Academic CommunicationAcademic CommunicationLesson 4Lesson 4

Please pick up Please pick up twotwo handouts handouts from the front desk.from the front desk.

You will also need the previous handoutsYou will also need the previous handouts““Typical Organization of …” Typical Organization of …” and “Presentation Checklist”and “Presentation Checklist”

Please take good care of all handouts. Please take good care of all handouts. Many are used in a later class too!Many are used in a later class too!

Course Website: staff.ustc.edu.cn/~acadcomCourse Website: staff.ustc.edu.cn/~acadcom

Checklist Section 3CChecklist Section 3C3C: Match info gathered (2C) to main points3C: Match info gathered (2C) to main points

Looking at each main point & the timing you’ve Looking at each main point & the timing you’ve chosen, decide what to include or leave outchosen, decide what to include or leave out

Remember: Time is valuableRemember: Time is valuable– Remember presentation purpose and central Remember presentation purpose and central

ideaidea

Difficult points may not be worth the time needed Difficult points may not be worth the time needed so you may have to leave them out or compress. so you may have to leave them out or compress. “For details, read the paper”“For details, read the paper”

Checklist Section 3D: Checklist Section 3D: Introduction and ConclusionIntroduction and Conclusion

Add detailAdd detail

Remember the timingRemember the timing

Written paper introductions and conclusions Written paper introductions and conclusions are are NOTNOT the same as oral presentation the same as oral presentation

introductions and conclusions.introductions and conclusions.

3D: Planning your Introduction 3D: Planning your Introduction Section & Conclusion SectionSection & Conclusion Section

Consider the questions on the handoutConsider the questions on the handout

Think about what you want in your talkThink about what you want in your talk

E.g. How will you attract attention at the E.g. How will you attract attention at the beginning of your Intro?beginning of your Intro?

Background: not obtrusive, must relate to Background: not obtrusive, must relate to the topic.the topic.

Good text/background contrast: Good text/background contrast: – no light text on light background no light text on light background – no no dark text on dark backdark text on dark back

Use Use colorcolor to emphasize to emphasize– but but notnot tootoo muchmuch colorcolor (distracting) (distracting)

Checklist 3E: PowerPoint SlidesChecklist 3E: PowerPoint Slides

3E: Paragraphs & Sentences?3E: Paragraphs & Sentences?

Do NOT put complete paragraphs (>20 Do NOT put complete paragraphs (>20 words in a block) on slides. words in a block) on slides.

Full sentences?Full sentences?– only for only for very importantvery important things things– must be short: <15 words, hopefully <10must be short: <15 words, hopefully <10– Do not say exactly what is on the slide!Do not say exactly what is on the slide!

3E: Paragraphs & Sentences?3E: Paragraphs & Sentences?

Do NOT put complete paragraphs (>20 Do NOT put complete paragraphs (>20 words in a block) on slides. words in a block) on slides.

Full sentences?Full sentences?– must be short: <15 words, hopefully <10must be short: <15 words, hopefully <10

Use point form: key words & phrases onlyUse point form: key words & phrases only– can be read at a glancecan be read at a glance– audience listens for how they fit togetheraudience listens for how they fit together

Long blocks of text attract the attention of Long blocks of text attract the attention of the audience, so people start reading the the audience, so people start reading the long sentence or paragraph. That means long sentence or paragraph. That means they are not listening to you as you speak, they are not listening to you as you speak, unless you are reading out loud the same unless you are reading out loud the same paragraph, like a primary school teacher paragraph, like a primary school teacher reading to students. Either way, it is bad reading to students. Either way, it is bad for your presentation.for your presentation.

Avoid long text blocks or sentences:Avoid long text blocks or sentences:– people read instead of listeningpeople read instead of listening– attention lostattention lost– Speaker reads out loud? NO!Speaker reads out loud? NO!

3E: PPT offers Transitions3E: PPT offers Transitions

Visual transitions: Visual transitions: – Simple is good – “appear” is the usualSimple is good – “appear” is the usual– This is “fly-in” – also OKThis is “fly-in” – also OK– No fancy ones – too distractingNo fancy ones – too distracting

Do not use audio transitionsDo not use audio transitions– too distractingtoo distracting– too funnytoo funny

3E: Spelling & Grammar3E: Spelling & Grammar

NoNo spelling mistakes on yor slides spelling mistakes on yor slides– chek with computerchek with computer– triple-check by hand: “meet” ≠ “meat”triple-check by hand: “meet” ≠ “meat”

NNo grammar / wording mistakeso grammar / wording mistakes– Point form is more forgiving but…Point form is more forgiving but…– Mistakes: still can happensMistakes: still can happens

3E: Consistent Formatting3E: Consistent Formatting

Formatting mistakes - be carefulFormatting mistakes - be careful -points: should line up & be same “style”-points: should line up & be same “style” - spacing – regular- spacing – regular -Capitalization: items in list should have -Capitalization: items in list should have

the same capitalizationthe same capitalizationFormatting mistakes – be carefulFormatting mistakes – be careful– points: should line up & be same “style”points: should line up & be same “style”– spacing: regularspacing: regular– capitalization: items in list should have the capitalization: items in list should have the

same capitalizationsame capitalization

3E: How much text & time 3E: How much text & time per slide?per slide?

Text slidesText slides– usually one idea per slide, maybe twousually one idea per slide, maybe two– except for summary slides except for summary slides

Plan for 30-60 seconds per slidePlan for 30-60 seconds per slide– Maybe 90 seconds for complicated slide but Maybe 90 seconds for complicated slide but

not morenot more

3E: What size of text?3E: What size of text?

Text size (except for unimportant labels)Text size (except for unimportant labels)– at least 28 point like thisat least 28 point like this

– preferably preferably 32 point (like PPT first level)32 point (like PPT first level)

3E: Figures/Tables/Diagrams3E: Figures/Tables/Diagrams

Tables and diagrams from paper?Tables and diagrams from paper?– can be copied directly can be copied directly ifif labels big enough labels big enough– Otherwise, re-label in a bigger fontOtherwise, re-label in a bigger font

Delete long captions from figuresDelete long captions from figures– too much text is uselessly smalltoo much text is uselessly small– paragraphs distractparagraphs distract

3E: Avoid small figures and 3E: Avoid small figures and wasted spacewasted space

Diagrams, figures and tables: as big as Diagrams, figures and tables: as big as possible (unless really simple)possible (unless really simple)– Want: little or no wasted space around edgesWant: little or no wasted space around edges– Delete fancy edges, background, title, …Delete fancy edges, background, title, …

to get more space for diagramto get more space for diagram

My Diagram, done badly

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(This is a bad background anyway – “cute” and unrelated to science)

Sales of widgets in four quarters of 2008 by female agents working in metropolitan centers in three regions of the US. Vertical axis shows thousands of boxes sold. Third quarter spike in East region includes one 60,000-box sale.

My Diagram, done badly

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Sales of widgets in four quarters of 2008 by female agents working in metropolitan centers in three regions of the US. Vertical axis shows thousands of boxes sold. Third quarter spike in East region includes one 60,000-box sale.

My Diagram, still bad, but better label

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Widget Sales in US by women in cities

My Diagram, still some problems

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Widget Sales in US by women in cities

Widget Sales in US by women in cities

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My Diagram, done badly

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Sales of widgets in four quarters of 2008 by female agents working in metropolitan centers in three regions of the US. Vertical axis shows thousands of boxes sold. Third quarter spike in East region includes one 60,000-box sale.

Widget Sales in US by women in cities

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Widget Sales in US by women in cities

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3E: Use variety, not just text3E: Use variety, not just text

How many “just-text” slides in a row?How many “just-text” slides in a row?– Aim for picture, table, diagram, chart… every Aim for picture, table, diagram, chart… every

5 slides 5 slides or lessor less– (Many (Many non-textnon-text slides in a row is fine since slides in a row is fine since

they are more interesting.)they are more interesting.)

Video? Video? – short (<30 seconds) is good if importantshort (<30 seconds) is good if important– best with no audio so you comment as best with no audio so you comment as

audience watchesaudience watches

3E: Use variety in Titles!3E: Use variety in Titles!No more than 2 slides with the same titleNo more than 2 slides with the same title

Bad: Bad: – IntroductionIntroduction - Method- Method– IntroductionIntroduction - Method- Method– IntroductionIntroduction - Method- Method– …… - …- …

Good:Good:– Method: Raw MaterialsMethod: Raw Materials– Method: ConditionsMethod: Conditions– Method: EquipmentMethod: Equipment

3E: Use time efficiently3E: Use time efficientlyUse DiagramsUse Diagrams– explain ideas and experimental setupsexplain ideas and experimental setups

Show Show – tables of informationtables of information– picturespictures– argument outlinesargument outlines– equation detailsequation details– experiment detailsexperiment details– summaries summaries so you don’t have to say as much!so you don’t have to say as much!

3E: Do not go backwards3E: Do not go backwards

Never go backwardsNever go backwards– duplicate slides you need to see twiceduplicate slides you need to see twice

Example for a big graph: Example for a big graph: – Show graphShow graph– Talk about one part on a different slideTalk about one part on a different slide– Show Show copy ofcopy of graph to talk about another part graph to talk about another part– Use Use copiescopies of the graph of the graph

(with the current part highlighted)(with the current part highlighted)

3E: How many slides?3E: How many slides?

Usually take 30-60 seconds per slideUsually take 30-60 seconds per slide– Exceptions: title slide (10-15s), quick Exceptions: title slide (10-15s), quick

summary slide, complicated slide (still must summary slide, complicated slide (still must be <90 s)be <90 s)

For 9-minute exam presentation:For 9-minute exam presentation:– Title slideTitle slide– 12 to 20 other slides12 to 20 other slides

(See example presentation slides)(See example presentation slides)

Sample PresentationSample Presentation

Note the timing sheet (one of today’s Note the timing sheet (one of today’s handouts)handouts)

If you want, you can follow along with the If you want, you can follow along with the slides as printed on the handout.slides as printed on the handout.

HomeworkHomeworkContinue work on your presentationContinue work on your presentation

Note comments from teacher about your Note comments from teacher about your Working OutlineWorking Outline