Tips for Students Presenting Virtual Posters and Presentations During a Pandemic
The COVID-19 pandemic has challenged students to learn and engage verbally and nonverbally in an unfamiliar manner. Virtual presentations have become increasingly popular because of convenience and because they facilitate large gatherings without the need for face-to-face encounters. Many students view presenting virtually as a disadvantage because it may be more difficult to create personal connections with audience members or may be easier to be distracted with virtual than with face-to-face meetings. Nevertheless, we must learn how to navigate these challenges and optimize the many benefits afforded with using this format. Students can now present information from any location while easily communicating with hundreds of participants. To deliver a successful virtual presentation, there are several fundamental tips that can be applied to presentations occurring in the didactic years, on rotations, or as a presenter at a pharmacy conference.
To prepare:
- Develop an outline of what needs to be included and create a timeline/plan.
Before starting the assignment, review poster guidelines and deadlines, and be familiar with what should be included or excluded from the presentation. In addition, note specifications such as required length of the presentation, whether a professional background is permissible, and whether a question-and-answer session will follow the presentation. Once these factors are known, develop a plan, with specific dates to notify you when each step of the process needs to be completed. To help you remain mindful of upcoming deadlines, it may be beneficial to use a calendar app on your phone or laptop.
- Plan and design the format/appearance.
Planning the poster or PowerPoint is one of the most important steps in the presentation process because this helps the audience follow and understand what is being communicated. Be sure to check layout requirements and view examples to help get an idea of how you want the presentation to look. The presentation should be eye-catching, organized, and easy to follow. You may want to add some color, but use it sparingly to ensure text remains legible. To make the information look more interesting, it is also beneficial to add tables, graphs, or small images.
- Become familiar with the presentation software.
Many online communication software programs are currently in use, including Zoom, Google Meet, and Microsoft Teams. Once the conferencing platform is identified, learn how to use the webcam, microphone, chat function, and share screen functions. Of importance, when sharing your screen, what you see on your screen may appear smaller to your audience. Be prepared to increase the size of your screen for others to adequately see the full scope of your presentation. In addition, become familiar with different settings like mute/unmute, breakout/waiting rooms, and host controls.
- Practice, practice, practice.
Before presenting in front of an audience, you need to be comfortable presenting alone. Record and time yourself presenting as if it were presentation day, and repeat this process until you are satisfied with the result. This will help you identify any changes needed before speaking in front of an audience. If you are working with other group members, assign topics that will be communicated by each individual, and be aware of each other’s ideas. Before presentation day, develop a plan to transition between members or instill non-distracting cues to make team members aware of time expiration.
- Have a backup plan.
Technology is unpredictable, which causes many students to feel anxious when presenting virtually. To address this concern, prepare for any technological issues that may occur. If possible, sign in to the conference at least 15 minutes before your assigned presentation time to confirm you can connect and share your screen. To prevent trouble, make sure your computer is fully charged and your Wi-Fi is stable. You may also want to export your presentation onto a USB flash drive to ensure it remains saved and can be transferred to another computer, if necessary.
During the presentation:
- Eliminate distractions.
When it is time to present, find a quiet place away from family members, peers, and pets. Prevent any interruptions because they will take away from your spotlight. This is also a good time to silence your phone and turn off email notifications. Removing these alerts will limit the possibility of distractions for you and your audience.
- Be professional.
As a future pharmacist, it is important to make a good and lasting impression because many audience members will be future employers and colleagues. Depending on the number of presenters, each person will introduce themselves individually or once collectively at the beginning. Similar to a face-to-face presentation, state your student rank and the school you are representing. Be sure to mention upfront that everyone should be muted, and describe the method in which questions will be addressed (e.g., completion of presentation). Wear a neutral-colored conservative outfit that will allow you to feel first and foremost professional, yet comfortable and confident. A good rule of thumb is to dress as you would if you were presenting face to face, which includes proper facial and hair hygiene. In addition to professional appearance, pay close attention to everything within your presentation space, which should appear clean and organized. You want the audience to remain focused on you as the presenter, not your wrinkled shirt or messy room.
- Be aware of body language and verbal communication.
Oral communication skills can make your presentation shine and be memorable or cause audience members to lose interest. Your goal is to engage the audience and focus their attention on the information being discussed. While presenting virtually, perform as if you were speaking to a live audience. Standing up and looking directly into the camera will help you appear confident on the topic being presented. In addition, using minimal hand gestures and smiling will help you connect with the audience. Pace yourself while speaking, and pause, when necessary, to give listeners time to grasp different ideas.
- Avoid reading directly from notes/screen.
Listeners can quickly lose interest when presenters read directly from the text provided. You want to convince the audience that you know more about the topic than what can be found on the poster or PowerPoint. To do so, early preparation of the material is key. Using an outline or creating a limited number of note cards can keep you on track. Do not use long run-on sentences; instead, keep it brief and write only a few key words for each topic being discussed. This will keep you focused and prevent the presentation from boring the audience. It may also help to use your cursor when using “share screen” in a well-paced manner to show your audience which specific section you are focused on and draw their attention to it in a logical and organized manner.
- Engage with the audience.
Audience members are easily distracted, especially in the comfort of their own home. Therefore, it is your job to keep them interested in the content being presented. Ask your listeners to provide you with their thoughts on the topic being discussed, and encourage them to ask questions using the chat box or microphone at the designated time. Depending on the time constraints, you may want to ask the audience a couple of questions to analyze how well you portrayed the information discussed. If time permits, share two or three takeaway points from your presentation with your audience. This will cement the high-level view of your discussion. Thank the audience for joining, and be sure to provide a space on your presentation with your contact information or survey links for feedback, if required.
Conclusion
Presenting virtually amid a pandemic can be challenging; therefore, it is important to feel prepared and confident on presentation day. Careful planning will help you navigate any obstacles and give you an opportunity to rise to the challenge of this new virtual format. Following an organized approach to communicate virtually can lead to successful outcomes for both the presenter and the receivers, ultimately highlighting the presented information in an efficient manner.