DO’S AND DON’TS IN A

SCIENTIFIC PRESENTATION

Prof Dato’ Dr Sheikh Omar Abdul Rahman

SERJANA PUTRA
INSTITUTE BIOSCIENCE, UPM
26 OCTOBER 2007
SPEECH PREPARATION
AS A PROCESS

z Real speech preparation means

digging something out of yourself.
z You have to gather facts and
arrange your thoughts.
z As you collect the ideas, you have
to nurture your ideas and
z Think about a unique way to
express them in an organized
manner.
What is a presentation?

Presenter Method to Reach Audience

 THREE ELEMENTS OF AN
EFFECTIVE PRESENTATION
 1. Be Prepared

z Being prepared is by far the most important

element.
z How many times do you practice your
presentation?
As a rule, you should spend about 30 hours
of preparation and rehearsal time for every
hour you will be speaking.
z Use a tape recorder or videotape yourself.
This will help you to get an accurate picture
of how you speak.
 2. Stay Relaxed

z Focus on your message and not the

audience.
z Use gestures, including walking
patterns.
z Practice the opening of your speech
and plan exactly how you will say it.
z The audience will judge you in the first
30 seconds they see you.
 4. Pay attention to all details

z Make sure you have the right location (school,

hotel, room & time).
z Make sure you know how to get to where you
are speaking.
z Ask how large an audience you will be
speaking to.
z Make sure you bring all your visual aids and
plenty of handouts.
z Arrive early so you can check out where you
will be speaking and make any last minute
adjustments.
 4. Pay attention to all details

z It is very important that you pay

attention to even the smallest details.
z You can never over plan.

"He who fails to plan is planning for

failure"
FIVE WAYS TO MAKE
YOUR BODY SPEAKS
1. Rid Yourself of Distracting
Mannerisms

Eliminate vocal and visual

Impediments.
 1. Rid Yourself of Distracting
Mannerisms

Two things in common:

z physical manifestations of simple
nervousness.
z they are performed unconsciously.
 Some common faults are:

z Gripping or leaning on the lectern

z Finger tapping
z Lip biting or licking
z Toying with coins or jewelry
z Frowning
z Adjusting hair or clothing
z Head wagging
 1. Rid Yourself of Distracting
Mannerisms

The first step is to obtain an accurate perception of

your body's image.

This should include:

z Posture
z Gestures
z Body movement
z Facial expressions
z Eye contact
 Non-verbal actions

List them specifically by the parts of your

body such as
• your hands,
• facial expressions,
• legs,
• arms,
• walking patterns
Non-verbal actions

Make a conscious note of these areas

and observe and listen to how you speak
during your everyday activities.
 Non-verbal actions

The next step is to free yourself of

physical behaviors that do not add to
your speech.
This can be accomplished by simply
becoming aware of your problem
areas.
 Non-verbal actions

z Make an effort to replace the distracting

mannerism each time you speak.
z Practice every day.
z By making adjustments and changes in
your everyday speaking style, you will
find it easier to apply these strategies to
your more formal presentation
 Non-verbal actions
z Keep a note after each presentation.
z Take a few moments to reflect on your
presentation.
z Make notes about your strengths and
weaknesses and
z write a brief summary on your presentation
topic, the audience, and any other factors
that will come in handy for future
presentations.
 2. Build Self-confidence by Being
Yourself

The most important rule is to be yourself.

The emphasis is on the sharing of ideas,

not on the performance.

Strive to be as genuine and natural as you

are when you speak to family members and
friends.
3. Let Your Body Mirror Your Feelings

Be interested in your subject,

truly believe what you are saying, truly
want to share your message with others.

Your physical movements

will come from within you and
will be appropriate to what you are saying.
3. Let Your Body Mirror Your Feelings

To become an effective speaker,

it is essential that you:

z get rid of your mask and

z share your true feelings with your
audience.
3. Let Your Body Mirror Your Feelings

Your audience wants to know

how you feel about your subject.

z If you want to convince others,

you must convey your convictions.

z Speak from your heart

4. Build Self-confidence through
Preparation

Nothing influences a speaker's mental

attitude more than the knowledge that he
or she is thoroughly prepared.

This knowledge leads to self-confidence.

5. Voice and tone

z the tone of your voice,

z speed,
z pitch,
z any verbal distractions such as “uhms”,
“uhs”, “ers”, “oks” and “you knows”.
z A speech needs time to grow.
Prepare for weeks,
z sleep on it,
z dream about it and
z let your ideas sink into your
subconscious.
z Ask yourself questions,
z write down your thoughts, and
z keep adding new ideas
As you prepare every speech ask
yourself the following questions.

z In one concise sentence, what is the

purpose of this speech?
z Who is the audience? What is their main
interest in this topic?
z What do I really know and believe about
this topic as it relates to this audience?
z What additional research can I do?
z What are the main points of this
presentation?
z What supporting information and
stories can I use to support each of my
main points?
 As you prepare every speech ask
yourself the following questions.

z What visual aids, if any, do I need?

z Do I have an effective opening grabber?
z In my final summary, how will I plan
to tell them "What's In It For Me?"
z Have I polished and prepared the
language and words I will use?
z Have I prepared a written and
concise introduction for myself?
z Have I taken care of the little details
that will help me speak more confidently?
Seminar Presentation
General Purpose
z Show critical thought about a selected topic
z Express that thought clearly and effectively
z Simulate inquiry and discussion
z Show that presenter can respond
intellectually to others
Basic Structure of a Seminar
z Has an objective or focus
z Be narrow enough to have in-depth discussion
z Be well organized
z Subject open to enquiry, debate or discussion
z Involves interaction between the presenter and
others
Planning for Effective Presentation

1. Determine your purpose or objective

2. Select your topic
3. Research your topic
4. Analyze your audience
5. Select visual aids
6. Prepare and rehearse your presentation
7. Deliver your presentation
8. Evaluate your feedback
Parts of A Presentation
z The Introduction or Opening
• Get your audience’s attention
z Main Body
• Analysis, discussion, results
z Close
• Your sales close
z Conclusion
Composing your Presentation

z Develop your close first

z Develop your main body
z Develop the introduction
z Develop the conclusion
z Develop the visual aid
z Develop the handouts
Why build the close first?
z Develop your close first
• Try this analogy:
• If you were writing suspense thriller – you
determine the sweet next door girl is the killer.
• The you can develop all kinds of plots in you
main story line!
Main Body and Introduction
z Develop your main body
• Points to argue and support your product
• Brainstorm
z Introduction
• Introduce your discovery, info or issues
investigated
• Why is it important
• Outline the rest of the presentation
Conclusion
z Suggest key points
z Suggestions for the future
z Clearly signal that you have finished
Visual Aids

Purpose
1. Keep audience attention
2. Provide clear understanding
3. Communicate special concepts
4. Highlight specific points
5. Provide structure and order
6. Express equations/formulas
7. Provide notes and headings
Helpful Tips for Visual Aids
z Use it to allow audience to SEE, Hear
and feel your IDEAS
z Brief, Simple and Uncluttered
z Big enough to see
z Don’t reproduce detail specifications, the
“fine print” or reports
z Use at least one slide for introduction
and one slide for conclusion
KISS and KILL
z KISS = Keep it Short and Simple
z KILL = Keep it Large and Legible
Slide Guideline
8 x 8 rule

1. Use 8 or less words per line

2. Use 8 or less lines per slide
Font Size

36 pt. is completely visible

32 pt. is a clear choice
28 pt. can put more words in the line
24 pt. Is tolerable but you cannot sit at the back
20 pt. requires you to sit in the front row
18 pt. or below is totally wasted on a slide
16 pt. and below works only on printed paper
Visual Graphics
z Use Graphics to illustrate a point.
Target your Audience
z Research your audience and target you
content to the audience
z Do not use materials designed for one
type of audience on another
z Do not try to cover everything!
How to build your Slides
z Your materials – just enough for 2 to 3
min

Maximum = Presentation Time

slides 2
Which allows for questions from
audience
How to build your Slides
z Put a title on each slide
z Add variety to your slides or do not make
the slides look the same
z Minimize the no. of words
Making Visual Aids in Slides
z Don’t make them complex
z Simple visual aids deliver the message
better
z Do not list too many equations or
specifications
z Ask what do I want to convey and just
put that into the slide
Practice your Presentation
z This is the secret of a good presentation
z Practice aloud and not in your head
• Don’t read the script
• Get used to the sound of your own voice
• Develop a pleasing vocal sound
• Practice to facially express enthusiasm
z Want to embarrass your self – then don’t
practice
Practice your Presentation

z Memorise word for word only the first 1 to 2 slides

of your presentation opening
z Practice and Practice
z Use gestures and facial expressions to animate
your presentation
z When rehearsing, stand up and simulate a real
presentation.
z Stand up when you deliver your presentation
z Anticipate questions and prepare answers for
them
Take control of the environment

z Visit the presentation venue in advance

z Check presentation venue environment
z Do you need to put up posters or backdrops?
z Do you need a projector, screen or audio
amplifier?
z Know the location of the controls for the room
and how to operate them
z Get contact of the technicians and other
essential staff
Stage Fright
z Dismiss irrational fears
z Visualize success
z Prepare you presentation materials in
advance
z Practice and practice
z Eat and sleep as normal as possible
before the presentation
Rule of “Tell Them”
Essential Points
z Rule of “Tell Them”
• Tell them what you are going to tell them,
• Tell them the details
• Tell them what you have told them
z In other words, always have a lead to
what you are going to tell the audience
and conclude the topic.
Signs of a well prepared presenter

z Follows a logical sequence

z Speaks naturally but loudly and clearly
z Uses Visual Aids effectively
z Keeps the audience interested
z Uses humor to keep the audience attention
z Anticipates questions and answers them
gracefully
z Leaves the audience happy
Delivery Objective
z Treat your audience respectfully
z Provide Intro to the main points and
presentation outline
z For longer presentation,
• pause in the middle and recap what you
have done so far
• Tell you audience what is to come
Delivery Objective
z Conclude with a summary of main points
z Let the audience know when to ask
questions
z Do not volunteer apology – anticipate ahead
and fix problems
z Thank the audience for attending
Delivery Tips
z Have recognizable Intro, discussion,
close and conclusion
z Deliver your info in a logical manner
z Simplify with visual aids, tables etc.
z Involve your audience
z When attention drops, renew your
audience interest with action, visual aids,
games, humor and stories
Delivery Tips
z Dress properly
z Avoid inappropriate manners
z Don’t read your script – talk to your audience
z Look into the audience eyes as you deliver
z Do not stare at an individual or the ceiling or
the floor or at your slides or notes
z Talk beside the screen with a (laser) pointer
z Paraphrase your slides
z Stress your main points
Delivery tips
z Exercise voice control
• Emphasis and articulate!
• Vary tone but keep pace and volume constant
z Watch your language
• Avoid slangs
• Avoid fillers – eh..
z Use gestures and know when to move
and when to stay still

z
Handling Q&A
z Review your material (theory and
concepts) with someone in authority
• Fix weak points in presentation
• Helps to anticipate audience questions to
prepare answers ahead
z Allocate time in presentation for Q&A
Handling Q&A

z Listen very carefully to questions

z Never start to answer before listening to the full
question – you loose credibility
z In a large room repeat question to get everyone to
participate
z Rephrase the question to show you heard it correctly.
z You can invite a member of the audience to answer.
Rephrase the answer.
z Deal with the question. If you don’t know the answer,
say “I don’t know” – don’t bluff
Handling Q&A
z Be polite and friendly.
z Always control your temper
z Speculate if needed but let your
audience know that you are speculating.
z Keep answers short and to the point
z Don’t allow anyone to monopolize the
Q&A session
Thank You for Listening

Best Wishes on
Your Presentation