How to Give an Online Doctoral Dissertation during COVID-19
The COVID-19 epidemic has upended everyone’s lives, with no exceptions for PhD students who are ready to defend their dissertations. Are you in need of some suggestions on how to best present remotely over Zoom? Here’s a guide on how to best communicate your ideas and research without technology getting in the way.
Creating a Presentation that Works
Format Accordingly
You want to develop a presentation that is clear, organized, and provides enough background for the audience to understand your work. Sans serif fonts (Arial is a great choice) are easier to read, and be sure to use a type size of 18 points or larger. Format your presentation background with high contrast (a white background with black font, or vice versa). If you use lists to explain evidence, use no more than three bullet points for brevity.
Focus on Organization
Susan McConnell of Stanford University recommends structuring your presentation to start broad, get specific, and end broad. Comparing it like “taking someone by the hand and walking them through the science,” McConnell says it’s a great idea to organize it like a solid scientific paper—starting with a big question, building content that supports it, and conclude by answering the previously question. For more suggestions on how to effectively design scientific presentations, view her YouTube video here.
Setting Up the Presentation
Adjust Format for Easy Online Viewing
There are a couple of options to revise your presentation for easier online viewing. If you’re planning to use a presentation tool, such as PowerPoint or Keynote, it’s not a bad idea to save slides as a PDF to remove any slide transitions or animations in case of a lag or potential glitch. Be sure to also distribute numbered slides to the committee prior to starting in case they need to follow along on paper.
Quiet + Plain Backgrounds are Key
Locate a quiet space with a plain wall that is best suited to present professionally. Be sure to note Wi-Fi reliability and connection, lighting, the height of the computer camera so it’s at eye level (you can always put books underneath your laptop). It’s best to practice far in advance with your video on, and during the time of day you’ll be defending your dissertation. Make sure that there aren’t any echoes, and the light source is in front of you. That way, you don’t look like a shadow on camera. If you’re concerned about potential interruptions, you can also consider renting out a conference room at the university.
Practice, Practice, Practice
Limit Note Referencing
Treat your dissertation like a presentation in real life—though you’d want to keep your notes nearby, it’s distracting and unprofessional to those attending if you continue to read off of them directly. Over Zoom, you should be mindful about where you place your notes for any quick reference. Instead of continuing to break eye contact with the screen to look down at a notepad, try sticking a post-it right below your webcam. You can also try opening your presenter notes in another window but not sharing that screen as well, so they’re there for reference without your audience knowing.
Make Eye Contact with the Audience
When you make eye contact with the computer camera, instead of looking at your own video or audience members, it goes a long way to make your presentation feel personal and prepared. When you practice the way you’ll present, it makes it easier day-of. When using Zoom, try selecting “Hide Self View.” That way, you don’t have to worry about your own video box and can focus your attention to the listeners.
Record Your Practice
Zoom’s recording tool offers a great way for you to practice your dissertation to perfection. When you record and revisit your presentation, you’ll be able to make the appropriate modifications. Be mindful of too many hand gestures, difficulty making eye contact with the camera, or rushing your dissertation. “Be sure to time your presentation and make modifications if you go over too,” recommends Dr. Arian Houshmand, a Software Engineer at Zoox who received his PhD from Boston University in Spring 2020. You can also send your Zoom presentation recordings to a friend or family member so they can review it for you.
Day Of
Establish Security & Privacy in Your Online Space on Zoom
Unfortunately, people have found ways to “crash” Zoom meetings, disrupting presentations and getting speakers off-track. To combat any potential interruptions, “require a Meeting ID and Password to join your event,” suggests Elizabeth Flagg, Graduate Programs Manager, Division of Materials Science & Engineering and Division of Systems Engineering. For increased security, use Zoom settings to generate a meeting ID automatically (rather than using the personal ID). Requiring a meeting password enables a waiting room, so you can vet participants, and remove the setting “allow removed participants to rejoin.” For additional online meeting tips, visit BU TechWeb’s Zoom Meetings page.
Check Your Equipment
Confirm that all of your technical equipment is working properly. Plug in your laptop (even if it’s fully charged!) in case of any battery issues. To prevent any lags with audio or video, double-check you’re connected to the correct Wi-Fi, as computers sometimes switch networks. Test your audio and video by joining a Zoom Test Meeting. Also, close out all tabs and be sure your computer is on Do Not Disturb—you don’t want any notifications, sounds, or distractions during your presentation.
It’s Go Time
On the day of your presentation, Houshmand suggests asking your committee members to join the meeting 10 minutes early. This gives everyone a chance to make sure their systems are up and running, and confirm they can see and hear you clearly before you begin. “You can also ask your advisor to become the co-host of the Zoom meeting,” Houshmand adds, “that way they can take control of the meeting while you are presenting.” Lastly, don’t forget to record your presentation as well.
After the Presentation
Celebrate Your Accomplishments
Be sure to schedule a post-defense videoconference with others to celebrate. Plan to meet in person with friends, family, and fellow peers in academia once the pandemic ends! Your hard work and accomplishments are worth celebrating.
Additional Resources
For more tips on how to give a remote dissertation, tune into Hello PhD podcast Episode 131: How to Host a Dissertation Defense On Zoom to hear an interview with Dr. Ashton Merck. Merck, who received her PhD from Duke University, presented in March 2020 and developed a Google Doc-Manifesto “Defending a Dissertation by Videoconference” that has already been referenced thousands of times by scholars everywhere.