Udo Buchholz,

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Preparing a presentation on quantitative data

• Udo Buchholz,
• WHO/Stop TB/TME

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Outline

• How to get started preparing the concept of the
  talk
• Preparing the concept of the slides
• Preparing the individual slides
• Layout "rules"

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How to get started?

• Who is my audience?
• What will be the main message that the data will
  support?
• Which are the data that I want to present?
• Whom do I need to include as co-author?Whom do I
  need to ask for permission to show certain data?
• If the presentation is for a conference when is
  the deadline?
• Make sure you get the first draft ready early
  enough so that co-authors and colleagues have
  time to read and comment

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Preparing the structure of the presentation

• How much time do I have for the talk?
• Calculate 1 minute per slide, so e.g. 15 minutes
  ? 15 slides
• Usual scientific presentation is divided into
  (but may vary)Title slide (1)Outline (1)O
  bjectives of the study (1)Background (1-2)Meth
  ods (1-3)Results (2-4)Conclusions (1-2)Re
  commendations (1-2)Acknowledgements (1)
• Next give all slides a title to see if you can
  show and say everything you want to present
• Make sure that you have always the same order in
  the Methods, Results, Conclusions (and
  Recommendations) e.g. (1) TB in the general
  population (2) TB among homeless (3) TB among
  prisoners

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Preparing the data

• Which core data do I want to present?
• How can I present them best
• Purely descriptive?
• As a FIGURE? (Yes. Remember A picture says more
  than 1000 words!!!)
• In a table?
• Collect the core data you want to present
• Create all figures and tables

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Title slide

• You can be creative
• Include
• Title
• Meeting for which presentation was prepared
• Authors
• Affiliations

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Outline

• Overview of contents of presentation
• 5-6 bullets

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Background/Introduction

• Background information that
• can give important background information, e.g.
  about the set-up of the surveillance system as
  long as it contributes to the understanding of
  the presentation
• sets the stage, e.g. basic statistics on TB and
  small studies that have shown high rates of
  multi-drug resistance
• shall lead to the objective of the study

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Objectives

• 1-3 objectives
• "To do " sentences
• Example "To investigate the relationship of the
  proportion of re-treatment cases among all cases
  and antituberculous drug resistance"

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Methods

• Data used (if necessary, acknowledge the source),
  e.g. surveillance data, survey data,
• Study methodology
• Case definition (if necessary) or clarification
  of terms, e.g. "A homeless person was defined as
  a person without a registered home".
• Keep "Methods" to a minimum, but have information
  at your finger tips (or on "reserve slides"),
  such as
• Sample size
• Statistical methods (tests) used
• Software used (epi-info, Excel, etc.)

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Results

• Present data without any opinion, just report
• Start with descriptive data study population,
  time of study, place of study, age, sex, ..
• Then analytical results, incl. the FIGURES and
  tables that you had prepared already

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Preparation of a figure (1)

• Method 1 Create figure in Excel gt copy gt
  MenuEditPast special gt Picture (Enhanced
  metafile)
• Otherwise you have all the data still connected
  with the figure which makes the file very large
• Method 2 Use the chart creation feature of Excel
  (MenuFormatSlide LayoutContent Layout), but
  this is not as flexible as Excel

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Preparation of a figure (2)How NOT to do it
zx
Legend for one data series usually not necessary
but for gt1 data series important
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Preparation of a figure (3)Please NO 3D-figures

• Unreadable
• Confusing
• Unscientific

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Preparation of a figure (4) How to do it better
TB notification rates, all forms country X,
1995-2004
No title
Data points well visible connecting line not
always appropriate
Notification rate
Legend only if there are more than one data
series displayed
Year

• Optional here the main message of the figure

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Preparation of a table

• Method 1 From Word (Copy gt Paste special)
• Method 2 From Excel (Copy gt Paste special)
• Method 3 Use Excel feature (MenuFormatSlide
  LayoutContent Layout) which is sometimes a bit
  painful to work with

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Example of a table

• Optional put the main message below the table
• Put in the title and table header all of the
  information necessary to understand the table

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Conclusions

• Conclusions must follow from the results
  presented, for example
• "Treatment success rates below WHO targets"
• "Proportions of retreatment cases correlate well
  with MDR-rates"

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Recommendations

• Must follow from the Results
• Recommend only what you get approved from
  authors or "higher-ups" (if recommendations are
  politically delicate)

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Acknowledgements

• Who ever you think is appriopriate
• Every author AND every acknowledged persons
  should agree with the presentation
• ? all of these persons should also see the
  presentation before it is finalized

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Last slide and beyond

• The last slide
• E.g. "Thank you", foto of your team, After
  the last slide
• Think of possible questions and prepare "reserve
  slides" for that

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Layout (1)

• Consider using a simple master slide (Go to
  "View"gt"Master"gt"Slide master")
• Nothing wrong with black and white
• Keep the slides well legible, avoid "busy" slides
• Avoid too fancy make-up (words flying in from
  left and right). It distracts.
• Wording "headlines" preferred, .e.g."Reduction
  of mortality by 6/year" and not "The mortality
  was reduced by 6/year"

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Layout (2)

• Abbreviations must be introduced the first time
  they are used, e.g. drug resistance (DR)
• Words must be clearly legible
• Font no fonts with serifs (e.g. Times New
  Roman), use sans serifs, e.g. Arial.
• Bold everything (already in master slide)
• Size large, such as (32)36-44 for the title,
  24-32 for bullet points
• Not more than 10-12 lines per slide
• Lastly a presentation that is well
  understandable is also well remembered

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Some example slides
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Average age of SS patients
The chards show average age of the revealed cases
segregated by years. As can be seen the average
age of male patients ranges between 39-45, and
female patients accordingly 35-44. We can
observe adverse trend among females TB becomes
younger.
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DOTS Coverage 2002 - 2005
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Age groups and Gender distribution
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Regional Data
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Outcomes of cases registered in 2002
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• TB Control Programme in Georgian Prisons
• Graph with notification rates of new, new SS and
  all cases
• (all types and smear positive)

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