Preparing and Delivering Effective Educational Presentations

1. Preparing and Delivering Effective Educational Presentations Joyce M. Fried Assistant Dean Co-Director, Office of CME David Geffen School of Medicine at UCLA

2. Relevance of This Topic • Many academic talks are poor • Simple things can make your next talk better • Everyone benefits from a good talk - Audience is happier - You get invited back

3. Evaluation Comments to Avoid • “Tries to pack too much information in not enough time” • “Very disjointed, poorly organized” • “Too much data and spoke too rapidly” • “Danced from topic to topic and was not real organized” • “Went way over time” • “Used lots of abbreviations, many of them not understood” • “Overuse of laser pointer and too much round and round” • “Slow and dry and read his slides”

4. Today’s Topics • Planning your content • Improving delivery • Creating effective PowerPoints

5. Think of a “WOW” presentation that you heard… *** Why do you remember it? How was it special?

6. Mark Twain said… “It usually takes me more than three weeks to prepare a good impromptu speech”

7. Preparation • 10 hours yields 1 hour lecture • Don’t wait until the last minute • Borrow and acknowledge where appropriate • Watch others and model • Packaging

8. Type of Presentation • Scientific/research talk on your latest data • Review of topic or field • Pitches to funding agencies/industry; job talks • Teaching grad or medical students; CME

9. PLANNINGQuestion to Ask • Purpose of the meeting/lecture • Anticipated audience • Time allotted—does it include Q&A? • Other presentations • Format—if panel, contact moderator and co-presenters

10. Different Perspectives about What to Include… Your perspective: • What you believe is important The audience’s perspective: • What they will find interesting **Note: Resist the temptation to tell them EVERYTHING you know

11. Plan with Learners in Mind Objectives New knowledge is built on prior experience and requires a meaningful organization Audience buy-in Interests Prior experience Too much information Interferes with learning so leave things out Outline If they are not paying attention they cannot learn Attention

12. Objectives • What you want the learners to know/do after the presentation • For a CME course, “At the conclusion of this lecture, participants will be able to: • 1. • 2. • 3. “

13. Create a Need to Know with the Introduction • Clinical case • Puzzle or problem • Question to be answered • Jeopardy • Survey of experience or understanding • Visual stimulus • Video clip • Computer-simulation

14. Format for Research Presentation • Background • Aims/Hypothesis • Methods • Results • Discussion--Implications • Conclusion • Acknowledgments (no need to read them all)

15. Structure • New knowledge is built on prior knowledge. Link to prior learning. • Meaningful links are essential for understanding. Provide a road map. • Prior experience • Relationship to other ideas • Interests • Rationale

16. Teach for Transfer • Transfer from the classroom to the clinic is easier when material is organized in the way it will be used • Identify what you want listeners to remember objectives • Use an organizing system that is clear • Link new material to clinical applications • Take advantage of the power of the context

17. Provide Pockets of Depth Rather Than Only Broad Coverage • Begin with a general statement • Follow with • Deeper explanation • Demonstration • Memorable examples • Illustrations and applications • Move from simple to complex, familiar to unfamiliar

18. Attention Span In a lecture given by a brilliant researcher: • After 15 minutes, 10% inattentive • After 18 minutes, fidgeting • After 35 minutes, everyone inattentive • After 45 minutes, trance • At 47 minutes, sleeping, reading • After 24 hours, insignificant details recalled, and they were wrong

19. Maintaining Learner Attention • Interact with the audience • Pose a question • Voting • Refocus the audience • Key points • Summaries • Case vignettes • Insert active exercise • Buzz groups • Written exercise • Brainstorming

20. If You Are Beginning to Lose the Audience • Reiterate main points • Visual reminders in the slides • Verbal markers • Use of 15 minute blocks

21. Delivery“Three things matter in a speech: who says it, how it is said, and what is said – and of the three, the last matters the least”* * *“A good lecture is 25% content and 75% theater”

22. Once Upon a Time… • You are telling a story • Make it interesting and compelling • Let it build

23. DO Show Enthusiasm • Your audience is more likely to remember your personal style than your content • Let your personality show • Have a good attitude and smile • Greet audience; thank organizers • An enthusiastic speaker can make an average talk good, and a good talk great

24. Presentation Style—Pointers • Speak to someone in the back of the room, even if you have a microphone on • Make eye contact; identify a nodder, and speak to him or her (better still, more than one) • Move! • Watch audience for signs of fatigue

25. Common Traps • Using humor that bombs • Failing to highlight key points • Asking unclear questions • Upsetting, intimidating or belittling members of the audience • Technology or videos that don’t work

26. Annoying Habits • Ummmmmmmmm • Frown/scowl • Monotone • Speaking too fast • Reading your slides • The dancing pointer • Turning away from mike • Accent

27. Do Not Apologize • “I did not have time to prepare this talk properly” • “My computer broke down so I will present only half of the data” • “I do not have enough time to tell you about this” • “I do not feel qualified to address this audience”

28. How to End Your Talk • Summary • Why what they’ve heard is important • Take-home message • Closing comment • I hope you found this interesting and important • Thank you for allowing me to share this with you • I will be happy to entertain questions

29. Questions and Answers • Repeat the question--So that everyone hears it --To ensure you understood it • Keep your answer focused --Less is more • When you do not know the answer --Admit you do not have the answer --Volunteer to follow up and then do so!

30. Conquering Those Butterflies • Practice • Experience • Success • Practice

31. PowerPoint™ There are 400 million copies of Microsoft Office software installed and 30 million PowerPoint presentations given every day!

32. Annoying Elements of PowerPoint Presentations http://www.indezine.com/ideas/davesurvey.html

33. Text • Spelling and grammar • Don’t rely on built-in fools • Get help • Print the slides • KILL (Keep it large and legible) • Rule of fives (sixes, sevens) • Five words per line • Five lines per slide tools

34. Fonts - Good • Use 24-32 point font • Use different size fonts for main points and secondary points • this font is 24-point, the main point font is 28-point, and the title font is 44-point • Use a standard sans serif font like Arial • Avoid CAPITALIZATION & underlining

35. Fonts - Bad • If you use a small font, your audience won’t be able to read what you have written • CAPITALIZE ONLY WHEN NECESSARY. IT IS DIFFICULT TO READ • Don’t use a complicated or condensed font

36. Slide Structure – Good • Use 1-2 slides per minute of your presentation • Write bullets, not complete sentences • Include 4-5 points per slide • Avoid wordiness: use key words and phrases only

37. Slide Structure - Bad • This page contains too many words for a presentation slide. It is not written in point form, making it difficult both for your audience to read and for you to present each point. Although there are exactly the same number of points on this slide as the previous slide, it looks much more complicated. In short, your audience will spend too much time trying to read this paragraph instead of listening to you.

38. Slide Structure – Good Show one point at a time: • Will help audience concentrate on what you are saying • Will prevent audience from reading ahead • Will help you keep your presentation focused

39. Slide Structure - Bad • Do not use distracting animation • Do not go overboard with the animation • Be consistent with the animation that you use • Make sure your animation works • Avoid videos

40. Color - Good • Use a font color that contrasts sharply with the background • Ex: blue font on white background • Use color to reinforce the logic of your structure • Ex: light blue title and dark blue text • Use color to emphasize a point • But only use this occasionally

41. Color - Bad • Using a font color that does not contrast with the background color is hard to read • Using color for decoration is distracting and annoying. • Using a different color for each point is unnecessary • Using a different color for secondary points is also unnecessary • Trying tobe creativecan alsobe bad

42. Background – Bad • Avoid backgrounds that are distracting or difficult to read from • Always be consistent with the background that you use

43. Animated Blue Line This template has an animated blue line across the top. The font used is Swis721 ExBT

44. WATCH THE DAY TURN TO NIGHT AS THE SUN SETS ON THE TOP OF THIS ONE! Is your audience absorbing the significance of your astounding data or are they mesmerized by your slide’s animation?!?

45. Data Presentation • Use graphs rather than just charts and words • Data in graphs is easier to comprehend and retain than raw data • Trends are easier to visualize in graph form • Always title your graphs

46. Which is the correct chart type? Professional golfer’s earnings for 2005

47. Charts & Graphs – When to Use • Line graph – one item with 2 variables • Bar graphs – when different items with 1 variable • Pie charts – portions of a whole

48. D:A:D—Prolonged Antiretroviral Exposure and Myocardial Infarction 10 Men 8 Women 6 Incidence of MI Per 1000 PY 4 2 0 None < 1 1-2 2-3 3-4 4-5 5-6 > 6 Exposure to HAART (Yrs) Events 11 / 3 16 / 0 19 / 3 31 / 3 52 / 4 52 / 3 35 / 4 37 / 4 PYFU 6633 4396 5972 8124 10106 9703 7341 5659 3470 1928 2193 2722 1954 2551 1732 1093 El-Sadr W, et al. Abstract 42. Slide adapted from Clinical Care Options online

49. Multicenter trial with SMART and PRECISE stents in 261 subjects (54% symptomatic, 27% post-CEA restenosis). Late in series switched to Angioguard for 90 cases. Visible material in 54% of retrieved filters. Feasibility Trial of Carotid Stenting With and Without An Embolus Protection Device. Ouriel et al. J Endovasc Ther 2005;12:525

50. Last-Minute Tips:Rehearse • Check length, content, flow, “speed bumps” • By yourself and in front of audience that can give constructive feedback • Print the slides and read them • You do not have to accept every suggestion