Dr Gordana Kuzmanovska Oral communication Introduction to Intervention Epidemiology Tunis, 5 November 2014 Dr Gordana Kuzmanovska National Intitute of Public Health –The Former Yugoslave Republic of Macedonia gordana.kuzmanovska@gmail.com

Learning objectives Present Some tips to communicate effectively scientific information Suggestions for: Preparation of presentation Delivery of presentation Questions and answers section

Content What to communicate Preparing the content Why to communicate What to communicate Preparing the content Preparing the slides  Visual aids Bullet points, tables, graphs and maps Preparing the speech Delivering the presentation Questions and answers section

Why to communicate? Share results Inform, convince, persuade Peer review for MediPIET fellows to get their diploma…

What to communicate Understand your asignment ! What exactly should you present? Original, new data, new findings, experiences Who is your audience? Education Knowledge and expertise Professional position Cultural background Their expectation of you

What to communicate S = Single O = Overriding C = Communication Communication – SOCO S = Single O = Overriding C = Communication O = Objective Single, concise, objective and precise message

The SOCO Many presentations during the event Audience remembers only one thing Think of one take-home message Write down your SOCO in two or three lines easy to remember clear simple practical

Good SOCO: A logical deduction of the presentation The SOCO is obvious, it does not even need a slide Anything that is not essential to support the conclusion and recommendations is harmful and must be cut Conclusion and recommendations Results, their limitations and methods Background and introduction

Preparing the content Outline your presentation Focus on the SOCO! Start by preparing the conclusions slide Prepare recommendations on the basis of conclusions Choose results supporting conclusions Explain methods to get the results Describe background

Preparing the content Ask details (understand the context !) how much time do you have? is there time for discussion / questions? who are the other speakers? what will they present?

Preparing the content Outline your presentation Title (1 slide) (for a 10 min presentation) Title (1 slide) Background (1 slide) Methods (2 slides, maximum 3) Results/Discussion (3 slides) Limitations (1 slide) Conclusion (1 slide) Recommendations (1 slide) Acknowledgements (1 slide)

Preparing the slides Tend the slides to be: Simple Structured Short / laconic Understandable Digital versus analog

 Visual aids Visual aids

Digital versus analog US pedestrians Digital pedestrian Analog pedestrian Pedestrian crossing X = cross !

Analog pedestrians from around the world Russia France Belgium Burma Spain Zimbabwe

"Rolling stones" from around the world US France Italy Spain Germany Ecuador

Preparing the slides  Visual aids Bullet points Written text (digital), visual reinforcement Leave them alone! Tables, graphs, maps Images (analog), visual data Give them the floor!  Does the message come across?

Bullet points Use key-words Less than 5 words per line No more than 12 lines Break line properly

Bullet points Avoid karaoke slides! We conducted a retrospective cohort survey including all people attending the visit of the park A case was defined as a papular or papulo-vesicular pruritic rash among participants, 12 hours or more after the exposition to seawater

Bullet points Use key points! Survey Case definition retrospective cohort all participants Case definition rash (papular or papulo-vesicular) > 12 hours after exposition

Bullet points Prefer Avoid Sans serif font Serif font Bold type Normal type Lower case letters UPPER CASE LETTERS Good contrast Poor contrast

Tables, graphs and maps Simple Self-explanatory Title: what, who, where, when (ex.) Label the axes (graphs and maps) Define abbreviations and symbols Reference the source

Tables - example

Tables - example Symptoms n % Diarrhoea 54 100 Fever 35 65 Headache 12 Clinical symptoms among the cases of S. Typhimurium, Oslo, Norway, May 1998 Symptoms n % Diarrhoea 54 100 Fever 35 65 Headache 12 22 Joint pain 4 7 Muscle pain Cases

Graphs - example

Graphs - examples

Graphs - examples  Safe your ink

Maps - example AIDS Annual Rates per 100,000 Population for Cases Reported May 1990 through April 1991 Legend (rate per 100,000) 0-5.9 6-11.9 12-19.9 20+ Maine 4.6 NH VT 3.6 Mass 15.0 Conn 14.9 NJ 31.3 Del 12.9 MD 21.2 DC 117.2 11.5 10.2 24.4 18.1 2.2 2.4 12.5 3.0 4.4 6.8 7.7 19.3 6.7 5.7 1.1 0.9 4.9 11.7 8.6 10.3 16.2 7.2 20.2 33.2 9.1 7.4 11.1 2.6 6.0 9.9 43.2 10.1 4.8 5.0 3.7 3.5 15.5

Maps – example Incidence per 100,000 population 0.0-5.9 6.0-11.9 12.0-19.9 > 20.0 AIDS Annual Incidences per 100,000 Population for Cases Reported May 1990 through April 1991

Line graph-cases and deaths Graphs - examples Line graph-cases and deaths

Graphs - examples Semi log scale

e-Exercise http://www.perceptualedge.com/files/GraphDesignIQ.html

Preparing the speech Prepare a script Necessary to most speakers, especially beginners and non-native speakers Requires preparation Allows estimating timing precisely Facilitates coaching Decreases sources of uncertainty Reassures the speakers

Preparing the speech Prepare a script Use “lecture notes” in the presentation software Copy the content of your slide into the lecture notes Edit to make full sentences Add “off” comments: “Use pointer” “Pause” Use large fonts (e.g., size 16) The script

Preparing the speech Practice on your own Walk through your text: is the sequence logical? is all relevant information there? remove redundant information, explanation avoid very technical details, and avoid speaking in ”jargon” Watch time, pace and clarity Practice with critical colleagues

Delivering the presentation

Delivering the presentation Day D Get prepared be rest, no distractions, no nervous no stimulating substance, no beta-blocker arrive early, explore the facilities Your look feel comfortable, be yourself but dress formal don´t distract the audience with your “look”

Delivering the presentation Nerves: normal, good stimulant Going on the stage memorise the first sentence install your material, look around set micro to feel comfortable

Delivering the presentation Delivery on stage Stand upright, catch attention Make eye contact Mind your pace of speech Mind your volume Watch time Don’t looking or sounding bored ! And, Don’t forget to thank the audience at the end! In time whe you are on the stage … It would be good to stand upright while speaking…. Catch attention During the presentation get in touch with audience: Look at the audience, make eye contact... Don’t look at one point, ore one person only... You have to watch the volume and pace of your speech, do not talk too quietly, but do not cry, and Don’t speak monotonous – your voice will going to sleep listeners, they will stop listening ... Emphasize the importance of certain points, sentences, etc. If you see that audience stops listening, ask the audience did it follow you? Ask: Did my message come across?

Delivering the presentation Avoid Tics, manerism, Unnecessary movements, gestures Hands in pockets, Use of the pointer - If you tremble, minimize its use/don’t use it Overcrowded slides (“...you may not be able to read this, but...”) Apologies, long sentences Compensating nerves with humour

Delivering the presentation It may be a problem Excess of self confidence - Going over time - Provision of excessive amounts of details - Loosing the focus - Appearing arrogant Lack of self confidence can be addressed - Preparation to stay on time - Removal of excessive details - Keeping the focus

Delivering the presentation Interaction with the audience Presenters talking without reference to slides audience gets lost and stops listening! Presenter simply reading slides audience stops listening!!! important explanation comes, audience not paying attention any more

Delivering the presentation Bio feedback Reactions of the audience fascinated writing yawning puzzled Your own reactions heart rate , breathing  (take a pause, sip)

Delivering the presentation Finish on time Presenter on time Relaxed the audience Triggered a desire to ask questions Did not say everything known Will be asked on something s/he knows Presenter over time Exhausted the audience Suppressed any desire to ask questions Said everything known Will be asked on something s/he does not know

Questions and answers section

Questions and answers Preparing for questions & answers session Practise with you colleagues Frame points covered too briefly in the slides Prepare short answers Prepare two or three more slides

Questions and answers Listen to the question Write it down (may be more than one) Thank the person for asking the question Answer briefly and precisely

Questions and answers Avoid being defensive Challenging question Speakers who acknowledge weaknesses - gain more respect and are not challenged Defensive speakers get challenged more Challenging question Acknowledge: “This is a valid point” Sympathize: “This is a point that needed to be raised” Respond: “I am now going to clarify”

Questions and answers When you do not know the answer Do not panic, and still say “thank you” Ask for the person’s opinion Ask for a colleague’s opinion Ask for the audience’s opinion Suggest to discuss the point over coffee!!!

and my SOCO was… Important to remember that: Only one message will reach your audience! Presentation must include only the elements to support your message! Your visual aids are aids! It is possible for presentation and questions to be prepared in advance!

Did my message come across?

Dr Gordana Kuzmanovska Thank you Dr Gordana Kuzmanovska National Intitute of Public Health – The Former Yugoslave Republic of Macedonia gordana.kuzmanovska@gmail.com