Avoid
Font
– Simple
– Self-explanatory
– Title: what, who, where, when
– Label the axes (graphs and maps)
– Define abbreviations and symbols
Tables, graphs and maps
Tables
Clinical symptoms among the cases of S. Typhimurium, Oslo, Norway, May 1998
Symptoms
n %
Diarrhoea 54 100
Fever 35 65
Headache 12 22
Joint pain 4 7
Muscle pain 4 7
Cases
One-variable table
Distribution of the cases of S. Typhimurium-infection by age-group and sex
Two-variable table
Age group (yrs) Total
Male Female
0 - 9 7 5 12
10 - 19 5 5 10
20 - 29 5 5 10
30 - 39 1 4 5
40 - 49 2 3 5
50 - 59 0 3 3
60 - 69 2 1 3
70 - 2 4 6
Total 24 30 54
Sex
Fish consumption, attack rate (AR) and relative risk (RR)of gastrointestinal illness among customers at Uncle Mike's Fish & Chips, Cambridge, October 1, 2000
Ill Total AR/100
Ate fish 42 58 72
Did not eat fish 5 64 8
RR (95% CI)
9.3 (3.9-22)
Cohort study
Gastrointestinal illness and fish consumtion among customers at « Uncle Mike’s Fish and Chips », Cambridge, October 1, 2000
Cases Controls
Total OR (IC 95%)
Ate fish
Did not eat fish
34
8
20
62
54
70
13 (5.3-33.0)
Ref
Total 42 82 124
Case-control study
MSM P&S Syphilis Cases by Hal-Year IntervalCalifornia, 2000-2002
20
00
I
20
00
II
20
01
I
20
01
II
20
02
I
0
50
100
150
200
250
300N
umbe
r of
cas
es
Graphs
Age and sex distribution of STI patients, Germany Jan 2003-Jun 2005
0
5
10
15
20
25
30
35
40
<16 16-20 21-25 26-30 31-35 35+Age group in years
Percent Male
Female
Grouped bar chart
Cases of X disease in a Country, 1995-2000
0
10
20
30
40
50
60
70
80
90
1955 1960 1965 1970 1975 1980 1985 1990 1995 2000
Year
Cases per 100.000
Line graph
Cases and deaths of X disease in a Country, 1995-2000
0
10
20
30
40
50
60
70
80
90
1955 1960 1965 1970 1975 1980 1985 1990 1995 2000Year
Cases and Deaths per 100.000
Cases
Deaths
Cases and deaths
0,001
0,010
0,100
1,000
10,000
100,000
1955 1960 1965 1970 1975 1980 1985 1990 1995 2000
Year
Cases and death per 100.000
Cases
Deaths
N.B.: data from 1997 for mortality are missing
Cases and deaths of X disease in a Country, 1995-2000
Semi log scale
Cases of salmonellosis (n=65) by date and time ofonset of illness. Hospital A, Dublin, August 2006
“Epicurve”
15 cases
14
13 1 case patient
12 1 case staff member
11
10
9
8
7
6
5
4
3
2
1
0
00- 06- 12- 18- 00- 06- 12- 18- 00- 06- 12- 18- 00- 06- 12- 18-
27 August 28 August 29 August 30 August
Date and time of onset
0102030405060708090
No.
of
case
s
B C Y W Unknown
Serogroup
Cases of meningococcal disease in Dublin by serogroup
What’s “wrong” here?
Cases of meningococcal disease in Dublin by serogroup
0
10
20
30
40
50
60
70
80
90
B C Y W Unknown
Serogroup
No.
of
case
s
Cases of meningococcal disease in Dublin by serogroup, 2011
0
10
20
30
40
50
60
70
80
90
B C Y W Unknown
Serogroup
No.
of
case
s
Safe ink!
Cases of meningococcal disease in Dublin by serogroup, 2011
0
10
20
30
40
50
60
70
80
90
B C Y W Unknown
Serogroup
No.
of
case
s
Safe ink!
AIDS Annual Rates per 100,000 Population for Cases Reported May 1990 through April 1991
Legend (rate per 100,000)
0-5.9
6-11.9
12-19.9
20+
Maine 4.6NH 4.6VT 3.6Mass 15.0Conn 14.9NJ 31.3Del 12.9MD 21.2DC 117.2
11.5
10.2
24.4
18.1
2.2 2.4
12.5
3.0
4.4
6.87.7
19.3
6.7
5.7
3.6
1.1
0.9 4.9
2.4
11.7
8.6
10.3
16.27.2 20.2
33.2
9.1
7.4
11.12.6
6.0 9.9
43.26.7
10.14.8
5.0
7.2
3.7
3.5
15.5
Maps
AIDS Annual Incidences per 100,000 Population for Cases Reported May 1990 through April 1991
Incidence per 100,000 population
0.0-5.9
6.0-11.9
12.0-19.9
>20.0
Maps – example
Brightness HueQuantitative Qualitative
Colours
Prepare a script
• Necessary to most speakers
• beginners
• non-native speakers
• Decreases sources of uncertainty
• Reassures you
• Allows precise timing
• Facilitates coaching
• In the presentation software
• Copy the content of your slide into the lecture notes
• Edit to make full sentences
• Add “off” comments:
– “Use pointer”
– “Pause”
• Use large fonts (e.g., size 16)
The script
“lecture notes”
– Practice on your own
– Walk through your text
• is the sequence logical?
• is all relevant information there?
• remove redundant information
• avoid very technical details and jargon
– Watch time, pace and clarity
– Practice with critical colleagues
Does our message come across?
Prepare the speech
– Day D
• Get prepared
rest, healthy distraction
no stimulating substance, no beta-blocker
arrive early, explore the facilities
• Your look
feel comfortable, be yourself
but dress formal
don´t distract the audience with your «look»
Delivering the presentation
– Time T
• Nerves: normal, good stimulant
• Going on stage
memorise the first sentence
install your material, look around
set micro to feel comfortable
Delivering the presentation
• Stand upright
• Mind your pace of speech
• Mind your volume
• Make eye contact
• Interact with audience
• Refer to slide
• Finish on time
On stage
• Hands in pockets, tics
• Unnecessary movements
• If you tremble, minimize the use of the pointer
• Overcrowded slides
• Apologies
Avoid
– Practise with you colleagues
– Think of possible questions
– Prepare short answers
– Prepare two or three more slides
Prepare for Questions and Answers
– Listen
– Write (may be more than one)
– Thank the person for asking the question
– Answer briefly and precisely
– Avoid being defensive
Questions and answers
Do not panic!
• acknowledge: “This is a valid point”
• sympathize: “This is a point that needed to be raised”
• respond: “I am now going to clarify”
• Ask for the audience’s opinion
Challenging questions
my SOCO …
When communicating the results of your investigation
• Adapt the content to the audience
• Concentrate on only one message
• Include only the elements to support your message
• Use your visual aids as aids
• Prepare in advance
• your presentation
• Possible questions
Thank you very much for your
attention
Did my message come across?