Advanced Academic Writing 7th lecture

1. Graduate school of Engineering Wide Lecture 3799-027 Advanced Academic Writing 7th lecture 5th period 16:40-18:20, Wednesdays Eng. 2nd bldg. Room 211 KumikoMorimura, Ph. D Global Ware Project Global Center for Innovation in Engineering Education, The University of Tokyo morimura@t-adm.t.u-tokyo.ac.jp

2. Recap from the 6th lecture style templates Intellectual Property Rights Titles Ethics Advanced Academic Writing 7

3. Today’s Program: Next week in EES-B: Structure & content, slide design, useful phrases Advanced Academic Writing 7

4. Preparing for a Presentation

5. Thinking about Your Audience • Imagine a circle that contains all of human knowledge • By the time you finish elementary school, you know a little • By the time you finish high school, you know a bit more • With a bachelor's degree, you gain a specialty • A master's degree deepens that specialty • Reading research papers takes you to the edge of human knowledge • Once you're at the boundary, you focus “The illustrated guide to a Ph.D.” Matt Might (matt.might.net) Advanced Academic Writing 7

6. Your PhD • You push at the boundary for a few years • Until one day, the boundary gives way Advanced Academic Writing 7

7. Of course, the world looks different to you now Advanced Academic Writing 7

8. But, don't forget the bigger picture Your PhD “The illustrated guide to a Ph.D.” Matt Might (matt.might.net) Keep pushing. Advanced Academic Writing 7

9. Analyze Your Audience To whom are you going to make it? • Background, Affiliation, Age, Sexuality, Nationality, Education • Knowledge: How far they know about the topic • Attitude: Are they interested in the topic? Do they have their opinion? • Expectations：Participating actively or passively • Number of participants：With a microphone? How big the gesture or voice should be. Advanced Academic Writing 7

10. General Public Science club Your Department Your Lab. Academic Conference Presentation for your lab Presentation for a general audience Advanced Academic Writing 7

11. Why do you present? • PR for your paper • PR for YOU! (“Networking”)Show people you are an enthusiastic, communicative (and capable) researcher who they like to talk with in the coffee break Presentations are NOT a test. YOU are the expert because YOU did the research. Advanced Academic Writing 7

12. The Process (1: Writing) • Look at the “Call for Papers” • Write & submit an abstract • Get accepted and invited to write a full paper • Write & submit the full paper • Get a peer review • Revise and submit your final paper Advanced Academic Writing 7

13. The Process (2: Preparing) • Check the instructions for presenters • Check your audience • Read titles of papers in the same track • Read abstracts/papers of other people in your session • Read your own paper and highlight the main points you want to talk about • Make your presentation • Brainstorm possible Q&A (and prepare answers/extra slides) • Practice your presentation (ideally with peer-review from your lab-mates or other friends!) • Get to the conference Advanced Academic Writing 7

14. The Process (3: On Location) • Check the instructions for presenters again (make sure you don’t miss important points like having to upload your files to a central server or attending a speaker’s meeting) • Check the room (size, layout, where do you stand, available equipment, laser pointer, microphone, clock/timer/LEDs/bell, …) • Set-up & test your presentation (Can you read your slides from the back of the room?) • Test audio & video • Meet the chairman, introduce yourself • Confirm time and at what times bells will sound Advanced Academic Writing 7

15. The Process (4: Presenting) • Get some water or so for a dry throat / to calm down • The chairman introduces you • You thank the chairman (chairman, chair person, Professor/Doctor/Mister/Miss, ...) • Greet the audience • Start your talk • Finish your talk • Ask for questions / discussion • Ask for more/other questions • Thank everybody Advanced Academic Writing 7

16. Preparing for a Presentation Be prepared, be friendly, be professional Advanced Academic Writing 7

17. Presentation Basics

18. 3 elements to make your presentation successful Delivery Logical Structure Visual Advanced Academic Writing 7

19. Logical Structure Brain Storming outward　１．Write down whatever came to your mind 　　　　　　 ２．Group related things 　　　　　 　３．Build a logical structure 　　　　　　 ４．Draw a conclusion return　　１．Write down conclusion first 　　　　　　 ２．Logic to support conclusion 　　　　　 　３．Ideas in groups slides Advanced Academic Writing 7

20. Tree Structure Text Chapter Chapter Chapter paragraph paragraph paragraph paragraph paragraph paragraph paragraph paragraph paragraph sentence sentence sentence sentence sentence sentence sentence sentence sentence sentence sentence sentence sentence sentence sentence sentence sentence sentence Advanced Academic Writing 7

21. Organize your Thoughts before starting PowerPoint 鉛筆と紙を持って、あるいはエクセルシートで考えを構成する 内容の詳細を考えたりスライドを作成する前に Advanced Academic Writing 7

22. Presentation Flow Introduce Elaborate Wrap-up Tell them what you are going to tellthem Tell them Tell them what you told them • Use this pattern • On presentation level (introduction/body/summary) • On section level (general idea of the experiment/details/main point or expected result) • On slide level(this graph shows how … /detailed explanation/so you see ... ) Advanced Academic Writing 7

23. Presentation Components Advanced Academic Writing 7

24. Make a Story Board Theme …slide(s) Agenda /ToC …slide(s) Review /Introduction …slide(s) Measures …slide(s) Results …slide(s) Discussion …slide(s) Conclusion …slide(s) Summary & Future plan …slide(s) Introduction Body Conclusion Advanced Academic Writing 7

25. Virtual “coffee” break Come to the front to sign your attendance. Imagine you are at an academic conference. While waiting, talk with someone you DON’T know.

26. MS PowerPoint features (1) Press F1 in presentation mode for shortcuts: Advanced Academic Writing 7

27. MS PowerPoint features (2) “Presenter view” (発表者ツール): use it wisely. • Do NOT read your script from here! • Use it to check time, transitions, keywords • Use it to select the right slide in Q&A • You should be able to present even without this tool Audience’ view Your view Advanced Academic Writing 7

28. Index Cards • Put one slide on a card • You can rearrange the order • Cut or add easily • Check the transition • You can hold them in your hand when you present Advanced Academic Writing 7

29. DELIVERY

30. Position • Greet at the front of the room • Stand by the screen （to point the screen） • Do not stand in front of the screen スクリーン PC audience Advanced Academic Writing 7

31. Eye Contact Screen point look PC Listen Talk listener presenter look Advanced Academic Writing 7

32. Your presentation has started before you say even a word When you approach the podium: • Be confident • Maintain a good posture • Make eye contact with the audience • Pause appropriately before beginning to speak • Do not rush, give the audience some time to adjust and focus their attention Advanced Academic Writing 7

33. Hands What do I do with my hands? • Keep them in view • Avoid distracting hand motions - pushing back your hair - clicking your pen - fidgeting ... all show stress • Let your gestures flow naturally • Diversify your gestures (avoid monotone) Advanced Academic Writing 7

34. Hands: some more advice • No hands on hips • No hands in pockets • No hands crossed in front of the chest • Have your palms pointing up when you point at someone/something • Tighten your tie/ adjust your clothing • Don't play with your keys/change in your pocket (empty pockets beforehand) Advanced Academic Writing 7

35. Laser pointer • Hold the pointer steady (if you decide to use it) • Do NOT point at the audience with the pointer • Do NOT underline text with the pointer • Do NOT circle images/text with the pointer (or do it just once, if really necessary) • Do NOT use it too much Image from: http://www.thinkgeek.com/product/5a47/ Advanced Academic Writing 7

36. Posture • Get a stable pose (no legs crossed, no one leg in front) • Stand (don't sit) • No slouching (stand up straight) • Walk around a bit (don't freeze in one position) • No leaning on the lectern • No swaying in place • Always face the audience Advanced Academic Writing 7

37. Dress code • “Great leaders dress a little better than everyone else.” Matt Eversmann, quoted by Carmine Gallo in “The presentation Secrets of Steve Jobs” • On your presentation day- a suit. • On every other day- business casual should do. • Conferences in Japan are often more formal than in Europe/ US. • However, keep in mind the location and type of the conference. • Look crisp and professional! Advanced Academic Writing 7

38. Eye contact: Why • To establish relationship with the audience • To appear more honest and professional • To get feedback: are they following you? • To stop you from reading your notes Advanced Academic Writing 7

39. Eye contact: How (1) • For a small audience- include as many people as possible • For a large audience, make contact with various parts of the room • Don’t go systematically around the room- be random • Look at different people across the room for at least 3 sec • Move to another person at the end of a phrase/sentence • Imagine many one-on-one conversations Advanced Academic Writing 7

40. Eye contact: How (2) • Look at the chairperson from time to time • Focus on people who seem to need it (bored, sleepy, not smiling, etc.) • Don't stare at the PC/screen/notes • Don't READ to the audience, TALK to them • Don't look at the screen, use the correct hand to point • Look at people’s reaction to what you are saying Advanced Academic Writing 7

41. Voice • Make sure you speak CLEARLY. • Never use a monotone- go from slow to fast, loud to soft, humorous to serious. • Your tone of voice shows whether you are passionate about your research. • Pause before you emphasize a point. • Speed up to show excitement. • Always have the big picture in your mind. • Try to have a WOW point. • Sound CONFIDENT. Advanced Academic Writing 7

42. Quick Tip Record your own presentation and watch it! People remember: • 10 % of what they read; • 20 % of what they hear; • 30 % of what they see; • 50 % of what they see and hear; • 70 % of what they say; and • 90 % of what they do and say from Metcalf, T. (1997) Listening to your clients, Life Association News, 92(7) p16 - 18 Advanced Academic Writing 7

43. Want to learn more? Advanced Academic Writing 7

44. Bonus advice

45. DO’s • Do use your voice to stress important points • Do show your enthusiasm • Do practice a lot (and ask for feedback) • Do make sure your slides/graphs are clear and readable (print on A4, put on floor, can you read it when you stand up?) • Do say something in the Q&A(“I'm not sure, maybe we can discuss it afterwards” instead of silence!) • Do learn from analysing other people’s presentations. (Many of them are bad. Why are they boring? Learn what NOT to do!) • Do enjoy your 10-20 minutes of fame • Do show interest in other people in your session/conference Advanced Academic Writing 7

46. DON’Ts • Don't apologise for bad English/bad preparation/... • Don’t worry about being nervous, it’s normal • Don’t try to put all details of your research/paper in your presentation • Don’t talk to the screen (it’s not listening anyway) • Don't talk like you write (NOT: Experiments were performed) • Don’t read or memorize your script • Don’t rely on “presenter view” in PowerPoint • Don’t think the Q&A is a test, the questioner is interested and wants to learn from you. Be confident. Advanced Academic Writing 7

47. Advanced Academic Presentation • Come to this room • Check the group list and know your group • Your presentationwill start from the next week • You will prepare for the presentation after listening to another lecture • Syllabus will be handed Advanced Academic Writing 7