Presenting an Effective and Dynamic Technical Paper

A Guidebook for Novice and Experienced Speakers in a Multicultural World

William B. Krantz

• Publisher: Academic Press
• Year: 2016
• Print ISBN: 9780128054185
• eBook ISBN: 9780128094259
• Topic: Education
• Subtopic: Education General

Presenting an Effective and Dynamic Technical Paper: A Guidebook for Novice and Experienced Speakers in a Multicultural World is intended for inexperienced speakers as well as those aspiring to improve their communication skills in making either formal or informal presentations on a technical subject.The book focuses on how to make presentations to a cross-cultural audience, including such tactics as how to list the names of the co-authors on your presentation, how to handle eye contact and use humor, both of which can differ across the global spectrum of cultures. The cross-cultural focus of this book relates not only to the audience, but also to the speaker. This book also includes helpful tips for non-native English speakers.- Discusses best practices in putting together an effective talk- Focuses on leveraging the speaker's existing skillsets to develop the delivery style that works best for that individual- Features one-page quick reference guides for giving both formal oral and informal poster presentations- Addresses cross-cultural communication, as well as particular concerns for non-native English speakers- Includes a companion site with tools and video examples of formal and informal presentations for further self-guidance

Chapter 1

Introduction

Abstract

This chapter gives an overview of the focus and scope of this guidebook. It distinguishes between formal oral and poster presentations for which the preparation and presentation differ considerably. It underscores special features of this guidebook that include: a multicultural focus; Appendices containing Quick Reference Guides, typical criteria used in grading poster competitions, a critique sheet for “reverse-engineering” a presentation, links to presentations of outstanding speakers; online materials constituting sample PowerPoint and poster presentations, and digital recordings of the author giving both a formal oral presentation and a poster. Suggestions are made for how to use this guidebook.

Keywords

Online material; poster presentation; formal oral presentation; using this guidebook; multicultural focus

According to most studies, people’s number one fear is public speaking. Number two is death! Does that sound right? This means to the average person, if you go to a funeral, you’re better off in the casket than doing the eulogy!

—Jerry Seinfeld, American comedian and producer

1.1 Focus and Scope of This Guidebook

This guidebook is intended for both experienced speakers as well as those aspiring to improve their communication skills in making a presentation on a technical subject. Although this guidebook focuses on giving a technical presentation, some sections, particularly the material in Chapter 4, Making a Formal Oral Presentation, that discusses presentation delivery style, will be of value even when giving a talk on a nontechnical subject.

The focus of any technical presentation is to communicate the results of scientific inquiry, research, and technical development. In general, a technical talk should motivate the audience via an effective introduction that underscores the importance of the focus area and identifies the technical challenges. In most technical talks it is appropriate to provide a brief review of prior studies on the particular subject. This should lead to well-defined objectives of the technical work. The approach to addressing the technical challenges needs to be clearly summarized. The results of the study must be given in a form appropriate to the subject. They then need to be discussed and lead to relevant conclusions. This guidebook will provide a template for organizing a technical talk that will include a discussion of various effective ways to develop each part of a presentation.

There are three things to aim at in public speaking: first, to get into your subject, then to get your subject into yourself, and lastly, to get your subject into the heart of your audience.

—Alexander Gregg, clergyman (1819–93)

The multicultural focus of this guidebook relates both to the audience and to the speaker. It includes considerations such as how to list the names of the coauthors on your presentation as well as to how to handle eye contact and use humor. These and other factors can differ across the spectrum of world cultures. Since English is often the default language at international conferences and symposia, speakers for whom English is not their first language sometimes face special concerns that will be addressed in this guidebook. Moreover, this guidebook will help speakers making a presentation in a country having a different culture than their own.

The reader should view this guidebook as a means to develop their own unique presentation style. The author does not intend this guidebook to be a series of dictates that must be followed in making a presentation. Rather the intent is to provide a possible template for organizing a talk and to give suggestions to help you develop your presentation style. Public speaking is an art in the same vein as the performing or visual arts. Just as each accomplished musician or artist can lend their own interpretation to a composition, each speaker can deliver a presentation that reflects their personality every bit as much as the way they dress or the things they enjoy in life.

1.2 Formal Oral Versus Poster Presentations

Chapter 2, Preliminary Considerations, provides an overview of things you need to consider well in advance of giving your presentation. The first consideration is whether you will be giving a formal oral presentation or a poster presentation, which is usually more informal. In a formal oral presentation you are standing in front of an audience, perhaps at a podium, and have a captive audience. Typical formal presentations include papers presented in technical sessions at conferences and symposia, seminars given at a university, research institute, or company, thesis defenses, and in some job interviews and technical papers competitions. In most formal presentations you give your talk without any interruptions for questions or discussion. However, in some thesis defenses and frequently in presentations made in connection with job interviews, you will be interrupted with questions that can make giving the presentation more challenging.

Poster presentations at conferences, symposia and casual research group seminars, and some technical papers competitions tend to be more informal. Your listeners might come and go depending on their level of interest in your topic and presentation. You can expect to be interrupted for questions and even extended discussion during an informal presentation. For this reason giving an informal presentation such as a poster can be considerably more challenging than a formal oral technical talk.

The major components of both formal oral and poster presentations are organization and delivery style. The organization for both formal oral talks and poster presentations is similar and is discussed in Chapter 3, Organizing Your Presentation. However, the delivery style for a formal oral talk is quite different from that for a poster. Giving a formal oral talk is discussed in Chapter 4, Making a Formal Oral Presentation, and making a poster presentation is discussed in Chapter 5, Giving a Poster Presentation.

1.3 Special Features of This Guidebook

Particularly useful features of this guidebook are Appendices A and B that are Quick Reference Guides for giving either a formal oral talk or a poster presentation. For students interested in participating in technical papers competitions, Appendix C summarizes typical criteria used in judging these events. Appendix D is a worksheet developed by the author for critiquing a presentation made by someone else, which is a very good way to improve one’s communications skills. Appendix E gives links to presentations made by four exceptional speakers along with a commentary on them by the author. Since this guidebook also provides access to online materials, Appendix F gives a summary and link to these materials. These include a digital recording of the author giving a PowerPoint presentation during which he periodically interrupts himself to point out how he is using the various techniques discussed in this guidebook. It also includes a digital recording of the author making a poster presentation for which the students were challenged to make it as difficult as possible for him! Different formats that can be used for laying out a poster are also included in the online materials.

1.4 How to Use This Guidebook

After familiarizing yourself with this guidebook, it probably will be sufficient just to refresh your memory on parts of the chapters that are relevant to preparing your presentation. However, it is strongly recommended that you review the appropriate Quick Reference Guides in Appendices A and B prior to preparing and immediately before making a presentation. If your presentation is entered in a technical papers competition, it is helpful to read through the overview of typical criteria used in judging these competitions that are given in Appendix C.

I’m always trying to turn things upside down and see if they look any better.

—Tibor Kalman, American graphic designer

The comprehensive Index at the back of this guidebook is helpful to find information on any specific aspect of preparing or giving a presentation. This Index provides a convenient complement to the Quick Reference Guides in Appendices A and B.

Notes

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Chapter 2

Preliminary Considerations

Abstract

This chapter discusses what needs to be considered well in advance of giving your presentation. These considerations include: whether the format is a formal oral or poster presentation; the venue or where the presentation will be made; the time allocated for the presentation and questions; preparing an outline to ensure a good organization and cue cards for quick reference if needed during your presentation; and dressing for the occasion that discusses appropriate attire for handling a microphone and transmitter and has a multicultural focus on wearing ethnic dress.

Keywords

Presentation format; presentation venue; allocated presentation time; preparing outline andcue cards; dressing for the occasion

The P⁶ Power Rule: “Proper Planning and Preparation Prevents Poor Performance!”

Stephen Keague, The Little Red Handbook of Public Speaking and Presenting, ISBN-10: 1470039001, ISBN-13: 978-1470039004, Ebook, 2012.

2.1 Focus and Scope of This Chapter

The focus of this chapter is on what you need to consider well in advance of the date for your presentation as well ...

Table of contents

• Cover image
• Title page
• Table of Contents
• Dedication
• Copyright
• Definition
• Preface
• Acknowledgments
• Testimonials From Student Award Winners
• Chapter 1. Introduction
• Chapter 2. Preliminary Considerations
• Chapter 3. Organizing Your Presentation
• Chapter 4. Making a Formal Oral Presentation
• Chapter 5. Giving a Poster Presentation
• Appendix A. Quick Reference Guide for Giving a Formal Oral Presentation
• Appendix B. Quick Reference Guide for Making a Poster Presentation
• Appendix C. Typical Criteria for Judging a Poster Competition
• Appendix D. Considerations When Critiquing a Presentation
• Appendix E. Web Sites for Outstanding Presentations
• Appendix F. Overview of Online Materials
• Index