Part 4A. Preparing visual aids for an oral presentation

The main thing to keep in mind during an oral presentation is to remember your audience. This will be the first time that the audience has seen your talk, so you should give them time to digest all of the content. This means that you should allow enough time to clearly describe all the information on each of your slides. This section will focus primarily on producing a PowerPoint display, as these are the most commonly used visual aids at our meetings. The general rule of thumb is to devote approximately one minute to each slide. This is definitely a good starting point; however, some slides, e.g., Title Slide, will go faster, whereas others, e.g., Results, may take longer to fully explain. For a 15-minute talk (12 min presentation + 3 min Q&A), 15-20 slides are plenty. Otherwise, you risk going over your time allotment. 

Preparing a PowerPoint presentation can be very intimidating the first time, but with the knowledge of a few of the programs little tricks it can be the most versatile form of presenting a talk. First, we recommend you find a friend to show you the program if you’ve never used it before. However, if your entire lab is computer-phobic you’ll find the program is not hard to use especially if you have used other Microsoft programs before. When you open the program select New presentation, choose a blank presentation rather than a premade one, because these are made for the business world and aren’t great for scientific presentations. Then choose the first slide that you want (all text, text and a graphic, completely blank…). You can format the slides by choosing the Format option and choosing font, or background, etc.

Part 4B. Text slides

Text slides can be used effectively in a variety of ways. For example, you might start your talk with a title slide, which includes your name, your affiliation (e.g., your graduate program) and of course the title of your talk. A text slide is also a good way to list those people and institutions you wish to acknowledge.

Some colleagues suggest combining these two, so that your opening slide shows your title and name, and gets the acknowledgements out of the way, but be careful because you do not want too much text, even on the title slide. The audience will naturally try to read all the text on your slides. Don’t overwhelm them by talking about materials that is not outlined in your text.

Text slides can also provide visual support as you present your introductory material. For example, one slide might show “bullet statements” of your central research objectives. Another might list your specific hypotheses or test predictions. If you are going to review some of the general research context, you could provide an outline of the highlights. Some speakers feel the need to cite specific seminal works, or even a direct quote or two, and text slides are the best way to do this.

Text slides can be a good way to outline your research protocol. If you have specific methods of data collection that your audience needs to know, like behavioral categories or hormonal assays, try a text slide to summarize. You might return to text slides when you are recapping your research findings and stating their significance. Or you might want to close your presentation with that list of acknowledgments.

The key to doing text slides right is to remember “less is more” and “bigger is better.” You have to design your slides keeping in mind the folks sitting in the back of the auditorium. If your slides aren’t visible and legible, then you might as well leave them at home.

• Use very few words. We recommend no more than six lines of type per slide, with at most seven words per line. Try translating statements into bullet statements or an outline. Keep the wording tight; use simple language, minimal jargon terminology, and short, uncomplicated sentences. Even removing small words can make a big difference (e.g., say “assay results” rather than “results of assays”). Remember that you will also be speaking to your audience. These slides are visual support of what you are saying, not a substitute for your oral presentation.

• Choose the right font. Use a typeface that is easy to read, such as Times New Roman, Arial or Courier. If you are a Macintosh user avoid fonts that do not go across platforms, such as Helvetica.  Studies show that text written in all capital letters is hard to follow; it is better to use bold print than all caps. Use the same typeface throughout your presentation. We recommend using 1.5 spacing so that the lines are easier to follow. Then use a font that is about as large as the slide will accommodate, for example title lines size 44, major text 32, and minor text 24.

• Choose the right color(s). We recommend using contrasting colors, light type on a dark background or vice versa, like white on cobalt blue, or dark green on a pale yellow. When in doubt, use a clean white background. Avoid red type – it looks good on your computer but is virtually impossible to read off of the slide screen. And at all costs avoid bright yellow as a background, it is blinding for everyone.

•  Different colors can be used effectively to guide your audience through your text. For example, you might write the section headings (“Introduction,” “Methods,” “Conclusions”) at the top of your text slides in yellow, and then have your bullet statements in white below these headers. However, please don’t get too carried away with color. Also bear in mind that a significant proportion of your audience may be red- green colorblind, so avoid this color combination.

Part 4C. Graphic images

Graphic images can be helpful in your Introduction in the form of flow charts. If you are trying to summarize how several variables interact, then a good flow chart might be just the thing. The same might be true for your Methods section. Schematic diagrams might help to show a piece of equipment or the physiognomy of a forest.

Tables are really tricky. So many talks include a table full of tiny words and numbers that are impossible to read. This situation is hardly helped by the speaker’s noting, “I know this is hard to read…” or “I don’t expect you to read all of this…” Then why show it? If you must provide a table, keep it to no more than four columns and three lines – that is about as much as your audience is likely to digest. Another way of dealing with this is to highlight the column or row you are discussing at the time in each slide. Then the next slide would circle or highlight the next data point of interest.

Graphics are most important in the Results section. Effective graphs will clarify your findings at a glance. Poor graphs will leave your audience irretrievably confused.  Our first recommendation is that you limit   the amount of information that you put into each graph. You might be tempted to compile all of your data into one mega-histogram, with ten different variables for each of your sixteen individual subjects across three months of testing, all stacked up in various colors and elaborate shadings and splashed across three dimensions, but please take pity on your audience. Try to keep it simple. Let each graph make one specific point, and plan to put just one graph on each slide. Be sure to clearly state your axes when discussing each graph. Start to plan this part of your talk by thinking about what type of graph is best for the type of data you are presenting.

Bar graphs:

If you are comparing two or three subjects (or groups) for two or three variables (e.g., large groups vs. small groups for rest time, play time and feeding time), then a bar graph is great. A “stacked” bar graph is good if you have to express proportions of the whole (e.g., out of 10 trials, what proportion ended in success vs. failure, with “success” at the bottom of the bar and “failure” stacked on top, and a separate bar for each subject). If the total for each subject (or group) doesn’t add up to 100%, then it is better to put the variables side-by-side, with a cluster of bars for each subject. Think creatively about how to summarize your data so that you have just a few bars up on the screen at any one time.

Line graphs:

Line graphs are good for displaying change over time (e.g., how weight increased over the 12 months of testing). One line graph can accommodate several sets of data (e.g., how weight, time with mother, and time with peers changed over time), but too many lines can get confusing. Again, keep it simple. Three lines is probably the upper limit for any one graph.

Pie charts:

Pie charts are good for presenting proportions of the whole (e.g., a daily activity budget: the proportion of the day your subjects devoted to playing, foraging, resting, grooming, traveling, etc.). Two pie charts next   to one another allow you to make a comparison (e.g., the daily activity budgets of two or more groups). In this way, they are like stacked bar graphs.

Scatter charts:

Scatter charts are often good for presenting data that does not follow an overall trend, but for which the comparisons of points is interesting. If you are going to draw the listeners attention to certain points (e.g., the chemical makeup of a certain food source), then it is vitally important that you highlight that point in the chart for that moment of the talk and then add additional slides that draw the reader to each comparison that you are making verbally, rather than just having a splash of dots that the reader can’t differentiate and you waving at them with the laser pointer.

Use of color:

Color is very helpful in presenting your results. For example, three lines of color representing different measures will be far easier to follow than three lines that are all black and differentiated only by little squares or circles. So color is good, but use some restraint. Your computer might encourage you to assemble a graph with 13 different data sets, each in a different color, with colored titles and subtitles, colored axis titles, a very colorful legend, and a faint map of the world in the background. This might seem like a great way to capture your audience’s attention, but the final product will look like Walt Disney just hurled on the screen. Better to keep it simple.

Hopefully your data will be accommodated by two or three colors. Choose colors that are bold and clear, and use them consistently throughout. Thus, if one graph presents “success vs. failure” for one trial, and another graph “success vs. failure” for another trial, then keep using that same red vs. blue for all of these graphs. Skip to a different pair of colors if you move on to “male vs. female.” Follow the same rules for graphics as for text: be sure to use contrasting colors for the graphic and the background, and for titles, use a large font that is easy to read.

A few other considerations:

Many programs will put in statistical markers, such as standard error bars. These are helpful, but make sure they are easy to see (i.e., use a good color). You might also find it helpful to mark “statistically significant” findings with asterisks, or even to write your “p-values” right on your graphs.

Be sure to have all of your axes clearly labeled and a good legend in place, with a font that is large enough to read. Titles and subtitles should be brief but descriptive so that your reader knows immediately what this graph presents. Also be sure that the axes don’t fall too close to the boundaries of the slide. Too many talks have met with failure when the projected slide is smaller than the slide on the computer screen and all of the axes are chopped off. Always tell your audience what the axes represent. This simple task improves the audiences’ ability to interpret your findings.

Be sure to make as many images as you need. If your presentation demands that you show a certain graph, then move on to another point, but then come back to that graph, make two copies of that slide. Presentations that demand flipping back and forth through slides are distracting at best.

Part 4D. Other types of images

Photos can be used effectively throughout your presentation, not only to make your points, but also to break up the monotony of text and graphics, and to keep your audience’s attention. Who doesn’t like to see dazzling images of primates? You might use a great picture of your subjects in the Introduction of your talk, just as eye candy while you discuss your general research objectives.

Photos are also important in the Methods section; they inform your audience immediately about your subject species. You might also use photos to depict some new apparatus or to show your subjects in action with their joysticks. If you work in the field, photos of your site at different times of year might clarify a point about seasonal changes. Photos of your field assistants are also appreciated.

Photos enhance your presentation only if they are of high quality. Choose images that are clear (rather than out-of-focus), of good color and contrast (rather than too light or dark), and easy to make out (rather than where’s-the-monkey-in-this-picture?).

Part 4E. Building an oral presentation

Some tricks to PowerPoint:

• Be creative and try new things, however, always remember to save your file before you push a new button to see what it does.
• If you insert a duplicate slide you can get an exact copy of your slide. This option is nice if you have a list you are trying to present. You can change the font of the point you are trying to highlight on each individual slide to draw the reader to your point, without overwhelming them with a list.
• You can duplicate graphs and add data points or lines of interest.
• You can animate the slide to bring up one bullet at a time, however, be sure to turn all noise making animations off. There is nothing worse than giving your audience a heart attack as your point appears on the screen accompanied by the sound of an explosion.
• You can import movies and vocals into the PowerPoint. We would caution you on this because there is no guarantee that the software you choose to make the film is on the computer at the meeting site.
• If possible, try projecting your talk on a data projector while you practice. This is good for two reasons. First, it gets you used to standing in front of the “big screen”, and resisting the temptation to talk to the screen rather than the audience. Second, some colors look great on the computer screen but not so great when projected. This will give you a heads-up if you want to adjust the colors.
• Always be careful when changing platforms (i.e., preparing your PowerPoint file on a Mac and presenting it on a PC). It is common for movies and even pictures to completely disappear. Be ready for problems – have backed up files and separately saved graphics files.

We encourage you to explore the options the computer gives you but also to remember that less is more.  Be aware that if you have a duplicated slide you may feel rushed during the presentation and breeze right past this slide without giving the listeners a chance to adjust.

We suggest you save your presentation on USB flash drive and on a cloud server. This way, you will be able to adjust your plan re. accessing the presentation if there are technology issues.

Also, it is VERY important that you avoid the greatest temptation that PowerPoint gives: the potential for procrastination. More than one primatologist has been caught putting the “finishing touches” on their presentation on their laptop in the plane, or worse in the session prior to theirs. Make sure you have everything ready before you go to the meeting. Although PowerPoint is flexible and can travel with you, there is no excuse for doing things last minute.  Plus, less time finishing your presentation equals more time free to socialize and meet other primatologists!

Part 4F. Preparing the verbal part of your talk

We have various recommendations about the content of your spoken presentation. First, be sure to leave the title slide up long enough for your audience to read it. Remember that the title slide puts your name in front of the audience, and that is very important. Think about a few words that you can say while that   slide is up, like acknowledging support, or introducing your research objectives.

There is a split decision on what to say during text slides. Some colleagues might recommend reading along, word for word, with your text slides. However, many others prefer an outline format on the screen while you provide a more complete verbal accompaniment. Do what feels natural for you. If you are planning to read the slide, try to read it verbatim rather than changing the wording, making it different from what is on the screen – that can throw off your audience.

Next, and really important, you MUST walk your audience through the graphs in your Results section. Even if you think that it’s the most straightforward bar graph in the world, remember that your audience is seeing it for the first time and is trying to digest it in about 15 seconds. Don’t make them work that hard.  As you put that image up, tell your audience what they are seeing (“This graph shows the food intake for monkeys in large and small groups.”). Clearly state your axes. Then walk them through the bars and lines (“The yellow bar is for the large groups…” “The white line is for juveniles”). And finally, make it clear how this fit into your presentation (“Thus, the data support the prediction that juveniles play more than adults, and indicate that play provides important experience for adult activities.”).

As you develop your presentation, keep reminding yourself that your audience will be listening to dozens of talks. Make yours as clear and dynamic as possible. Most people would agree that reading a paper is less dynamic than just speaking your way through your talk. However, many students are too nervous to wing it this way and therefore prefer to read the complete text. If you choose to read your presentation, try to make it as natural as possible. Write your text in short, uncomplicated sentences, using simple language and a minimum of jargon terminology. Address your audience as if they are intelligent laypersons, rather than experts in your subfield. Modulate your voice, striking a midpoint between a monotonic voice and a singsong voice. Try to look up and make eye contact frequently. Work hard to eliminate filler utterances such as “uh” or “um”.

Almost as important as the language you use is the speed at which you use it. Talking too quickly (either because you’re nervous or because you have too many slides) makes your talk hard to follow, and if the audience can’t understand the point of a slide before it’s gone it will lose interest quickly. Talking too slowly will make the audience’s mind wander and again, lose interest. The key is to practice and get used to a certain speed. For your first talks you can also write down “milestones” for yourself on your notes – e.g., Introduction 0:00, Methods 3:30, Results 5:00, … That way, if you are way ahead or behind, you can attempt to recover.

When you print out your text, be sure to use a very large font that you can follow even in a dim room. Go through and mark clearly where you should change slides. You might even consider using one page per slide rather than having a lot of text on each page, which increases your chances of losing your place as, for example, you glance between the slide screen and your text. PowerPoint allows you to print handouts or notes pages to go with your slides; this can be a great way of writing out what you want to say and having it directly attached to your slides. However, if you have the cute joke that you want to sound spontaneous, if you have it written in the notes of the program it is likely your audience will see it while  you are setting up or turning off your presentation.

Eventually, you might try going completely note-free, letting the slides themselves cue your speech. Thus, when the picture of the lemur feeding appears, then you know to say a few words about your subjects’ diet. This approach is often more engaging for the audience, and might even allow you to judge their response to the material, expanding (briefly) on topics that catch their attention and minimizing topics that are of less interest. However, to make this work, you must know your material really well, and have practically memorized the order of your slides. You must also be very careful about exceeding your time frame. This type of presentation has its risks but can make a very good impression if done well.

Most people would say that prepping for your talk is like getting to Carnegie Hall: practice, practice, practice. You might start by practicing in front of the mirror. If you are planning to read your talk, read it straight through, out loud, in a slow, clear voice. Try to set up your practice sessions like the real thing. If you plan to use a laser pointer, practice with this, too. If you will be using a microphone, try to rehearse with some similar equipment so that you don’t feel awkward when you are giving your presentation. Time your talk so that you are sure that it fits into the allotted time frame. If it is too long, do not just try to talk faster – cut something out.

If you plan to use a laser pointer, practice with it – but use it minimally. Laser pointers can be great for picking out one or two important outliers in a scatterplot. But too many presenters use laser pointers unnecessarily, for example circling the four bullet points on a slide as you read them. At best, this is distracting, at worst annoying! Ask yourself: will using the laser pointer on this slide improve the audience’s understanding of it? If the answer is no, leave it on the podium!

After you have become comfortable with your talk – after you have timed it properly and worked out the rough spots in wording and such – then try it out on some other folks. You might start with your roommate, friends or family. If possible, get together a group of students and professors from your department. If your graduate program doesn’t already have a tradition of older grad students listening to younger grad students’ practice talks, start one! They can comment on all aspects of your presentation, including the content and the delivery. And again, try to do this early enough in the game that you will have time for the major revisions they might suggest.

 

Part 4G. At the meeting – prepping for your oral presentation

Walk up to the front and stand in the place where you will be standing to give your talk. Practice using the equipment. You might be in charge of a microphone, the computer, a laser pointer, and lighting. Learn how everything works before the moment of truth is upon you. If you are planning to read your talk, we recommend bringing along a small flashlight, just in case there is no light on the podium. Don’t overload yourself with gear, but do be prepared for emergencies.

The conference will also have arranged for a time and place to submit your PowerPoint presentation. Most PowerPoint presentations are needed at least 15 minutes prior to the beginning of your session. However, it is wise for you to check your presentation on their computers well in advance of your talk, in case you have to fix all of your symbols or reinstall your graphics. This is particularly important if you will be switching from a Mac to a PC, or vice versa.

When the day of your session arrives, get there early. Go on up and introduce yourself to the person chairing the session. Your first name isn’t listed on the program, but you would probably like to be introduced as Jane Smith rather than J. Smith. The chair might also have some information to pass along to you, like the mode of keeping time, or some change in the schedule. Sit someplace where you can get to the podium easily, rather than wasting time extracting yourself from the middle of the row. Then, take a deep breath, relax, and give the talk of your life!