A Successful Presentation Can Enhance A Scientific Career

Editor's Note: "For many of us, giving a scientific presentation can be stressful," writes Duke University Medical Center molecular neurobiologist and cell biologist Robert R.H. Anholt in his book Dazzle 'Em With Style (New York, W.H. Freeman and Co., 1994), a guide to presenting an effective talk. "Yet," he adds, "the ability to deliver a polished oral presentation in front of an audience of peers is an essential skill that is indispensable for a successful scientific career. . . . The skill of presenting an engaging and well-structured seminar often determines our professional reputation and future success--especially when the seminar is part of a job interview." Anholt teaches an annual seminar course in which students are required to prepare and deliver lectures to fellow students and faculty members. An excerpt from the book follows. A scientific presentation should always be prepared with the audience in mind. To blindly offer a showcase of your own accomplishments, reflecting only your interests, is a sure recipe for miscommunication and results in a poor performance from the perspective of the audience. Communication is the key. Look upon your presentation as a dialogue with the audience, not a monologue. Be sensitive to the needs and interests of your audience, and reflect on the questions: What do they expect to learn from my presentation? How can my presentation be useful to them? A presentation prepared with these questions in mind is more likely to succeed with the audience than a presentation intended from the outset solely to impress the listeners by glorifying the speaker's self-perceived accomplishments. Try to find out beforehand who might be in attendance during the presentation. Often it is possible to give credit to a specific member of the audience during the talk. Always greatly appreciated are statements such as "After we learned about the elegant experiments of Dr. Smith [in the audience], we decided to . . ." or "Since the approach developed by Dr. Jones worked so well in her system, we adopted a similar strategy," or "Our results agree closely with previous observations by Dr. Doe, who showed . . ." I once heard a speaker present data on calcium influx in synaptic terminals; he was unfamiliar with the most recent publications of one of the pioneers of his field, who happened to be in the audience! Such embarrassing in-stances can do irreparable damage to an otherwise excellent presentation and are entirely preventable. Invited speakers should always browse through a departmental brochure and try to learn a little about the organization and history of the host institution before arriving on the scene. Structure Your Material After having obtained as much information as possible about the audience and its interests, the next step in preparing the presentation is outlining the talk. A presentation is usually preceded by a brief introduction by the host and followed by a discussion period. Normally, there is a predetermined time allotted for the entire event. It is crucial for the speaker to stay within the boundaries of this time. Like hikers who go into the wilderness with a food supply just sufficient for the intended duration of the trip, people who attend a seminar anticipate the predetermined period and come equipped with an amount of listener energy just sufficient to cover this period. As soon as the speaker goes over time, the audience becomes impatient and restless. As a result, the speaker will be forced to rush through the most important part of the presentation, namely the conclusion and take-home message. When the presentation is part of the symposium, the chairperson and subsequent speakers will be greatly irritated if a speaker exceeds the allotted time, since this interferes with the next speaker and delays the entire symposium. It is also essential to leave enough time for questions. This provides a precious opportunity for the speaker to engage in a direct discussion with the audience, which is essential when you are trying to communicate information effectively. If a 60-minute presentation is scheduled, prepare a 45- to 50-minute talk. This will leave ample time for the introduction and to answer questions at the end. A good rule of thumb is to keep the presentation at a length that is 75 percent to 80 percent of the allotted time. In designing the presentation, remember the interests and expectations of the audience and put the presentation into context accordingly. Using the same set of data, for example, you can often shift the focus of a presentation from molecular aspects to cellular or behavioral aspects or from the nature and generation of a stimulus to the response of the target tissue. A strong presentation on the effects of bronchodilators delivered via inhalation as aerosols would not be structured identically for a group of physiologists interested in the effects of the drug on pulmonary function and for an audience of biomedical engineers concerned mainly with the design of the inhaler and its mechanism of drug delivery. If it is important to design your presentation according to the interests of the audience, it is essential to make the audience aware of your focus from the very outset. Suspense and mystery are excellent tools for playwrights and movie directors, but they are the nemesis of scientific presentations. To communicate scientific information effectively and maintain the attention of your audience, adhere to the old rule: "Tell 'em what you're gonna tell 'em, then tell 'em, then tell 'em what you've told 'em." An outline on the blackboard goes a long way toward keeping the audience aware of the central line of thought of the presentation. A verbal description that outlines the seminar early in the talk also guarantees that the speaker and the audience march to the beat of the same drummer--and in the same direction. Such a statement establishes a line of thought that enables the audience to comfortably make an organized mental inventory of the information that is about to follow and to apportion their total listener energy in installments that correspond to the announced segments of the presentation. Each presentation consists of three segments. (1) The introduction provides the background and perspective necessary to appreciate the remainder of the presentation. (2) The body of the presentation, usually the largest section, conveys new information to the audience; this section can often be divided into distinct, interrelated subsections. (3) The conclusion summarizes the presentation and should provide the audience with a clear take-home message. When preparing a structure for your presentation, divide the allotted time and assign a defined number of minutes to each section of the presentation--for instance, 10 minutes for the introduction, 30 minutes for the main body of the presentation, and five minutes to summarize and conclude. In many cases, the arrangement of slides or transparencies will help structure your presentation by providing landmarks along which the lecture can be organized. A good rule of thumb is to allot approximately two minutes of presentation per slide, making 20 to 25 slides a good number to aim for when preparing a 45-minute presentation. A single sheet of paper with titles or key words that identify each slide and perhaps a few small reminder notes can provide a convenient "cheat sheet" to which you can refer during your presentation. Alternatively, you can prepare a sheet that contains photocopies of all your slides in the correct sequence. A well-prepared abstract, an organized set of well-chosen slides, a concise "cheat sheet," and an outline to put on the board should all help keep you on track during your seminar. Know Your Stuff It happens often, especially in cases of novice speakers, that unjustified self-confidence leads to the belief that eloquence and style will make up for lack of knowledge, incomplete understanding, or absence of crucial data. A false sense of intellectual superiority to the audience, instilled by the assumption that no one knows more about the topic than the speaker, frequently leads to the illusion that he or she will be able to "wing it" yet give the impression of being on solid ground. More often than not the speaker discovers too late that the audience consists of highly intelligent and insightful individuals. It takes only one knowledgeable listener to expose a lack of knowledge or data that the speaker has tried to hide behind a cloak of superficial information. Long before the question period, it will become evident even to a lay audience whether the speaker has a thorough understanding and a broad, solid command of the field. Nothing is more embarrassing to a professional than to be caught unprepared to discuss recent literature or details of important, albeit peripheral, aspects of the field. Nothing is more disappointing to an expectant audience than a speaker who, having no data or only a limited amount, spends most of the time talking about planned but not yet performed experiments. If you have no data for a scheduled research seminar, choose another topic for which solid data are available or simply decline to speak. The decision not to speak is sometimes more beneficial to a person's reputation than a lecture devoid of data. Finally, knowledge and data alone are not sufficient. Critical examination of the information is indispensable. This is perhaps one of the most difficult tasks: to stand back and critically look upon your own work. Yet those who are able to do that can prevent or anticipate embarrassing questions. Furthermore, a critical, careful presentation during which you demonstrate familiarity with pitfalls of experimental design and ongoing controversies in the literature, as well as understanding the limitations of the data presented and their statistical reliability, further instills confidence that you are truly an authority in the field. Rehearse No matter how experienced a speaker is, it is always a good idea to rehearse a presentation. Often, the same presentation can be given on a number of occasions, but not without adaptation. "Canned" seminars pose the danger of providing a product not optimally tuned in to the audience. Substantial time for preparation of the presentation should be allowed prior to the scheduled date. Frantic last-minute preparations can result in acceptable performances but seldom in memorable ones. A scientific presentation is an expression of creativity, and creation takes time. I usually start thinking about scheduled presentations weeks, sometimes months, in advance. I draw up a rough outline early on and then brood and daydream, letting the presentation go around in my mind, letting the concepts mature at their own slow pace, like a fine wine in the cellar of a French chateau. Rehearsing the presentation and going through the slides, rearranging them until I am fully satisfied with their final order, is--in my experience--best done in the evening right before retiring. A rehearsal in front of an honest and perceptive colleague is invaluable. This person should preferably be someone who could fit in as a member of the prospective audience and who does not feel inhibited about giving frank and critical feedback, with regard to both the presentation's scientific content and the delivery. For such a rehearsal to be useful, honesty must prevail over politeness. Inexperienced speakers can benefit from rehearsing their presentations with a tape deck or cassette recorder. Listening to your own voice can be very revealing and may help turn a dull, monotonous account into an exciting story. A video recorder can also be helpful. Prepare--Then Relax You have familiarized yourself with the composition and interests of your audience. You are armed with solid data, well-rounded knowledge, and a thoroughly organized presentation. You can do nothing more than confidently and quietly await the moment of truth. Relaxation is now essential. I have seen more seminars fail because of the self-destructive nervousness of the speaker than for any other cause. I always advise my students to have fun the night before their scheduled presentations, to avoid any further rehearsals or preparations, and to engage in activities that take their minds completely off the upcoming presentation. Robert R.H. Anholt is a molecular neurobiologist and cell biologist at Duke University Medical Center in Durham, N.C.

A Successful Presentation Can Enhance A Scientific Career

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