How to present a seminar

A very useful piece of information for any beginner who is about to give his/her first seminar.

1. Confidence doesn’t mean you are always right. It means you are not afraid to be wrong. Good morning 1

2. HOW TO PRESENT A SEMINAR CHAIRPERSON & GUIDE: Dr . Rajeshwari . G. Annigeri , Professor & Head PRESENTED BY: Dr. Aditi Chandrashekar 2

3. CONTENTS INTRODUCTION HISTORY NEED FOR SEMINAR TYPES OF SEMINARS TIME SLOTS FOR SEMINAR ANATOMY OF A SEMINAR 3

4. CONTENTS KEY POINTS FOR EFFECTIVE SEMINAR GUIDELINES OF SLIDE PREPARATION ORAL PRESENTATIONS PUBLIC SPEAKING SKILLS ROLE OF LISTENERS ROLE OF MODERATORS CONCLUSION 4

5. INTRODUCTION Cambridge English dictionary defines a seminar as, “ An occasion when a teacher or expert and a group of people meet to study and discuss something.” The word  seminar  is derived from the Latin word  seminarium , meaning "seed plot" 5

6. INTRODUCTION A seminar is a form of academic instruction, either at an academic institution or offered by a commercial or professional organization. Brings together small groups of professionals for a focussed meeting to acquire indepth knowledge of a particular subject Everyone present is requested to participate. 6

7. HISTORY HERBERT ADAMS BAXTER (1850-1901 ) Reknowned historian and educator, one of the first to use seminar method in US higher education. He was one of the founders of American Historical Association. 7

8. WHY DO WE NEED TO DO A SEMINAR? 8

9. WHY DO WE NEED TO DO A SEMINAR Involves in depth study and acquisition of knowledge Provides an opportunity to reach out at a personal level bringing about an interaction between presenter and participants Shows critical thought about a topic Stimulates emerging enquiries 9

10. WHY DO WE NEED TO DO A SEMINAR Kindles discussion among participants Inculcates verbal skills and nurtures development of intellectual commitment Most effective way of learning, educating & managing a close group of people. 10

11. TYPES OF SEMINARS INFORMATIVE: Brief and to the point. The audience learns about a new subject or learns new information about a familiar subject. PERSUASIVE: Intended to change the audience's attitudes or behaviors. 11

12. ENTERTAINING: Simply tries to gain and keep the audience's attention. 4. INSTRUCTIONAL: To give specific directions or orders 12

13. TIME SLOTS FOR SEMINARS 13

14. PARTS OF A SEMINAR 14

15. INTRODUCTION 10-12 minutes/60 OR 5 minutes/30 Gives first impression of intent and content Purpose: Catch participant’s interest Let them know about the topic Keep participants engaged and attentive 15

16. INTRODUCTION History of topic Reason for choice Importance Question or the hypothesis being addressed 16

17. INTRODUCTION ICE BREAKER “MELTS THE ICE & LETS THE WATER FLOW DOWN & BUILDS THE BRIDGE OF KNOWLEDGE” 17

18. BODY OF SEMINAR Main focus of the whole presentation 30/60 and 12-13/30 minutes 18

19. BODY OF SEMINAR Clearly elucidate all information: Flow of logical thoughts Evidence Opinions with necessary references Controversial and contradictory views can be expressed only with sound scientific evidences 19

20. BODY OF SEMINAR Narrow the scope of the topic Should not overwhelm audience with data Enough data to prove; not all data available Be honest about the data Interpret data for audience ”Too much is too bad“ 20

21. SUMMARY AND CONCLUSION 5 minutes /60 AND 2-3minutes /30 Important because it is the part the audience best remembers Emphasize salient points only, not the whole seminar Should be “ Concise and Crisp” Leave “Take home message” 21

22. SUMMARY AND CONCLUSION Conclusion should have original content in the form of: Opinions Raising questions Suggestions on further work Demonstrates critical thinking 22

23. BIBLIOGRAPHY AND ACKNOWLEDGEMENT 1- 2 minutes of whole seminar Before ending provide references and acknowledgements Always end by saying “Thank you” 23

24. HOW TO DO AN EFFECTIVE SEMINAR PRESENTATION? 24

25. GOOD SEMINAR PRESENTATIONS REQUIRE Relevant content Appropriate Audio-visuals aids. An attractive & effective speaking ability to arouse the interest of the participants. Kindle their desire to learn. Stimulate further enquiry. Propel discussions. 25

26. KEY POINTS FOR EFFECTIVE SEMINAR PRESENTATIONS 26

27. SELECTION OF TOPIC Primordial principle of any seminar Relevance of the topic Importance of topic Impact on the audience 27

28. Gathering information, evidence, thoughts and forming opinions Information gathered in disciplined, organized and scientific way Begin with identifying important reference books on the topic written by reputed authors and read thoroughly After initial foundational grasp, further reading of indexed journals to be done 28

29. Gathering information, evidence, thoughts and forming opinions Learn to use search tools - Electronic and hard copy Explore all previous presentations on the topic One can also talk to professionals & obtain first hand experience and key findings on a particular technique or problem. 29

30. Organizing collected information, thoughts and opinions Systematically organize the logical flow of thought to make presentation: Interesting Clearly understandable Allow enquiry and discussion 30

31. RULE OF 3 ‘T’s 31

32. OBJECTIVES IN THE SEMINAR For any effective presentation, one has to state objectives clearly Gives information on what is to be achieved in the seminar What you will identify Describe Illustrate Demonstrate 32

33. DEVELOP DETAILED OUTLINE OF SEMINAR Developing detailed outline will help deliver information in logical order Demonstrates organizational skills Helps audience to follow talk easily Lets them know where you are headed Keeps you on track and focused 33

34. EFFECTIVE USE OF AUDIO VISUAL AIDS Very effective tool for presentation Create an impact on the audience Helps both the presenter and participants 34

35. EFFECTIVE USE OF AUDIO VISUAL AIDS To make important points Communicate special concepts and procedures Easy to understand Keep audience attention Provides structure and order Timing of talk can be controlled 35

36. TYPES OF VISUAL AIDS Verbal visuals ( powerpoint slides) Models Graphs, maps or flow charts Drawings Photographs 36

37. GUIDELINES FOR MAKING POWERPOINT SLIDES 37

38. KISS AND KILL PRINCIPLE 38

39. DO’s AND DON’Ts FOR MAKING GOOD POWERPOINT SLIDES Minimize number of word texts on slides Always write in points-do not reproduce pages as such from text or journals. Maximum of 8 points per slide. Never burden the audience with too much. 39

40. DO’s AND DON’Ts FOR MAKING GOOD POWERPOINT SLIDES Do not make graphs and tables too complex. Good to use video clips-but be short and relevant. Use animation only when required- it is a distraction Choose contrasting colours Stay consistent throughout the presentation 40

41. BACKGROUND Same background color for all slides. Backgrounds are fun, but they can be distracting. Never use backgrounds with ghost text Colorful backgrounds- More interesting than the data itself! If at all to be used-Simple lighter colors Black text on white background- BEST ! 41

42. BACKGROUND Same background color for all slides. Backgrounds are fun, but they can be distracting. Never use backgrounds with ghost text Colorful backgrounds- More interesting than the data itself! If at all to be used-Simple lighter colors Black text on white background- BEST ! Using dark background with bright color text- NOT ADVISED 42

43. BACKGROUND Same background color for all slides. Backgrounds are fun, but they can be distracting. Never use backgrounds with ghost text Colorful backgrounds- More interesting than the data itself! If at all to be used-Simple lighter colors Black text on white background- BEST ! Using dark background with bright color text- NOT ADVISED BETTER BACKGROUND 43

44. BACKGROUND Same background color for all slides. Backgrounds are fun, but they can be distracting. Never use backgrounds with ghost text Colorful backgrounds- More interesting than the data itself! If at all to be used-Simple lighter colors Black text on white background- BEST ! BEST BACKGROUND 44

45. COLOURS Use of colours is desirable for graphs Use text colour judiciously for emphasis Avoid overusing colour for most text Colors that virtually should never be used in a professional presentation are Purple , Pink and Bright Green. These look good on computer screen but never look good on screen. 45

46. Certain colour combinations should be avoided such as RED TEXT ON BLUE BACKGROUND BLUE TEXT ON RED BACKGROUND BLUE TEXT ON BLACK BACKGROUND BLACK TEXT ON BLUE BACKGROUND 46

47. FONT Use of even font is an important aspect in a presentation. Too funny fonts are not easily readable to audience. It might be distracting and irritating. Too funny fonts are not easily readable to audience. Usually Times New Roman, Arial, Verdana, Tahoma or Franklin gothic are preferred. Capitalize only when needed, difficult to follow 47

48. FONT SIZE 48 pt for title 32 pt for list of points 28 pt for highlights 24 pt for text Font size less than 18 will not be visible 48

49. ANIMATIONS They can be used to explain in a better way, only when used cautiously and sparingly. Animations used to explain how a reaction takes place or to show a flow chart is good. Too much is ‘ditzy’ and often annoys the audience. But unnecessary animations are to be avoided. 49

50. VISIBILITY Certain fluorescent images are not visible on the screen and hence should be careful about it. CONSISTENT LOOK AND FEEL Consistent with the use of capitals and lower cases. Consistent with the use of bullets and hierarchal styles. Consistent with the fonts and the font size. Consistent with color. It should not be overtly colorful. 50

51. WIDTH AND HEIGHT Width and height of the slide should be maintained. It should be large and legible. Space should be utilized efficiently. Appropriate justifications should be used. Only 6-8 lines per slide. Preferably around 6-10 words per sentence 51

52. TITLES Appropriate titles to each page. Each page should have title Font size and colour should be maintained 52

53. ABBREVIATIONS AND JARGONS Use rational abbreviations, sparingly. Lots of abbreviations- a separate slide for them. Avoid jargon – or lose your audience. SPELLING: Spelling should be double checked. Silly spelling mistakes in a professional presentation should be avoided 53

54. A PICTURE IS WORTH A THOUSAND WORDS 54

55. PICTURES- Self Explanatory 55

56. TIPS FOR PRESENTING A SEMINAR 56

57. REHEARSALS AND PRACTICE Dictum for successful presentation- “PRACTICE, PRACTICE AND PRACTICE” Only with practice, one gets over stage fright An enthusiastic speech can win out over an eloquent one If you fail to prepare, you are prepared to fail” 57

58. REHEARSALS AND PRACTICE Practice can be done- By oneself Before mirror Before peers and friends Before family By video recording Always better to write down speech before presenting 58

59. REHEARSALS AND PRACTICE While practicing, we should try to learn, unlearn and relearn Few points should be taken care of like – Timing Effectiveness of slides Overall structure of the talk Convince the audience Language and pronunciation 59

60. DELIVERY OF PRESENTATION Effective public speaking can be learnt Actual delivery is not about reading slides Speaking with CONVICTION and PASSION 60

61. DELIVERY OF PRESENTATION Knowing the audience and their expectation is very important to decide what and how to present Do not assume that the information will speak for itself The audience might interpret the information in different ways based on your organization and presentation 61

62. ORAL PRESENTATIONS 62

63. ORAL PRESENTATIONS Include presentations made without the use of powerpoint slides Extempore Speeches Debates 63

64. EFFECTIVE ORAL PRESENTATIONS Involves same basic principles as seminar presentations: Selection of topic Gathering information, evidences Organizing collected information Delivery of presentation Evaluation and feedback 64

65. KEY POINTS FOR EFFECTIVE ORAL PRESENTATIONS 65

66. KNOWING YOUR AUDIENCE Helps presenter decide on: What topic to select Organize collected information Present collected information Keeps us in tune with audience 66

67. PLANNING THE PRESENTATION An effective presentation includes planning of content and structure Content should involves: Estimation of time limit Mentioning the key points Technical information such as tables and graphs may be difficult to explain Summary of such information is advisable 67

68. PLANNING THE PRESENTATION Structure of the presentation should include: Introduction containing purpose and overview of the talk Body which includes content presented in a logical order Conclusion to remind audience of key points and reinforce the message 68

69. REHEARSALS AND PRACTICE “PRACTICE, PRACTICE AND PRACTICE” One can learn to be an enthusiastic and confident speaker only through practice Helps take care of: Timing Relevance Language and pronunciation 69

70. DELIVERING PRESENTATION Effective delivery can be achieved through confident public speaking To convince audience with conviction and passion Maintain quality of voice and rapport with audience 70

71. EFFECTIVE USE OF NOTES Use of notes depends on the speaker as well as audience being addressed Notes when used should be large and legible to speaker Notes with just salient points and headings is advised Too many notes will shift attention away from audience Avoid reading prepared text as it makes talk boring 71

72. EFFECTIVE USE OF VISUAL AIDS Makes presentation more lively Helps audience follow the presentation Models, Overhead transparencies ( OHTs ) Models can be passed around the audience Handouts may be give after the presentation 72

73. TIPS FOR EFFECTIVE PUBLIC SPEAKING 73

74. EFFECTIVE PUBLIC SPEAKING 1) Voice projection: speak clearly & loudly . 2) Modulate your voice, pace and pronunciation 3) Do not be monotonous in intonation. That will put the audience to a good sleep. Don’t say umm.., aaah ..,. 74

75. EFFECTIVE PUBLIC SPEAKING 4) Stay animated & speak with enthusiasm 5) Engage audience, always make an eye contact. Don’t stare at screen or toes. 6) Humor- it can be a good ice breaker, but it is better not to try if one is inherently not humorous. 7) Pausing can be used to emphasize certain points and to help your talk feel more conversational 75

76. EFFECTIVE PUBLIC SPEAKING 8) Enthusiasm and Confidence are the key aspects. Be enthusiastic - it is contagious. 9) Don’t try to impress, but to inform and convince . 10) Do not read verbatim, slides are just visual aids, not substitutes 11)Do not make awkward gestures- cracking knuckles, hands in pockets, lean on or grip podium 76

77. BEFORE SEMINAR Arrive early- Atleast 10 minutes Always best to allow plenty of time for yourself before talk Adjust to surroundings- room, computer, pointer Practicing confident body language- when your body is physically demonstrating confidence, your mind will follow suit Be well dressed 77

78. BEFORE SEMINAR Should have checked the projector and computer well before. Should be ready to begin when invited. First slide should be on the screen before beginning the talk. It should have presentation title on it and information about the speaker. 78

79. DURING THE SEMINAR 79

80. DELIVERY Posture Body language - Do not play with keys or pointer. Do not put hands into pockets. Humor- it can be a good ice breaker, but it is better not to try if one is inherently not humorous. Enthusiasm and Confidence are the key aspects. Be enthusiastic- it is contagious. 80

81. WHERE TO STAND 81

82. WHERE TO LOOK Do not keep staring at the screen. Make an eye contact with the audience. When specifically pointing something on the screen, guide the audience with a pointer. 82

83. CONCLUDING PRESENTATION TIME FLIES - keep an eye on time. When you end, don’t be abrupt; thank the audience for their attention. 83

84. ANSWERING QUESTIONS Always finish on time to allow for discussions and questions Listen to whole question- do not begin before the question is complete Pause before responding Address the questioner, then move eyes to others 84

85. ANSWERING QUESTIONS Be honest: if you do not know the answer, admit it, but say “ I’ll TRY TO FIND IT” NEVER TRY TO BLUFF 85

86. THE LISTENERS RESPONSIBILITY 86

87. DO’s Be curious and ask creative questions. Actively participate in the seminar but don't take over the presentation from the speaker. Learn from the speaker’s weak and strong points. Brush up on topic a day in advance Stay attentive Provide sincere feedback to the speaker. 87

88. DON’T’s Listen closely, don’t sleep. Don’t make a side conversation. Don’t eat or drink during the presentation. Think in advance of the speaker. 88

89. ROLE OF EXPERTS AND GUIDES Play the role of mediator, moderator, facilitator Strong background knowledge of topic under discussion. Clarify doubts to promote understanding. Critically analyze scientific content/presentation. Frank opinion, appreciation and constructive criticism. 89

90. EVALUATION AND FEEDBACK Obtained on a variety of parameters that evaluate total impact of the presentation in terms of, Scientific content. Presentation skills. Use of effective visual aids. Overall relevance of the topic 90

91. EVALUATION AND FEEDBACK Feed back can be obtained from - Peers , seniors, faculty, friends. Comments, Compliments and suggestions – when viewed positively will help identify the area of improvement 91

92. SUMMARY A good presentation requires much preparation. Proper introduction and use of a slide that shows the structure of the talk is a must. Slides should be clean, clear, and readable. Use approximately one slide per minute. 92

93. SUMMARY Show a summary slide at the end. Final slide should be an acknowledgement slide for references. Conclude by proper greeting. 93

94. CONCLUSIONS A good seminar requires significant planning. With a well thought-out visual presentation, the words will follow. Self motivated and well-structured presentation support a successful transfer of knowledge to the listener. 94

95. “A great speaker convinces us not by force of reasoning but because he is visibly enjoying the beliefs he wants us to accept” 95

96. 96

97. REFERENCES Prologue 2017-18: Orientation program for MDS course, RGUHS -Bangalore Seminar on Seminars. Professor Kenneth S. Suslick , School of Chemical Sciences University of Illinois at Urbana-Champaign Michael K Gilson. Preparing and delivering a seminar. Copyright 2002. http://universityseminars.columbia.edu/about-us/history/ http://foodsci.rutgers.edu/gsa/SeminarGaudelines 97

98. REFERENCES http://home.sandiego.edu https://www.accuconference.com/blog/types-of-presentations/ http://www.cypressmedia.net/articles/article/25/types_of_presentations https://www.speakconfidentenglish.com/3-steps-introduction/ https://www.wordstream.com/blog/ws/2014/11/19/how-to-improve-presentation-skills- LARRY KIM 98