How to give
successful
oral and poster
presentations
J.W. Niemantsverdriet
Schuit Institute of Catalysis,
Eindhoven University of Technology
Eindhoven, The Netherlands
See also:
http:// www.efcats.org
1
How to give a successful oral presentation
develop your own presentation style…
… but try to avoid commonly made mistakes
Introduction
How often have you been listening to oral presentations that dealt with interesting science
while you nevertheless had difficulty to pay attention till the end? How often did you lose
your interest before the speaker had even come halfway? Was it because of the subject of
the talk or was it the way the speaker presented it?
Many presentations concern interesting work, but are nevertheless difficult to follow
because the speaker unknowingly makes a number of presentation errors. By far the largest
mistake is that a speaker does not realize how an audience listens. If you are well aware of
what errors you should avoid, the chances are high that you will be able to greatly improve
the effectiveness of your presentations.
The Attention Curve
The average attendee of a conference is by all
means willing to listen to you, but he is also
easily distracted. You should realize that only
a minor part of the people have come
specifically to listen to your talk. The rest is
there for a variety of reasons, to wait for the
next speaker, or to get a general impression of
the field, or whatever.
Figure 1 illustrates how the average audience
pays attention during a typical presentation of,
let’s say, 30 minutes. Almost everyone listens
in the beginning, but halfway the attention
may well have dropped to around 10-20% of what it was at the start. At the end, many
people start to listen again, particularly if you announce your conclusions, because they
hope to take something away from the presentation.
What can you do to catch the audience’s attention for the whole duration of your talk? The
attention curve immediately gives a few recipes:
· Almost everyone listens in the beginning. This is THE moment to make clear that you
will present work that the audience cannot afford to miss.
· If you want to get your message through, you should state it loud and clear in the
beginning, and repeat it at the end.
· The best approach, however, is to divide your presentation in several parts, each ended
by an intermediate conclusion, see Figure 2. People in the audience who got distracted
can always easily catch up with you, particularly if you outline the structure of your talk
in the beginning.
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Figure 1 Typical attention the audience
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Why does an audience get distracted?
There are many reasons why this may happen,
some may be outside your control, such as
inadequate sound systems, poor overhead
projectors, or noisy conference centers with
cardboard walls between two sessions running
in parallel. What you can do, is avoid anything
that may encourage the audience to stop
listening. Such mistakes fall in two classes:
speaker’s errors and presentation errors. We
list a couple of the most common ones, most
are self explanatory.
1) The speaker lives in his own little world of
research, he believes that all the
background information needed to
appreciate the meaning of his work is
common knowledge. This is seldom the
case!
2) The structure of the presentation is unclear,
and consequently the line of reasoning is
hard to follow. Important matters as
problem identification, aims, or motivation
are insufficiently clear.
AUDIENCES LOVE BACKGROUND
INFORMATION!
You can raise the interest of attendees
who are not per definition interested in
your subject, by giving them the
impression that they will learn
something from your talk. Note that this
part of the audience is more interested
in general aspects than in the details.
You certainly need to give them a good
introduction into the background of your
subject, before they can fully appreciate
the subtleties of your work. Hence, you
should spend at least some 30% of your
time on general themes, e.g. what is
known about the catalytic reaction and
the catalysts and how it is applied in
industry, or perhaps a less known
method of research that is more
generally applicable, etc. A large part of
the audience may find this very useful to
know. But what is even more important,
with sufficient background information
they will understand a lot more about
your specific results, i.e. that part of the
talk you are most proud of.
Introduction Various Themes
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Average Presentation
Efficient Presentation
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Figure 2 Ideal attention curve of an audience when the speaker divides his talk in
recognizable parts, each summarized by intermediate conclusions. If people loose their attention
for some reason, they can easily catch up with the speaker in one of his intermediate summaries.
The big advantage of this approach is that every important item is said several times. Repeating
the essentials is the key to getting your message across
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3) Visual aids (transparencies, slides) are inadequate, confusing, unreadable, too small, too
crowded, etc. Some speakers show too many in a too short time (one per minute is not
bad as a rule of thumb).
4) The speaker uses long, complicated sentences; he uses unnecessary jargon, abbreviations
or difficult words. Passive sentences (“From this figure it was deduced that …” or ” It
was therefore concluded that ……) are more difficult to follow than active ones (”This
figure implies that …” or ”Therefore, we conclude that …” ).
5) Even worse is when the speaker reads his
speech from paper and forgets that
a) written language is usually more formal
and complicated than language used in
everyday conversations, and
b) reading written text goes a lot faster than
impromptu speaking.
In such cases the audience will definitely
experience information overload. Of course
we sympathize with the speaker who feels
insufficiently confident in English. However,
reading a text is almost always an
unsatisfactory solution. And after all, nobody
in the audience will blame you for a couple of
mistakes in the language, English will be a
foreign language for the majority of the
participants.
6) Monotonous sentences, spoken either too fast or too slowly, lack of emphasis, unclear
pronunciation, all make it difficult for the listeners to stay attentive. Some speakers turn
their back to the audience and watch the projection screen while they are talking, in
stead of trying to make visual contact with the audience.
How to organize your presentation
You should be aware of fundamental differences between an oral presentation and a written
report. In the presentation the listener by necessity has to follow the order in which the
speaker presents his material. The reader of an article can skip parts, go back to the
materials section, take a preview at the conclusions when he reads the results, etc. Exactly
because of this reason, all scientific reports follow the generally adopted structure of
Abstract – Introduction – Experimental Methods – Results – Discussion – Conclusions –
References. However, this structure is totally UNSUITABLE for an oral presentation.
Nevertheless, the majority of contributed talks at a conference adheres to it.
Why is this generally accepted structure unsuitable for lectures? Because the listener will
have to remember details about the experimental methods until the results are presented, and
he must recall the various results when the speaker deals with the discussion. In other
words, details that should be combined (the why, how, what and what does it mean of a
particular experiment) are treated separately. You ask a lot from the audience if they need to
remember all these facts and figures until at the end you explain how these bits and pieces
fit in a larger picture.
Grouping together what belongs together is a much better way to organize your talk. Hence,
if you discuss characterization by e.g. XPS, you start this part of the presentation with a few
introductory remarks of what you want to learn about your catalyst, how XPS may help you
Not too fast, please….!
Many speakers have rehearsed their
talk so often that they speak too fast.
Others simply have so much to cover,
that the only way to stay within the
allotted time is to speed up. Of course,
this is not in the interest of the audience,
particularly not at an international
meeting.
… and try to vary your pace
As a rule of thumb, speaking at 150
words per minute is all right. However,
try to vary your rate. Key ideas,
complicated points, or concluding
remarks (you may want to use one at
the end of every slide you show) are
best presented at a slower pace.
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to provide this information, then you show a few results and you discuss what they mean.
End with a conclusion. Then you go to the next item in your presentation, which may be
determination of particle size by TEM. When finished with this, you may give an overall
conclusion on the state of your catalyst before you go on to speak about catalytic behavior.
Figure 3 In an oral presentation you should group together what belongs together.
In Ten Steps To a Successful Presentation
You should realize that the two key issues in the preparation of a talk are:
· The message: What do I want the audience to know when I am finished?
· The audience: How do I present my talk such that the audience will understand and
remember what I have to say?
1) Start in time.
Once you submitted the abstract to the conference organizers, it is time to start thinking
about how you organize the material in a talk if your abstract will have been accepted.
Read about the background of your work, read related work, look at your own results
regularly and think about the most relevant conclusions. Try to imagine what type of
audience you would have and consider what you would have to include as background
information
General Introduction
not too short, is very much appreciated by
a large part of the audience
Catalyst & Characterization
• aims
• preparation of catalyst
• principles characterization technique 1
• results + interpretation
• principles characterization technique 2
• results + interpretation
• discussion of catalyst structure + conclusion
Catalytic Reaction
• aims
• experimental set up reactions
• results catalytic reaction
• results catalytic reaction at different T
• catalytic reaction at different pressures
• catalyst with promoter
Conclusions
• catalyst structure
• catalytic properties
• assessment and outlook
Article Structure Presentation Structure
not recommended for talks
Introduction
• goal 1
• goal 2
• goal 3
Experimental
• experimental set up for reactions
• preparations
• analysis technique 1
• analysis technique 2
Results
• catalyst characterization spectroscopy 1
• catalyst characterization spectroscopy 2
• catalytic reaction
• catalytic reaction at different T
• catalytic reaction at different pressures
• catalyst with promoter
Discussion
• characterization
• catalytic results
• effect of promoters
Conclusions
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2) The Message
Try to capture the message of your
presentation in a single sentence. This is
difficult. You will only be able to do this if
you really master your subject (which is
actually the main requirement for being
able to clearly present your work to
others).
3) Select Results and Order Them
Use the sentence under 2) as the criterion to select which results to include, in what
order, what basic information is needed to appreciate these results, and which
experimental details are necessary and which not. Be very critical, any experiment or
result that does not contribute to your main message should be left out.
Although it may at first sight seem natural to present your results in the chronological
order in which you obtained them, this does not have to be the most ideal order for the
audience to understand what you have done. Think about where to discuss highlights, at
the beginning? Near the end? Maybe dispersing the remarkable features through the
entire talk? It is up to you, but take the order which you feel appeals most to the
audience.
The scientific background of your audience determines how much you should explain
about experimental approaches, characterization techniques. Be careful NOT to identify
your audience with your supervisor, the majority of listeners is unlikely to possess much
specific knowledge about your subject. By the way, hardly anyone minds to hear
something he already knows, as long as you explain it well, and possibly in an
entertaining way.
4) Opening and Introduction
In the opening, i.e. the first few sentences,
you catch the attention, for example by a
scientific question, or a catchy or maybe
even provocative statement. Perhaps you
could already give the conclusion of your
work too. Try to speak slowly, with
emphasis, and look at the audience. Of
course, you must have prepared and
rehearsed the opening carefully.
However, before you give your opening
sentence, it is good to start with “Mister
Chairman, Ladies and Gentlemen … ”
followed by a few seconds of silence, in
which you look around to see if people are
paying attention. By doing so, you actually
force the audience to listen. With these
words you also test the sound system, and
you ascertain that your important opening
lines are going to be heard.
Example:
“I want to convince the audience that
among a class of bimetallic catalysts the
combination of Fe-Ir/SiO2 shows the best
catalytic performance for CO
hydrogenation and that it works because
the adsorption energy of carbon
monoxide is efficiently diminished with
respect to that on the single metals.”
DON’T DO THIS
An often heard, but poor start of a
presentation is:
”Good morning, ladies and gentlemen. I
am … ... and I’d like to tell you something
about my Ph.D. project at the Group of
Archaic Chemistry at the University of
Science City. The title of my talk is … … .
I will start with an Introduction, then
explain the experimental techniques, next
present the most important results, and
finally I hope to draw a few conclusions
and I want to acknowledge a few people.
So let us start with the Introduction …”
If you open this way you will find yourself
in the company of many others.
Nevertheless, this is a totally inefficient
way to start a lecture. How would you
respond if you were in the audience?
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In the rest of the Introduction, you sketch the background of your research. Remember
that many people will be very interested in a concise summary of the status in your area.
Hence, reserve sufficient time (i.e. at least 30% of the total time) for the general aspects
of your work. It is good practice to not only clearly identify the scientific question you
address, but also give the conclusion of your work, if you wish so. In this way you
enable the audience to better follow your reasoning and to anticipate on the outcome of
the experiments. In other words, you give them a chance to listen actively. Remember
that a scientific presentation is not a detective story which is solved in the last moment.
5) Conclusions and Ending
Conclusions should be properly announced to regain full attention. Present your
conclusions in relation to the questions you raised in the Introduction. Avoid all
irrelevant details. Once you finished the conclusions, you may acknowledge people who
helped you (not the coauthors listed in the program) and the Funding Agencies. Then
you may end with a final sentence that repeats the message of your talk, for instance:
“Ladies and Gentlemen, I hope I have convinced you that XY/Support is a very
promising catalyst for converting methane into synthetic gasoline at room
temperature.” This is the take-home message that the audience should remember,
hopefully in combination with your name and affiliation.
K - p r o m o t e d P d / M g O
0 1 2 3 4
K - promoter added (wt%)
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calcined
uncalcined
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Pd/MgO calc ined (LTR)
Pd/MgO uncalc ined (LTR)
Pd/Al2O3 calc ined (HTR)
Pd/Al2 O3 u n calcin ed (HT R)
0 1 2 3 4
K - promoter added (wt%)
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.u
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16
12
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4
0
Figure 4 Spreadsheets often produce unsatisfactory figures, particularly with respect to labeling.
A good figure has labels on the curves and not in a legend. Secret codes and jargon should be
avoided as much as possible
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6) Excellent figures have the highest impact
A picture is worth a thousand words. Well, not necessarily. Figures, especially those
generated by spreadsheets, may look neat and tidy but at the same time they may be real
puzzles (see Figure 4).A good picture to be used in an oral presentation
· is easy to read (large lettering, good contrast),
· explains itself (clear title, preferably a conclusion too)
· contains only relevant information,
· does not contain jargon or difficult codes that the audience needs to translate.
Hence, when showing a series of spectra or activity curves, you put an understandable
label on each curve (not a,b,c, which are explained in a separate legend!!). Avoid
reference to samples in codes such as “Sample AX234/a5” which may be handy in
laboratory notebooks, but are unsuitable in presentations (and in articles as well).
Using tables with numbers is in most cases not recommended. Remember that an
audience reads everything you show on a transparency, and while they read they pay
less attention to what you say. Also avoid theoretical formulas and mathematical
derivations. Sometimes you may have to show one, but try to keep it to a minimum.
You should realize that the human memory remembers in terms of pictorial information.
Hence clear figures, schemes, and diagrams are the best means to convey information.
7) Visual Aids: Overhead Transparencies, Slides, or Computer Projection?
Using transparencies on a simple overhead projector is more or less problem free. In
most cases, transparencies project well, are easy to read for the audience, and the lecture
hall does not have to be darkened so that people can make notes if they wish. For you as
a speaker, transparencies leave you the flexibility to make last minute changes, or even
write on them during projection.
Slides do not give this kind of flexibility.
Optimally prepared slides in combination
with a high quality projector can certainly
provide beautiful visual support to your
talk. Unfortunately, many slide projectors
offer less than optimum quality, and
moreover, many speakers show
unsatisfactory slides. In addition, many
things may go wrong: slide carrousels may
get stuck, slides may go upside down, the
slide control does not work properly, etc.
Another serious drawback of using slides is
that the lecture theater has to be dark,
making it difficult for the audience to take
notes. If the speaker is insufficiently
entertaining, one easily falls asleep…
Recently the use of computer projection
with a beamer has become popul
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