“ How to prepare and give PowerPoint presentations in English”

1. “How to prepare and give PowerPoint presentations in English” Malcolm Fitz-Earle Ph.D. Emeritus Professor, Capilano University, Canada and Visiting Professor, Kyoto University, Japan

2. This PowerPoint presentation accompanies Section 5 of the book:“Professor Malcolm’s guide to scientific English writing” Published by Kyoto University Press

3. Topics • How to prepare the written parts of slides with text. • How to prepare the written parts of slides with photos. • How to prepare the written parts of slides with figures (e.g. graphs and maps). • Presentation tips. • Questions and answers.

4. How to prepare the written parts of the slides with text 1.Write brief notes, make slides and then give extra information verbally. 2. For written parts of slides follow these Rules • Bullet points • Sentences incomplete • Verbs omitted • Articles left out • No punctuation

5. Exercise: Use the ‘Rules’ to convert these notes on Japan's bears into a slide • Rules • Bullet points • Sentences incomplete • Verbs omitted • Articles left out • No punctuation Background on the brown and black bears of Japan. Brown bears are killed as nuisances in Hokkaido and Black bears are killed as nuisances in Honshu. Highlights of Japan’s climate: temperature, precipitation and sunlight. Impact of climate on agriculture and native vegetation.

6. Answer slide Japan's bears and climate: • Kills: Brown bears in Hokkaido Black bears in Honshu • Climate: .temperature .precipitation .sunlight • Agriculture and native vegetation

7. Note: This is an example of good writing taken from the Eco Tipping Points Projectwww.ecotippingpoint.org Villagers throughout Japan had depended for many centuries on a variety of non-timber forest products essential to their survival. Most important were: A clean and reliable water supply for rice field irrigation and household use. Fuel wood and charcoal for domestic cooking and heating. Leaf litter and grass that villagers applied to their fields as organic fertilizer. One hectare of agricultural field required five to ten hectares of forest to keep it going. Grass from the forest also provided fodder for livestock. Exploitative use of forests worked as long as Japan's population was small. The rulers' demands for timber sometimes led to severe local deforestation, but they were always able to shift the logging to new areas with "old growth" forests that contained an abundance of large trees for high quality lumber. Logging for timber demands of the elite often suited villagers because it opened up land for agriculture while also creating secondary forest, which was the best vegetation for providing organic fertilizer, fuel, fodder, and other forest products for subsistence. What is wrong with this slide?

8. We can’t read it! Here are some solutions: • Use correct font size and font colour • Use correct background colour

9. What is wrong with this slide? Villagers throughout Japan had depended for many centuries on a variety of non-timber forest products essential to their survival. Most important were: A clean and reliable water supply for rice field irrigation and household use. Fuel wood and charcoal for domestic cooking and heating. Leaf litter and grass that villagers applied to their fields as organic fertilizer. One hectare of agricultural field required five to ten hectares of forest to keep it going. Grass from the forest also provided fodder for livestock. Exploitative use of forests worked as long as Japan's population was small. The rulers' demands for timber sometimes led to severe local deforestation, but they were always able to shift the logging to new areas with "old growth" forests that contained an abundance of large trees for high quality lumber. Logging for timber demands of the elite often suited villagers because it opened up land for agriculture while also creating secondary forest, which was the best vegetation for providing organic fertilizer, fuel, fodder, and other forest products for subsistence.

10. There is too much information! Here are solutions: Include only a few points on one slide. Include only what the audience can read while the slide is being shown. Message: One slide – one minute!

11. Important non-timber resources in Edo: A clean and reliable water supply for rice field irrigation and household use. Fuel wood and charcoal for domestic cooking and heating. Leaf litter and grass that villagers applied to their fields as organic fertilizer. Here is a better slide:

12. The Global Magnitude of Species Loss IUCN Red List: 40,177 species assessed 16,119 species (40%) threatened with extinction Birdlife International: 9775 species of birds 1212 of species (12%) threatened with extinction Fish: Decline of open ocean species (e.g. tuna) in 50 years to 10% Decline of coastal species (e.g. Northern cod) almost to extinction Here is an example slide from a presentation:

13. How to prepare the written parts of the slides with photos • Title: In clear English • Source: Where did you find the photo? Give attribution. • Photo credit: Who took the photo? Give name.

14. Title: The tuberculosis bacterium Mycobacterium tuberculosis in human blood (Attribution) “This image is a work of the Centers for Disease Control and Prevention, part of the United States Department of Health and Human Services, taken or made as part of an employee’s official duties. As a work of the U.S. federal government , the image is in the public domain.” Note: Public domain means the photo may be used freely.

15. Photo credit: Keith Wade Title: American Black bear Ursus americanus in a Canadian garden

16. Hokkaido Brown bear Ursus arctos ferox Example of slide with photo, that includes title, source, photo credit and extra information: Source: Japan Bear Network Photo credit: Rumiko Nakashita Endemic to Hokkaido Shiretoko National Park population estimate 300 (2015) Status: threatened local populations (Japan Red Data Book)

18. Message: Excessive animation is annoying

19. How to prepare the written parts of the slides with tables • Clear titles • Columns must have headings • Rows readable • Limit amount of data • Footnotes readable • Source of data

20. Excerpt of climate data (pressure, rainfall and temperature) for Yamagata City Source: Japan Meteorological Agency 20

21. How to prepare the written parts of the slides with figures (e.g. graphs, maps) • Clear titles • Clearly labelled axes of graphs • Clear labels for maps • Correct units • Source

22. Graph of 10 years of climate data for Akita City Source: Japan Meteorological Agency (2014)

23. Maps showing Japan’s climate characteristics for 2013 Source: Tokyo Climate Centre, Japan Meteorological Agency, 2014 23

24. Message: Number all your slides.

25. Presentation tips • Check your timing. One slide –one minute! • Look at audience, look at slides and try not to look at your notes. • Use laser pointer correctly. Do not ‘wave around’ the laser pointer’s beam on the slide.

26. Tips on questions and answers • Is it a question or a comment? • If it’s a question, do you understand the question? • Repeat the question for the benefit of the audience. • Answer the question politely! Do not say : “I have no idea.”

27. Thank you for your attention!