Speech D - How to Present a Paper at a 1

8/3/2019 Speech D - How to Present a Paper at a 1

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Conference Presentations

Dr. Steve Wallace


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The person who presents the research getsthe credit

Paul Chu: first superconductor with a boilingpoint above liquid nitrogen

Maw-Kuen Wu and Jim Ashburn declined tospeak and are not remembered


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The presenter gets the credit Zhengzhi Sheng, a postdoctoral researcher at

the University of Arkansas, discovered anothersuperconductor at an even highertemperature.

Because Sheng was not a good speaker, thedepartment chair, Allen Hermann, spoke atthe press conference. Although Hermannrepeatedly acknowledged the contribution of Sheng, Hermann was the one who received

most of the credit.


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Bad conference presentations

Youve seen poor conference presentations The speaker: Sits Reads Speaks in a dead, low voice Uses sentences which are long and complex Uses technical words and phrases. Emphasizes complicated details

Runs out of time


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Principles of effective conference presentations

An effective talk must do two things:1. Persuade you audience with evidence

2. Be interesting and entertaining.

Talk, instead to readingStand upMove aroundMake eye contact with your audienceDont only look at one side of the room Imitate excellent speakers


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Why do smart people give poor talks?

Poor speaking is a reaction to fear. Presentations are not journal articles. They're a

completely different communication, and theyrequire different skills.


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Bohr vs. Nusslein-Volhard

Bohr:Whereas Einstein tried to grasp a hidden essence by

disregarding anything he thought irrelevant, Bohrinsisted that nothing be left out. EdwardMacKinnon

Bohr was much worse. His failing was that he used toomany words to express any idea, wandering about ashe spoke, often inaudibly. Sir Mark Oliphant

Nusslein-Volhard: Scope moves from simple to specificSimple short sentences


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Nies Bohr: Nobel prize acceptance The present state of atomic theory is characterized

by the fact that we not only believe the existence of atoms to be proved beyond a doubt, but also weeven believe that we have an intimate knowledge of the constituents of the individual atoms. I cannot onthis occasion give a survey of the scientificdevelopments that have led to this result I will onlyrecall the discovery of the electron toward the closeof the last century, which furnished the directverification and led to the conclusive formulation of

the conception of the atomic nature of electricitywhich had evolved since the discovery by Faraday of the fundamental laws of electrochemical theory, andits greatest triumph in the electrolytic dissociationtheory of Arrhenius.


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Einstein on Bohr Bohr stated his opinions like one perpetually

groping and never like one who believeshimself to be in possession of definite truth.


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Scientific presenters Successful scientific presenters

Ludwig Boltzmann Albert Einstein Richard Feynman Rita Levi-Montalcini Linus Pauling

Became strong presenters later in their careers Heinrich Hertz, J. Robert Oppenheimer

Chien-Shiung Wu Rise above those obstacles to make successful

presentations Marie Curie


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Michael Faraday on presenting

[Lectures] depend entirely for their value onthe manner in which they are given. It is notthe matter, not the subject, so much as theman.


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Scientists who used analogies,examples, and stories

Otto Frisch when describing the size of a nucleus: If an atom were enlarged to the size of a bus, thenucleus would be like the dot on this i.

Einstein used the analogy of shooting sparrows inthe dark 7 to describe the likelihood of producingnuclear energy with alpha particles striking nitrogennuclei.

Fred Soechting when describing his work withturbine blades in gas turbine engines: The amountof power produced by a single gas turbine bladeequals that of a Masarati sports car. 8


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Issac Asimov on Linus Pauling

On March 21, 1949, I attended a lecture givenby Linus Pauling.... That talk was the best talk by anyone on any subject that I had everheard. The talk was more than a talk to me.It filled me with a desire of my own to becomea speaker.


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James Watson on Paulings presentations

Paulings talk was made with his usual dramaticflair. The words came out as if he had been in showbusiness all his life. A curtain kept his model hidden

until near the end of his lecture, when he proudlyunveiled his latest creation. Then, with his eyestwinkling, Linus explained the specific characteristicsthat made his model the -helix uniquely

beautiful. Even if he were to say nonsense, hismesmerized students would never know because of his unquenchable self- confidence.


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David L. Goodstein on Robert Feynman

[Feynman] absolutely riveted the attention of everyone in the room for the entire time he was there.His need to do that helps explain some of the racystories he liked to tell about himself, but it also lies

close to the core of what made him a great teacher.For Feynman, the lecture hall was a theater, and thelecturer a performer, responsible for providing dramaand fireworks as well as facts and figures. This wastrue regardless of his audience, whether he wastalking to undergraduates or graduate students, to hiscolleagues or the general public.


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Professor David Goodstein on RobertFeynman

But even when he thought he was explaining thingslucidly to freshmen or sophomores, it was not alwaysreally they who benefited most from what he was

doing. It was more often us, scientists, physicists,professors, who would be the main beneficiaries of his magnificent achievement, which was nothing less

than to see all of physics with fresh new eyes.


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Oppenheimers early lectures Consider J. Robert Oppenheimers early

lectures given at California-Berkeley in 1929.Only twenty-five years old, but already wellknown for his work on the quantum theory,Oppenheimer began his teaching that firstsemester with a class full of eager graduate

students. Halfway through the semester, though, the

number of students registered for his course

had dropped to one.


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Daniel J. Kelves on Robert Oppenheimer

Desperately eager to reach his students, hissensitivities sharpened by his own past difficulties,Oppenheimer made it a point to pay as much attention

to the troubles of his charges as to the intricacies of his subject. His language evolved into an oddlyeloquent mixture of erudite phrases and pithy slang,and he learned to exploit the extraordinary talent for

elucidating complex technical matters.


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Result of Oppenheimerspractice

Later students found him to be the moststimulating lecturer they had experienced .


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Nobel Prize winner Hans Bethe aboutOppenheimer

Probably the most important ingredientOppenheimer brought to his teaching was hisexquisite taste. He always knew what were theimportant problems, as shown by his choice of subjects. He truly lived with those problems,struggling for a solution, and he

communicated his concern to the group.


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Lise Meitner on Ludwig Boltzmann(the developer of the statistical treatment of atoms)

Boltzmann had no inhibitions whatsoever aboutshowing his enthusiasm when he spoke, and thisnaturally carried his listeners along. He was fond of

introducing remarks of an entirely personal characterinto his lectures.


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Lise Meitner on Ludwig Bolzmann

[The lecturing of Boltzmann] was the mostbeautiful and stimulating thing I have everheard.... He was so enthusiastic abouteverything he taught us that one left everylecture with the feeling that a completely newand wonderful world had been revealed.


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Eve Curie on her mother MarieCurie

On Monday and Wednesday, my mother was nervous andagitated from the time she got up. At five oclock on thesedays she lectured. After lunch she shut herself into her study inthe Quai de Bthune, prepared the lesson, and wrote the headsof chapters of her lecture on a piece of white paper. Towardshalf-past four she would go to the laboratory and isolateherself in a little rest room. She was tense, anxious,unapproachable. Marie had been teaching for twenty-five

years; yet every time she had to appear in the littleamphitheater before twenty or thirty pupils who rose in unisonat her entrance she unquestionably had stage fright.


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10 tips to develop confidence in conferencepresentations

1. Expect to be nervous2. Prepare3. Practice

4. Breathe5. Rehearse6. Focus on your audience 7. Simplify

8. Picture success9. Connect with your audience10. Pretend to be confident


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Advantages and disadvantages of different sources for speech

Sources Advantages DisadvantagesSpeaking from points Credibility earned

Ease of adjusting speechEye contact

Natural pace

Wording not exact

Long preparation time

Memorizing PrecisionSmooth delivery

Credibility earned

Eye contact

Potential for disasterUnnatural pace

Inability to adjust speech


Reading Precision

Smooth delivery

Credibility undercut

Lack of eye contactUnnatural pace

Inability to adjust speech


Speaking off the cuff No preparation time

Eye contact

Natural pace

Potential for disaster

Difficulty in organizing

Lack of visual aids


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Situations appropriate for eachsource of speech

Sources Situation

Speaking from points Conference presentation

Presentation at business meeting

University lectureMemorizing First few words of presentation

Short introduction of a speaker

Reading Press conference

Quotation within a presentationComplex wording within presentation

Speaking off the cuff Answering a question

Asking a question


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Voice quality

You should vary your voice, so it can be more interesting foryour audience. You can vary your voice in at least three ways:

speed: Speak at a normal speed, faster, more slowly, and you can stopcompletely! You can also pause to get your audience's attention.

tone: Change the pitch of your voice. Speak in a high tone or speak ina low tone.

volume: you can speak at a normal volume, loudly and you can speakquietly. Lowering your voice and speaking quietly can attract youraudience's interest.

The important point is not to speak in the same, flat voice throughoutyour presentation. This will put your audience to sleep.


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Face the audience and speak loudly and clearly

Dont look at your slides makes you to speak to the screen.This quiets your voice and breaks your contact with theaudience.

Look at slides on your laptop screen in front of you If you must look at the main screen, look at it quickly and then

face the audience. Make simple slides with short text, so you wont have trouble

knowing where you are when you quickly look at the screen.


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Think about your presentation goals

In conference talks you should have at least two goals:

1. leave your audience with a clear picture of yourcontribution,

2. make them want to read your paper.


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Focus on the main points

Your audience is not going to remember details. So, less ismore.

You do not need to provide all the background on how youreached this interpretation.

You do not need to defend the validity of your idea. You don't need to give a literature review. Give short, take- home points that theyll remember. They can

always read your paper later, but if you dont interest them,

they will not read it. Don't summarize popular ideas. Don't assume that a critic familiar to you is familiar to

everyone else. Consider the audience to whom you are speaking.


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Think about your audience

Most audiences should be targeted in layers: some are experts in your specific area, some are experts in the general area others know little or nothing.

Who is most important to you? Can you still leave others withsomething? For example, target the body to experts, butmake the prediction and summary to everybody.


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Timeline showing presenter reaching multipleaudiences by beginning at surface of the topic, divinginto a subject, and then surfacing to gather entire

audience.


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Have a timing device

Use a watch or cell phone with a timing function. PowerPoints Presenter Tools has a stopwatch. The

problem is remembering to start the stopwatch at thebeginning of your talk.

Develop your sense of timing by always using the same slideformat. Decide in advance which slides you can skip As a beginning speaker, dont leave your outline

Dont try to do something unplanned during a talk. Practice telling a joke or a story and make your audience

think you just thought of it


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A short conference talk outline Title/author/university (1 slide) Abstract (1 slide) -Give the basic problem and answer. Outline (1 slide) -Give the talk structure. Motivation and Problem Statement (1-2 slides) -Why does

anyone care?

Related Work (0-1 slides) -Talk briefly about this, or you caneliminate this section and refer people to your paper. Methods (1 slide) -Cover quickly in short talks and refer

people to your paper. Results (4-6 slides) -Present key results with implications. This

is the main body of the talk. Do not cover all the results. Coverthe key result well.

Summary (1 slide) Future Work (0-1 slides) Backup Slides (0-3 slides)


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Using quotes in your speech

If you quote another source, pause and indicate the quote by saying"quote . . . . . end quote."

Don't use long quotes or quote too much material. Your audiencewants your ideas, not what you have found from others.

If it is necessary to include long quotes , give the audience ahandout

Read the speech out loud as you revise. Be careful criticizing other scholars.


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About PowerPoint PowerPoint saves time compared to writing on the whiteboard. Dont use all PowerPoints fades, transitions, backgrounds and sound

effects.

Talk to the audience, not the screen One of the worst presenter mistakes is to face the screen while talking.If you do this, the audience will be looking at your back, and theywon't be able to hear you.


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Prepare for computer problems many things can go wrong with the computer, the projector, the

software, the connector cables, your USB, or your presentation. Dont assume that what works on a PC will work on a Mac. Dont assume your host will have the same version of PowerPoint that

you do.

Bring backup Begin making backups several days before the talk. Use a USB, a CDROM, or some other common format. Internet backup isn't reliable, you can't be sure you'll have a

connection.

Bring printed notes or outlines If the computer or the projector dies in the middle of your talk, you'llhave no time to fix it.

Be prepared to deliver your talk without the slides. Bring printed notes.

O h i bl


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Other presentation problems

Someone asks a question about an issue you plan to discuss

later. Answer the question briefly, and say you plan to go into detail later. You lose your thought in mid-sentence.

Smile, say "excuse me" and start again.

You plan to go through a handout page by page but peopleare moving ahead of your speech.

Don't give handouts until after the presentation is over. Give people a rough idea of where different parts are located, then

people are more likely to stay with you.

Your throat dries out Roll a tiny piece of paper into a small ball and place it between your

gum and your facial tissue in the back of your mouth. It will stimulatethe flow of saliva.


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Someone starts a private conversation while you arespeaking.

First, ask if there are questions. Second, ask if you can do anything to clarify. If they will not stop, continue your presentation but move

nearer to them. Lower your voice or pause.

Notice your audience and respond to their needs Take control of the environment

Distribute copies of your paper


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Conference presenters can use humor to help the audience: Remember the main points See the big picture Retain information longer Interact with members of the audience Present a sensitive idea without the audience getting

angry Feel free to express themselves

Humor takes practice You need to make a connection with the audience by

promoting interaction and openness. You can develop humor by talking to some of the audience

before the presentation


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Inappropriate humor for conferences: Dont do the following in conference presentations:

1. Use prepared jokes that have no connection to yourpurpose2. Read your jokes and stories.3. Laugh at your own jokes; or start laughing before you tell

them.

4. Announce that you are going to tell a joke; and apologizeif it is bad.5. Criticize the audience for not laughing.6. Tell stories that make fun of others or make them look

bad.7. Act like you are better than others.8. Use humor that the audience may not understand.9. Embarrass people.10. Tell dirty stories.


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Using PowerPoint at

Conferences


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Dont Write Everything and Read

Your PowerPoint presentation should: Clarify ideas Emphasize key points

Show relationships Provide visual information to ensure the audience

understands your message


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Slides Should be Short Slides help you, and your audience, follow the flow of

the talk. Not too full: 6 lines of text per slide is enough; 9 lines is

a lot; 12 lines is unreadable. Bullet points should be a few words, not complete

sentences. If you need more space, use more slides.


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Use Big Type . Change the font size in the Preferences of the browser,

when using a web presentation.


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Determining Font Size

Your audience may be look at the screen from70 feet away.

Fonts should be 24 points or larger


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Choosing a Font

From a distance, youll notice that the serif (Times)font and the narrow or condensed font are moredifficult to read. Dont sacrifice readability for style.Your job is to communicate.


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Use the Correct Font for EasyReading

For handouts or take-home material, use a serif font. For projecting on a screen, using a slide, overhead

or multimedia projector, use a sans serif font.Because serif fonts can look fuzzy when projected.


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Choosing a color Yellow with black letters is considered the most readable.

Color blindness Unwanted light affects color contrast by turning dark reds

and greens much lighter. About 10% of people have difficulty with reds and greens.

Use contrasting colors A dark background with light text is easily readable Use drop shadows

Avoid busy backgrounds Avoid using red text AVOID ALL CAPS!


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Choose White or Light Colored

Slide Backgrounds Dark text on light colored slides can usually be read

with lights on. Avoid dark images that wont show up well on a

screen. Be aware that sunlight shining directly on your

screen will make it less visible.


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Presenting with Charts Simplify charts

Changing the chart format How do you know when to use which chart? That depends

on how well youve stated the message. Your heading should always tell people what you want

them to look for on a chart. Choosing the chart

Once you have an action statement as a heading, look atthe verbs in the statement to get an idea of the best chartto use to present your data.


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Look for a key word Grow Decline Trends

Line charts are best when a variable has more thanfour or five data point. The slope of the line quickly tells the audience the

direction of the trends.

Line chart

Showing Change Over Time


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Look for a key word Ranks Compares Highest profit The lowest interest rate The most products sold Rank variables from largest to smallest

Bar charts are often the best way to compare a set of individual items or several sets of related items.

The bars length corresponds to its ranking; the bars labelidentifies the item.

Bar chart

Comparing Items at One Point in Time


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Comparing Parts of a Whole

Look for key words

Percentage Portion Share

The number of pie slices should not be more thanfive, and each slice should be easy to see andinterpret.

Pie chart


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Comparing Data by Geographic Location

Look for key words Country Area

Distinguish among regions by using different colors,shadings, or symbols.

Segmented bar chart


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Additional Tips for Graphs and Charts

1. Show one message per chart. Make the message the heading.

2. Make the chart easy to read. Make the most important text largest, themost important data lines or sections darkest.

3. Be accurate. Always start a numerical axis at zero. Compare only likevariables.

4. Eliminate all unnecessary details.

5. Use no more than four colors per visual.

6. To focus attention, use color, shading, or images such as arrows to highlightkey words or concepts.

7. Write in upper and lower case. Words written in all capitals letters are hardto read.

8. Make bars and columns wider than the spaces between them.


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Dont Get too Technical

The more advanced the technology, the more likelythere are to be technical problems. Speakers oftencome in at the last minute and are completely

destroyed when their equipment doesn t work. Itcreates panic for everyone. Always send a copy of your presentation to the conference office inadvance so it can be loaded and tested.


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Dont Apologize for Errors

Dont apologize for poor English speaking, it wastestime and adds no value to your talk. Dont commenton spelling, grammatical, or other mechanical errorsin your presentation. Most of the audience wontnotice unless you apologize.


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Buy a Laser Pointer and WirelessMouse

They are inexpensive, and are extremely useful. Itis helpful to be able to change pages from acrossthe room and point out key graphs and charts.


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The Last Thing on Your PowerPoint

At the end of your presentation while answeringquestions, leave up a contact info slide containing

your name, e-mail, address, and website URL relatedto the talk if you have one.


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Handling Q&A

Why Are Questions and Answers


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Why Are Questions and AnswersImportant?

Questions and answers are important for several reasons: Get attention Create interest Get feedback Make points easy to remember Create audience interaction Promote new thoughts

To get comfortable with Q&A sessions and questions,start asking questions throughout your presentations.


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Before the Presentation

Prepare for criticism by telling your ideas to a criticalfriend. Bring a list of references when answering questions. Take notes of questions and suggestions. Dont be afraid to say you dont know the answer to

a particular question. If you are using slides, save several slides and use

them to answer expected questions.


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At the End of the Presentation

There are two endings to a presentation with a final Q&Asession.Example:

At this point, I want to get your opinion on this approach.

This side of the room first.

The second close is after the questions to summarize the

main points of your presentation.Example:

As you can see from the questions and comments, this topicis confusing and we don t have all the answers but here iswhat you can do for now...


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After the Presentation

Sometimes question time is so exciting that you can tanswer all the questions with the time you have. Tellpeople ways to contact you and when and how youwill respond. Think of ways to share these questionsand answers with all members of the audiencethrough an e-mail list or Web site.

12 W E A di


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12 Ways to Encourage AudienceQuestions

1. Announce the question session in an open,conversational way.

2. Design questions into your content and delivery: Title: Why Knowledge Management? and Why Now? Opening: What is the biggest problem facing

researchers today? Content: My presentation is about four key questions. Ending: Considering these facts, how can you not act?


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3. Ask a question, pause and then give the answeryourself.

4. Bring up questions you have been asked by otheraudience.

5. Let the audience know in the beginning there is aQ&A session, and when it is and how long it is .

6. Provide a seating arrangement where the audiencecan see each other.

7. List questions in the presentation announcement orbrochure.

8. Provide a white board for the audience to write aquestion at any time. Start your Q&A session byanswering these questions.


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9. Pass out paper for the audience to submit theirquestions. They may forget what they weregoing to ask earlier. This is often used at publicmeetings and when the audience is large.

10. Don t ask for feedback and then start to pack upyour laptop or your notes. This sends the clearsignal that you are done and ready to go.

11. Arrange for someone in the audience to ask thefirst question to start the process.

12. Ask yourself what questions you hope no one asksand then prepare to answer them.


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Why Do People Ask Questions? Because they want to know the answer Because they want to make a point To impress the audience

To see if you know the answer To see how you handle questions and the stress To attack your methodology To make you look bad (for example, if they are

competing with you for a job) Some ask questions that are in fact a personal attack

(but not often)


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Don t let an interesting but unrelated question start

you on a new speech. Don t let your presentation continue on thinking the

Q&A time is extra time for your presentation.

Consider questions as an honor your presentation.Good ideas create questions. Boring presentationsmake people leave.

3 Step Template for Answering


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3 Step Template for AnsweringQuestions

1. Listen to the entire question before you

answer

2. Thank each person for asking the question.3. Then follow the template below.

Repeat Respond Review

Additional Tips on Handling


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Additional Tips on HandlingQuestions

Ask people to stand up when they ask a question.This does two things:

1. It shows you who is asking the question

2. Makes it easier for the audience to hear thequestion

Wh t If Y D t K th


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What If You Dont Know theAnswer?

Suggest someone in the audience more qualified answerthe question. Professor M. has studied this extensively.

Delay, That s a good question...

Ask a question: Can you clarify what you mean? Admit you don t know but will research it for them. Repeat the question in a different way: Is this what you

are asking? [Then say a question you can answer] If you don t have a good answer after these delaying tactics,

say: Let s talk about that after my talk.

Wh If Y C Thi k f N hi


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What If You Can Think of Nothingto Say?

1. Smile: People always like people who smile.2. Tell a story: Stories take time and you can be thinking

about your next point.

3. Change the topic of the question to something youknow about. If you dont know the answer to a question, than

answer a different question.

What If You Dont Understand the


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What If You Dont Understand theQuestion Because of the Speakers Poor

English? If you don t understand the English, ask the speaker

to repeat the question. If the questioner still asks and you still don t

understand, say, Great question, but it quite specificto your field and does not concern everyone here,see me after the talk and we can go into more detailabout it.

Quickly move to another question or conclude yoursession.

What If Someone Keeps


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What If Someone KeepsInterrupting You While You Are

Talking?

If its just a clarifying question and its short,answer it and keep speaking.

If somebody keeps making long, loud comments,or begins to argue with you in the middle of your

talk. This can be very stressful, especially if you area grad student or new professor.


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Dont Let Your Time Get Wasted

Speech times dont get extended for time wasted bythe audience. You need to develop a strategy forkeeping control. The best ways to do this follow. look at whoever is chairing the conference session, or your

sponsor at a job talk. you can wait politely for a pause in the attack, and then say

as calmly as possible something like: Thank you for yourcomment. Id like to respond, but if you dont mind Id liketo wait for the question period.

Your Final Solution to An Attacking


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Your Final Solution to An AttackingAttendee

You need to say loudly but firmly, as strongly asyou can: Sir, please allow me to finish my talk.

Then, proceed and ignore further interruptionsfrom that person.

R i Aft Y P t ti


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Remain After Your PresentationSession

Be available to answer additional questions if youcan.

Make notes about the questions, suggestions, newthoughts you can use these comments to improve apaper for publication and your reviewers may be inthe audience.

N


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Notes

Isaac Asimov, Foreword to Linus Pauling: A Man and His Science, Anthony Serafini (SanJose: to Excel, 2000), p. xiv. Michael White and John Gribbin, Einstein: A Life in Science (New York: Penguin, 1995), pp.

164 165. Ruth Sime, Lise Meitner: A Life in Physics (Berkeley: University of California Press, 1996),

pp. 96 97.

D.H. Frisch, private communication to Abraham Pais, Reminiscences from the Postwar Years, Niels Bohr: A Centenary Volume, ed. by A.P. French and P.J. Kennedy (Cambridge,MA: Harvard University Press, 1985), p. 247.

Richard P. Feynman, Surely, Youre Joking, Mr. Feynman! (New York: Norton & Company,1985), p. 166.

Michael Faraday, letter to Benjamin Abbott on 11 June 1813, The Selected Correspondence of Michael Faraday, ed. by L.P. Williams, R. Fitzgerald, and O. Stallybrass (Cambridge:Cambridge, 1971), pp. 60 61.

Lise Meitner, Looking Back, Bulletin of the Atomic Scientists, vol. 20 (November 1964),pp. 2 7.

David L. Goodstein, Richard P. Feynman, Teacher, Most of the Good Stuff : Memories of Richard Feynman, ed. by Laurie M. Brown and John S. Rigden (New York: AmericanInstitute of Physics, 1993), p. 123.

For More Information


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For More Information

Information available

www.editing.tw Editing and Translation Books How to write and publish an academic paper in 16 weeks How to attend, speak or present a poster at an academic conference

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Speech D - How to Present a Paper at a 1

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