Medical Writing, Poster and Oral Presentations · and preparation of oral and poster presentations...
Transcript of Medical Writing, Poster and Oral Presentations · and preparation of oral and poster presentations...
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Medical Writing, Poster and Oral Presentations
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DISCLAIMER
The following information are the personal views of the presenter and do not represent the views or opinions of the Ministry of
Health nor the National Clinical Research Centre
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Acknowledgement to Dr Ho
Tze Ming, for preparation of
the core contents of this
presentation
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PURPOSE
To inform researchers the fundamentals of medical writing,
and preparation of oral and poster presentations so that they can effectively disseminate their
research findings.
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CONTENTS
1. Medical writing
2. Oral presentations
3. Poster presentations
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Medical writing oral presentation poster presentation
quantity of content
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REFERENCES
• Graf C, et al. Good publication practice for communicating company sponsored medical research: the GPP2 guidelines. British Medical Journal 2009;339:b4330
• On-line guide to scientific publication. http://www.cfa-international.org/ ONGSWintro.html
• Stapleton P (1987). Writing Research Papers – an easy guide for non-native-English speakers. Australian Centre for International Agricultural Research, Canberra, 53 pp.
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REFERENCES
• Oral presentation skills – a practical guide. C. STORZ and the English language teachers of the Institut national de télécommunications, EVRY FRANCE
• Block SM (1996). Do's and Don'ts of Poster Presentation. Biophysical Journal, 71:3527-3529
• http://lti.lse.ac.uk/poster-design/[31/07/14 3:45:25 PM]
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MEDICAL WRITING
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Why write?
• Promotion, go to conference?
• Responsibility to share findings with scientific community. Value of findings is useless unless known to others
• Publishing increases knowledge, stimulates debate and encourages further work.
• Published information often accepted as facts because and especially when peer reviewed.
• Much research done but few published.
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MEDICAL WRITING
1. Preparations before writing
2. First draft
3. Revising drafts
4. Preparation of manuscript
5. Submission of manuscript
6. Revision of manuscript
7. Handling rejections
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MEDICAL WRITING
1. Preparations before writing
2. First draft
3. Revising drafts
4. Preparation of manuscript
5. Submission of manuscript
6. Revision of manuscript
7. Handling rejections
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TYPES
• Peer reviewed journal paper
• Review article
• Research note
• Case report
• Letter to Editor
• Dissertation / Thesis
• Book chapter
• Newspaper article
• Technical report
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How to start?
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How to start?
• First convince yourself the information is new, significant and worth publishing.
• Decide on key message / finding as it guides all sections of paper.
• Paper already started when preparing protocol.
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How to start?
TITLE SUMMARY
INTRODUCTION LITERATURE REVIEW
MATERIALS & METHODS REFERENCES
PROTOCOL
TITLE ABSTRACT
INTRODUCTION LITERATURE REVIEW
MATERIALS & METHODS RESULTS
DISCUSSIONS CONCLUSION REFERENCES
MANUSCRIPT
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How to start?
Who reads? Local or international ?
Scope? How often published?
Conditions for submission to journal?
Page charges? Limitations – number of
pages, colour of figures, etc?
Decide which journal?
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MEDICAL WRITING
1. Preparations before writing
2. First draft
3. Revising drafts
4. Preparation of manuscript
5. Submission of manuscript
6. Revision of manuscript
7. Handling rejections
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PREPARE OUTLINE
• Follow layout of articles published in the selected journal.
• Read author’s guide in the journal.
• INTRODUCTION – why did I do the work and what were the objectives? What did I want to find out?
• MATERIALS – what did I use and how was it used?
• METHODS – what did I do and did I do it?
• RESULTS – what happened?
• DISCUSSION – what does it all mean?
• CONCLUSSIONS – what are the implications?
• ACKNOWLEDGEMENTS – who helped?
• REFERENCES – who have I cited?
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Start Writing
• Start with easiest section (usually the MATERIALS AND METHODS as already started at protocol development); usually most difficult is DISCUSSION.
• helpful to start with point form to avoid language-related paralysis.
• Write freely in first draft. Tidy up in following drafts. Focus on scientific points.
• Avoid revising first draft until draft is completed.
• Suggest do first draft in most comfortable language and translate later drafts.
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Results
• Arrange in logical order.
• Check journal guide whether RESULTS followed by DISCUSSION or RESULTS & DISCUSSION.
• Report negative results.
• Do not report results that do not related to objectives.
• Write in relation to TABLES and FIGURES, and not just refer to them, e.g.
– “results of experiment A are report in Table 1” (X)
– “”treatment used in experiment A gave 50% greater yield than control (Table 1)” (√)
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Results
• Do not repeat details of Tables and Figures in the text.
• Describe overall results in text and not individual value.
• All Tables and Figures must be referred to in text.
• Analyze results statistically wherever possible.
• Be careful with colored Tables, Figures and Plates as most journal will charge extra.
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Discussion
• This is usually most demanding section of paper.
• Interpret RESULTS so that readers understanding findings. DO NOT REPEAT RESULTS.
• Present relationships to other published information.
• Discuss why things happened and why some did not.
• Discuss relevance of findings to specific field and to other fields.
• Make recommendations for corrective or follow-up actions.
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MEDICAL WRITING
1. Preparations before writing
2. First draft
3. Revising drafts
4. Preparation of manuscript
5. Submission of manuscript
6. Revision of manuscript
7. Handling rejections
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REVISING DRAFTS
• Be prepared for many drafts.
• Early drafts should focus on scientific content; do not worry about grammar and style until later drafts.
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REVISING DRAFTS
• Ask yourself:
–Are all parts properly described?
–Any major changes needed?
– Is logic satisfactory?
– Is order of parts satisfactory?
–Can any tables or figures be eliminated or combined?
–Are there enough or too many headings and subheadings?
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REVISING DRAFTS
• Revise scientific content until satisfied.
• Put draft aside for days or weeks, and then reread.
• Give draft to someone else to review.
• Check draft for language and style. Get help if required.
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MEDICAL WRITING
1. Preparations before writing
2. First draft
3. Revising drafts
4. Preparation of manuscript
5. Submission of manuscript
6. Revision of manuscript
7. Handling rejections
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Preparation of manuscript
• Follow instructions and guide of journal. Refer to published articles.
– Font size
– Units, abbreviations, etc
– Margins, line spacing
– Position, font type and size of headings, subheadings
– Citations style
• Number pages properly.
• Make sure name and address of authors to whom proof is to be sent, are correct.
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Scientific style and English
Few manuscripts are rejected because of poor language.
• Scientific English style is different from English style.
• Avoid vague statements; be definite and specific.
• Choose a simple word to a difficult one.
• Communicates in simple terms even though the subject matter is complicated.
• Avoid complex hard-to-understand sentences.
• Avoid double negatives, e.g. not unlikely to occur.
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Scientific style and English
• Passive voice is often essential and the subject is often left out, e.g., we measured the variation OR the variation was measured by us OR the variation was measured.
• Include the subject only if it is essential.
• Avoid long sentences where possible.
• Avoid jargons that you are unsure of.
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MEDICAL WRITING
1. Preparations before writing
2. First draft
3. Revising drafts
4. Preparation of manuscript
5. Submission of manuscript
6. Revision of manuscript
7. Handling rejections
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Submission of manuscript
• Follow instructions of journal whether to send hard or softcopy. Adhere to requirement of number of copies to be submitted.
• Assure mailing address of journal is correct.
• Make sure you receive an acknowledgement of receipt. If not contact the editor.
• Make sure you have an identical copy of the submitted manuscript.
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MEDICAL WRITING
1. Preparations before writing
2. First draft
3. Revising drafts
4. Preparation of manuscript
5. Submission of manuscript
6. Revision of manuscript
7. Handling rejections
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Revision of manuscript
• Read carefully comments / suggestions of reviewer.
• Give reasons if disagree with suggestions of reviewer.
• Revise sections that you agree with.
• Submit revised manuscript within stated deadline. Give reason if need more time.
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MEDICAL WRITING
1. Preparations before writing
2. First draft
3. Revising drafts
4. Preparation of manuscript
5. Submission of manuscript
6. Revision of manuscript
7. Handling rejections
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Revision of manuscript
• Be prepared for rejections; it is common.
• Put aside rejection notice for a week.
• Study reasons for rejection.
• If interested, appeal with justifications.
• Consider submit to another journal; will likely need to revise manuscript.
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ORAL PRESENTATIONS
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Features
• Adjust content to audience.
• Remember audience cannot go back over a difficult point to understand it or easily absorb long arguments.
• A presentation can easily be ruined if the content is too difficult for the audience to follow or if the structure is too complicated.
• expect to cover much less content than you would in a written report.
• Make difficult points easier to understand by preparing the listener for them, using plenty of examples and going back over them later.
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TYPES
• Free paper
• Keynote address
• Plenary paper
• Symposium paper
• Lecture
• CME talk
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Contents
1. Preparing draft
2. Preparation of presentation
3. Preparation for presentation
4. Presenting
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Contents
1. Preparing draft
2. Preparation of presentation
3. Preparation for presentation
4. Presenting
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Planning
• What is the aim?
• Who am I speaking to?
• How much time?
• What is my title? Is it informative and attractive?
• What are the main points I want to make?
• What do I want the audience to know after listening to my presentation
• Size of room?
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Contents
1. Preparing draft
2. Preparation of presentation
3. Preparation for presentation
4. Presenting
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Planning
• Good presentation is well structured.
• Make it easy for audience to follow.
• 3 parts: introduction, body and conclusion.
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Introduction
• State title and introduce subject.
• State objectives of presentation.
• Announce outline; keep it simple and short.
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Body
• Content – information that supports purpose of presentation.
• Quantity – enough to support purpose. Time limited.
• Organization of information.
• Keep the audience attention – beginning and end are what most remembers. Need to get attention throughout.
• Signposting or signalling where you are.
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Body
• General layout:
– Title
– Objective/s
– Literature review / situation analysis / WHAT’S THE PROBLEM?
– Materials & Methods
– Results & Discussion
– Acknowledgements
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Conclusion
• 4 parts:
– brief reminder of what you tried to show in your speech and how you tried to do so,
– a short conclusion,
– thanks to the audience for listening, and
– an invitation to ask questions, make comments or open a discussion (refer to the Chairperson whether its appropriate and there is sufficient time for questions).
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Contents
1. Preparing draft
2. Preparation of presentation
3. Preparation for presentation
4. Presenting
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General tips
• Do your homework / know your stuff.
• Organize the parts.
• Do a dry run.
• Use aids; speaker notes.
• Do not overload presentation.
• Use animations to control what you want the audience to see sequentially. DO NOT OVER-ANIMATE.
• Are there any spelling mistakes or grammatical errors? Remember they are going to be in plain view all the time of your visual.
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Visuals
• Why use visuals?
– to focus the audience's attention.
– to illustrate points easier to understand in visual form but difficult in a verbal form (e.g. statistics).
– to reinforce ideas.
– to change focus from aural/oral to visual.
– to involve and motivate the audience.
– to involve all the senses to serve as logical proof .
– to save time and avoid putting information on a board.
– to avoid turning your back to the audience when writing on a board.
– to help the speaker.
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Visuals (ii)
• Size A4.
• Landscape.
• Fonts: Ariel, Helvetica, Times New Roman, Futura, Optima, Verdana, New Century, Schoolbook and Courier.
• Font size 20 or more depending on size of room.
• How many? Not more than 2 every minute.
• A rule of thumb for word slides is "the 6x7 rule" : no more than 6 lines per slide and 7 words per line.
• Don't display too much information, too many colors or typefaces.
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Contents
1. Preparing draft
2. Preparation of presentation
3. Preparation for presentation
4. Presenting
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General tips
• Check slides are ready and in order before presentation.
• Learn how to use presentation equipment: pointer, remote control, microphone, laptop, etc.
• Test the visual to see if people at the back of the room can see it.
• Use a pointer or a pen to draw attention to a specific point but if you are nervous, a shaky "point" can be a distraction.
• Be yourself.
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General tips
• Start presentation by getting audience attention and signal the beginning – start with joke, statement, question.
• Greet audience to build rapport.
• Introduce oneself.
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General tips
• Play it straight; avoid unnecessary humor.
• Make eye contact.
• Relax; be comfortable.
• Finish strong.
• Know when to stop; stick to allocated time. (ref: http://www.usnews.com/education/blogs/ professors-guide/2010/02/24/15-strategies-for-giving-oral-presentations[31/07/14 3:24:22 PM])
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DO NOTs
• Talk excessively to the blackboard/screen.
• Apologize frequently.
• Read your presentation.
• Sit down while talking.
• Talk in a monotone voice.
• Say certain words repetitively.
• Discuss things you don't understand.
• Speak too fast, or mumble.
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Q&A • Dealing with difficult questions:
– Make sure you understand the question.
– In answering: delay the answer (ask for time and/or repeat the question); admit that you are not responsible or have no answer; agree but give an alternative point of view; NEVER BLUFF.
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POSTER PRESENTATIONS
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Contents
1. Basics
2. Preparation of poster
3. Presentation
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Contents
1. Basics
2. Preparation of poster
3. Presentation
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Basics
• A poster is a visual presentation of information and should be designed as such - do not simply reproduce your written paper in poster format.
• It should be understandable to the reader without verbal comment.
• Remember what you are trying to do:
– catch the delegate's attention.
– tell them what question you were trying to answer.
– tell them what you found out.
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Do’s and don’ts – contents (i)
• DO adhere to size and layout specifications given by organizers.
• DO Use all available space but do not congest.
• DON'T write an overlong and oversized title.
• DO lay out the poster segments in a logical order, so that reading proceeds in some kind of linear fashion from one segment to the next; have arrow guides if necessary.
• DON’T pick a font that's too creative and a pain to read.
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Do’s and don’ts – contents (ii)
• DO use a font size that can be read easily at a distance of 1 meter or better.
• DON'T use gratuitous colors; colors should support and distract from contents. Avoid color combinations that clash.
• DON’T ever expect anyone to spend more than 3-5 min (tops!) at your poster so get right to the heart of the matter.
• DON'T write your poster just as if it were a scientific paper. DON'T waste lots of precious space on messy experimental details.
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Contents
1. Basics
2. Preparation of poster
3. Presentation
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General Layout
• TITLE: short and to the point.
• ABSTRACT: should be easy to read and understand; should have clear statement of conclusion/s.
• METHODS.
• RESULTS.
• DISCUSSIONS.
• CONCLUSIONS.
• ACKNOWLEDGEMENTS.
• REFERENCES.
• TABLES, GRAPHS, PICTURES: do not repeat what’s already stated in other sections. Write clear, short legends for every figure.
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Creating the poster (i)
• Plan on paper first.
• Use Microsoft PowerPoint or Word to create your poster.
• In PowerPoint, create your poster as a single slide. Set appropriate size (e.g. A1).
• PowerPoint also allows you to add guidelines to help you line up the poster elements. Click View, then tick Gridlines.
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Creating the poster (ii) • In Word, create your poster as a single side of A4.
Scale it up when you come to print it. Add a grid by clicking View and ticking Gridlines. Split text into 2 or 3 columns.
• In both applications, use text boxes to allow for positioning on the page.
• When the poster is designed, you should convert it to PDF for printing. There will be problems in the conversion and should be sorted out before final print.
• Keep a duplicate copy when sending to printer.
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Contents
1. Basics
2. Preparation of poster
3. Presentation
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Do’s and don’ts – presentation
• DON'T forget ancillary materials; check with organizers early.
• DO start putting up your poster together early.
• DON'T pull a disappearing act.
• DON'T stand directly in front of your poster and block view of readers.
• DO give readers some space to digest the poster.
• DON'T be an eager beaver and badger the nice people who come to read your poster.
• DO answer queries.
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TERIMA KASIH
THANK YOU