based on lectures: indian-fetp, epiet oral communication alicia barrasa
TRANSCRIPT
Based on lectures: Indian-FETP, EPIET
Oral communication
Alicia Barrasa
– Why to communicate
– What to communicate
– Preparing the content
– Preparing the slides
– Preparing the speech
– Delivering the presentation
Content
Why to communicate?
Who is your audience?
– knowledge and expertise
– education / cultural background
– their expectation of you
– their professional position
What exactly should you present?
– Original, new data, new findings…
What to communicate?
S = Single
O = Overriding
C = Communication
O = Objective
Objective, concise, precise message
What to communicate?
Good SOCO: A logical deduction of the presentation
The SOCO
Audience will receive a lot during the meeting, but can only remember one thing from you
Think of one take-home message
Write down your SOCO in two or three lines • easy to remember • clear • simple• practical
Ask details
• 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(e.g. for a 10mn presentation)
• Title (1 slide)
• Background (1 slide)
• Methods (2 slides, maximum 3)
• Results (3 slides)
• Limitations (1 slide)
• Conclusion (1 slide)
• Recommendations (1 slide)
• Acknowledgements (1 slide)
Preparing the content
– 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
Preparing the slides Visual aids
Digital versus analog US pedestrians
Pedestrian crossingX = cross !
Digital pedestrian Analog pedestrian
BelgiumFrance
Burma Spain Zimbabwe
Analog pedestrians from around the world
Russia
Germany
US
Spain
France
Ecuador
Italy
"Rolling stones" from around the world
– Bullet points
Written text (‘digital’), visual reinforcement
leave them alone
– Tables, graphs, maps
Images (‘analog’), visual data give them the floor
Does our message come across?
Preparing the slides Visual aids
– Use keywords
– less than 12 lines
– Less than 5 words per line
– 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
Avoid karaoke slides
– Survey
• retrospective cohort
• all participants
– Case definition
• rash (papular or papulo-vesicular)
• > 12 hours after exposition
Bullet points
Sans serif font
Bold type
Lower case letters
Good contrast
Serif font
Normal type
UPPER CASE LETTERS
Poor contrast
Prefer Avoid
Bullet points
– Simple
– Self-explanatory
– Title: what, who, where, when
– Label the axes (graphs and maps)
– Define abbreviations and symbols
Tables, graphs and maps
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 4 7
Cases
Tables - examples
Distribution of the cases of S. Typhimurium-infection by age-group and sex
Tables - examples
Age group (yrs) Total
Male Female
0 - 9 7 5 12
10 - 19 5 5 10
20 - 29 5 5 10
30 - 39 1 4 5
40 - 49 2 3 5
50 - 59 0 3 3
60 - 69 2 1 3
70 - 2 4 6
Total 24 30 54
Sex
Fish consumption, attack rate (AR) and relative risk (RR)of gastrointestinal illness among customers at Uncle Mike's Fish & Chips, Cambridge, October 1, 2000
Ill Total AR/100
Ate fish 42 58 72
Did not eat fish 5 64 8
RR (95% CI)
9.3 (3.9-22)
Tables - examples
Gastrointestinal illness and fish consumtion among customers at « Uncle Mike’s Fish and Chips », Cambridge, October 1, 2000
Cases Controls
Total OR (IC 95%)
Ate fish
Did not eat fish
34
8
20
62
54
70
13 (5.3-33.0)
Ref
Total 42 82 124
Tables - examples
Tables - examples
Cases of X disease in a Country, 1995-2000
0
10
20
30
40
50
60
70
80
90
1955 1960 1965 1970 1975 1980 1985 1990 1995 2000
Year
Cases per 100.000
Graphs - examples
Cases and deaths of X disease in a Country, 1995-2000
0
10
20
30
40
50
60
70
80
90
1955 1960 1965 1970 1975 1980 1985 1990 1995 2000Year
Cases and Deaths per 100.000
Cases
Deaths
Graphs - examples
0,001
0,010
0,100
1,000
10,000
100,000
1955 1960 1965 1970 1975 1980 1985 1990 1995 2000
Year
Cases and death per 100.000
Cases
Deaths
N.B.: data from 1997 for mortality are missing
Cases and deaths of X disease in a Country, 1995-2000
Graphs - examples
Cases of salmonellosis (n=65) by date and time ofonset of illness. Hospital A, Dublin, August 2006
Graphs - examples
15 cases
14
13 1 case patient
12 1 case staff member
11
10
9
8
7
6
5
4
3
2
1
0
00- 06- 12- 18- 00- 06- 12- 18- 00- 06- 12- 18- 00- 06- 12- 18-
27 August 28 August 29 August 30 August
Date and time of onset
Age and sex distribution of STI patients, Germany Jan 2003-Jun 2005
0
5
10
15
20
25
30
35
40
<16 16-20 21-25 26-30 31-35 35+Age group in years
Percent Male
Female
Graphs - examples
MSM P&S Syphilis Cases by Hal-Year IntervalCalifornia, 2000-2002
20
00
I
20
00
II
20
01
I
20
01
II
20
02
I
0
50
100
150
200
250
300N
umbe
r of
cas
es
Graphs - examples
0102030405060708090
No.
of
case
s
B C Y W Unknown
Serogroup
Cases of meningococcal disease in Dublin by serogroup
Cases of meningococcal disease in Dublin by serogroup
0
10
20
30
40
50
60
70
80
90
B C Y W Unknown
Serogroup
No.
of
case
s
Cases of meningococcal disease in Dublin by serogroup
0
10
20
30
40
50
60
70
80
90
B C Y W Unknown
Serogroup
No.
of
case
s
Safe your ink
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 4.6NH 4.6VT 3.6Mass 15.0Conn 14.9NJ 31.3Del 12.9MD 21.2DC 117.2
11.5
10.2
24.4
18.1
2.2 2.4
12.5
3.0
4.4
6.87.7
19.3
6.7
5.7
3.6
1.1
0.9 4.9
2.4
11.7
8.6
10.3
16.27.2 20.2
33.2
9.1
7.4
11.12.6
6.0 9.9
43.26.7
10.14.8
5.0
7.2
3.7
3.5
15.5
Maps - examples
AIDS Annual Rates per 100,000 Population for Cases Reported May 1990 through April 1991
Rate per 100,000 population
0.0-5.9
6.0-11.9
12.0-19.9
>20.0
Maps - examples
Brightness HueQuantitative Qualitative
Colors - examples
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
– 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
• avoid very technical details and jargon
– Watch time, pace and clarity
– Practice with critical colleagues
Does our message come across?
Preparing the speech
– Day D
• Get prepared
rest, healthy distraction
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
– Time T
• Nerves: normal, good stimulant
• Going on stage
memorise the first sentence
install your material, look around
set micro to feel comfortable
Delivering the presentation
– Delivery on stage
• Stand upright
• Make eye contact
• Be visible
• Mind your pace of speech
• Mind your volume
(and don’t forget to thank the audience at the end)
Delivering the presentation
– Avoid
• Hands in pockets, tics
• Unnecessary movements
• If you tremble, minimize the use of the pointer
• Overcrowded slides
• Apologies
• Compensating nerves with humour
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 anymore
Delivering the presentation
– Bio feedback
• Reactions of the audience
fascinated (continue, you’re doing well)
writing (continue, you’re doing well)
yawning (continue, you’re doing well)
puzzled (ask if things are clear)
• Your own reactions
heart rate , breathing (take a pause, sip)
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
Preparation to stay on time
Removal of excessive details
Delivering the presentation
Presenter on time
• Relaxed the audience• Triggered a desire to
ask questions • Did not say everything
s/he knows• Will be asked on
something s/he knows
Presenter over time
• Exhausted the audience • Suppressed any desire
to ask questions • Said everything
s/he knows• Will be asked on
something s/he does not know
Delivering the presentation
– Finish on time
– Practise with you colleagues
– Frame points covered too brieflyin the talk
– 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
• speakers who acknowledge weaknesses of work gain 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
Questions and answers
– Why to communicate
– What to communicate
– Preparing the content
– Preparing the slides
– Preparing the speech
– Delivering the presentation
Content
and my SOCO was…
When communicating the results of an investigation it is important to have clearly in mind that
the content of your presentation will depend on who is the audience,
only one message will reach your audience,
your presentation and speech must include only the elements to support your message,
your visual aids are aids,
it is possible to be prepared in advance both for your presentation and the questions
Thank you very much for your
attention
Did my message come across?