PSG #029: From beginner to expert: the art of presentation at a defense

Hello everyone. This newsletter differs a bit from our usual topics, but since many questions came in on the topic of defense and this is an important part of the doctoral journey, we have put together all the questions and answers as well as tips here.

Let's go!

The importance of a successful presentation

A successful presentation is the be-all and end-all of a defense. Only if you present your topic convincingly will you have the chance to convince the jury of your point of view. A poorly prepared presentation, on the other hand, can quickly give the impression that you have not dealt with the topic sufficiently. You should therefore take enough time to research your arguments thoroughly and develop a common thread for your defense. This is the only way to ensure that your presentation is logically structured and really convincing. A clear structure also helps to reduce stage fright - because if you know what's coming next, it's easier for you to appear confident. So don't be afraid to invest time in preparing your presentation - it will pay off in the end!

First impressions count: The preparation of figures

A successful first impression is the key to a successful presentation. The preparation of figures plays a decisive role in this. To captivate the audience right from the start, you should carefully plan and coordinate the design of your slides. Make sure that the images and graphics you use are of high quality and easy to read. With Biorender, for example, you can easily create beautiful diagrams.

The choice of colors should also be carefully considered to ensure a professional appearance. If you design your visual aids carefully, you not only signal to your audience your expertise in design but also your commitment to a successful presentation. Thoughtful use of these tools will help you present the content of your defense clearly and convince the audience of your expert knowledge.

The common thread: A clear structure for your defense

A clear structure for your defense is essential to convince your audience of your expert knowledge. The common thread gives your presentation a clear structure and helps you to focus on the essentials.

We highly recommend to prepare a shitty first draft, a rough outline of your presentation. Nothing needs to look nice yet, it's just to figure out how to tell the story, in which order, what data to show, and what schemes. you need to explain certain things. Show this to your supervisor and discuss it. Only after having the storyline, start getting in to the details of making everything appealing.

Start with an introduction in which you introduce the topic and explain your objectives. It is advisable to proceed in the form of a funnel: Start very broadly and generally and get more and more specific about your exact topic. This will get everyone on board.

In the main part, you should present the most important points of your topic in a structured way and use visual aids. Focus on the key results and present them in a visually appealing and easy-to-understand way. Good and sufficiently large labeling makes it easier to understand.

Use a summary at the end to summarize the most important statements and draw a conclusion. If possible with a final, nicely and comprehensibly designed diagram that summarizes all the results.

A clear structure not only makes it easier for you to find your bearings during the presentation, but also for the audience to understand the topic. Make sure that your arguments are coherent and appear consistent.

A common thread will make it easier for you to present your expert knowledge confidently and leave the impression of a competent speaker.

Convince with your voice and body language

A successful presentation consists of many different elements. Of course, it is important that you have prepared your content well and have a clear structure for your defense.

But your voice and body language are at least as important. Because these two factors have a major influence on the effect you have on the audience. By speaking confidently and adopting an open posture, you signal competence and confidence to the audience.

Therefore, make sure you stand firmly during your defense, make eye contact with the audience and do not keep your hands in your pockets or crossed in front of your chest. Your voice should also be variable and geared towards the content - intonation can help to emphasize certain statements or set accents. With these tips, you are sure to make a convincing impression!

Dealing with stage fright: tips for a confident performance

When it comes to presentations, stage fright is a common problem. But don't worry, you're not alone!

Almost everyone is familiar with this feeling of nervousness and uncertainty before an important speech or defense. But how can you deal with it? Here are some tips that can help you overcome your stage fright and give a confident performance:

- Take a deep breath and try to calm yourself down.
- Visualize your successful presentation and go through it in your head.
- Rehearse your speech several times in front of friends or family to get feedback and become more confident. Also, remember that small mistakes are normal and are no reason to panic.
- If you get nervous during the presentation, focus on your body language and your voice - both can help you appear more confident.
- Work on your imposter syndrome in advance

Remember: you've worked hard and are well prepared - now it's time to show what you've got!

Avoid common mistakes during presentations

A successful appearance in the defense of your thesis depends largely on a successful presentation. Unfortunately, mistakes often happen that can affect the success of your defense. These should be avoided. These include:

- Unclear or overly extensive presentations: Keep your presentation clear and concise to keep the audience's attention.
- A clear structure and a common thread are equally important to make your arguments convincing
- Reading from slides or script: Try to memorize your content and use only bullet points to appear more natural.
- Too little interaction: Try to involve the audience through questions or discussion to maintain attention.
- Lack of confidence: Avoid insecurities in your voice and body language by preparing well and appearing confident.
- Time management issues: Stick to the time allotted and avoid running out of time.

Answers to questions about the doctoral thesis defense

In the vast majority of cases, your disputation will proceed as I describe here. But every university and every department has different regulations. So you may not be told your grade immediately after the defense. Or you may have to give two short presentations instead of one.

So it's best to check your doctoral degree regulations if you want to know what the procedure for your defense is. Ask at your examination office. And talk to people who have already completed their doctorate at your department.

What does disputation mean?
The disputation is an oral examination and counts towards the grade of your doctorate alongside the written examination (your dissertation). It is an academic debate between the doctoral candidate and an examination committee consisting of university lecturers.

On the one hand, the disputation verifies that you actually wrote your thesis yourself. On the other hand, you show that you are familiar with your topic.

The disputation has the following functions:
- Presentation of your doctoral thesis
- Verification that you are familiar with the topic
- Verification that you have written the thesis yourself

Alternatively, the term disputation is also used instead of disputation or simply the German word Verteidigung. In Austria, the term Defense is commonly used.

Disputation, colloquium and/or rigorosum?
The disputation is not the only form of oral examination. You may have to take a viva instead of (or in addition to) the disputation. You may also be summoned to an examination colloquium.

What do these terms mean? Are they just synonyms after all?

No, there are differences and a rigorosum or examination colloquium is not the same as a disputation.

The Rigorosum
The Rigorosum is more like an oral examination, as you are used to from your studies. However, more specialist knowledge is required. You should be well-versed in your doctoral subject and field of study and be able to answer specialist questions. Sometimes one or more key topics are defined in advance, which may include the topic of your doctorate. The rigorosum is usually not open to the public.

The examination colloquium
The examination colloquium can be seen as a hybrid form of disputation and viva voce. In the colloquium, you usually give a presentation about your dissertation and are then asked questions about it. You will also be asked questions that go beyond the dissertation topic. A main topic may be set for this second part, which you will talk about before the Q&A session.

If you want to know what type of examination you have to take at the end of your doctorate, it is best to check the examination regulations for your doctoral subject.

What can I expect during the defense? How does the defense work?
Disputations normally consist of two parts:
- The disputation presentation
- The actual defense

In the disputation presentation, you present your doctoral thesis. It is often possible and desirable to support your oral presentation with a PowerPoint presentation and/or a thesis paper. After your presentation, your doctoral thesis will be discussed. The professors who are part of the examination board will ask questions about the presentation and your dissertation. Sometimes questions are also asked about related areas. Other people present may also ask questions. The examination committee then deliberates (of course you are not there). Normally, you will then be informed of the grade for the defense directly.

In my case, three professors were present. My supervisor, my second supervisor, and a chair. Only they were asking questions after my 20-minute PowerPoint presentation. The questioning aka discussion lasted for 40 min and was luckily very fair. The questions were mostly quite close to my topic, for example asking if I had also addressed certain research questions or asking how I would address further questions that my research brought up. 

How long does the disputation presentation last?
During your disputation, you are allowed to present your doctoral thesis in a lecture. The disputation presentation usually lasts between 20 and 45 minutes. Sometimes only the total duration of the defense is specified in the doctoral degree regulations. The entire defense, including discussion, usually lasts 60 to 90 minutes.

In my case, I had to present for 20 min, followed by a discussion and lots of questions for 40 min. 

How can you prepare for the defense?

preparing for the content of the defense

You should prepare for the defense of your doctoral thesis on different levels. Firstly, the content. I would advise you to read through your doctoral thesis again in full, especially if it was submitted some time ago. If you have the opportunity to read the doctoral reviews in advance, you should definitely take advantage of this. The reviews will give you important information about what questions you can expect from the examination board. Don't just focus on negative points, but also look at what the professors thought was good about your work. Do not address all points of criticism in your presentation. Instead, prepare a well-founded answer to them, as it is quite likely that you will be asked a question about them.

Mental preparation for the defense

Don't forget to prepare yourself mentally for the defense. If you are afraid of the defense, keep in mind that the vast majority of disputations are benevolent. The reviewers have already deemed the thesis worthy of a doctorate, otherwise, you would not be defending your dissertation now. Nevertheless, critical questions may of course be asked. Be happy about this, because the more critical the question, the better opportunity you have to show what you are made of! (and in your doctoral thesis) Remember, it is not necessary for the professors present to agree with every methodological or content-related decision you have made in your doctoral thesis. It is only important that you can justify well why you did something this way and not differently.
As mentioned before, learn to handle your imposter syndrome and develop a growth mindset already during your PhD.

get feedback

If you're nervous about defending yourself, that's completely normal. A little stage fright doesn't hurt either. However, if you are generally uncomfortable giving speeches and presentations in front of an audience, it is all the more important to rehearse your presentation. Get feedback on how you come across during the presentation. Friends and family members who don't understand the content of your doctoral thesis can also give you feedback. Maybe you start every other sentence with "so"? Or do you look cramped and like a pile of misery? No need to despair. It can be practiced. Accept the feedback, practice speaking freely (or reading aloud, if this is common in your subject), and then go into battle! Uh, in defense! In addition to this feedback on yourself as a presenter, you should also get feedback on your presentation. This time from people who are experts in the field. This could be other doctoral candidates or colleagues, for example. They can give you feedback on whether your presentation is comprehensible, has a common thread, and - if they know your doctoral project - whether the most important points are covered. You can also practice the subsequent discussion with this specialist audience. One of my favorite exercises is the good cop/bad cop exercise. Instruct one person to ask you particularly favorable questions and another to test you with critical questions.

take part in disputation coaching
If you would like professional feedback on your presentation, you can also consider a presentation coaching session. In this session, I will give you specific feedback on the structure of your presentation, the visual design of the slides and your speaking and presentation style. We will also discuss question and answer strategies so that you no longer have to fear questions because you know that you have a confident answer ready for all of them.


How is a disputation presentation structured?
The structure of the disputation presentation can vary depending on the subject. The following points are usually part of the presentation:

- Relevance of your topic
- Your research question and, if applicable, theses/hypotheses
- Methodology (with justification)
- Theory(ies) (with justification)
- Results of your doctoral thesis
- Classification in the existing research
- Research desiderata (What could you not research?)

Be sure to discuss with your supervisor how he or she envisions the presentation.

When does the disputation take place?
After you have submitted your dissertation, the reviewers have time to read through it, evaluate it, and write a report. This can take a few weeks, but also a few months. Some universities now also have set periods of time between the submission of the dissertation and the defense, for example, 2 months. This was the case for me.

The dissertation is then available for a certain period of time. This is often two weeks during the lecture period or four weeks outside the lecture period. This gives other people from your department the opportunity to get an idea of your doctoral thesis. Sometimes this inspection is restricted to university lecturers or reserved for members of the department who have completed their doctorate.

How do I find out when the date for my defense is?
You will receive a notification - usually by post - from the doctoral office or examination office with the place and date of the examination. Sometimes you will also receive a notification that the review process has been completed and you will then have to organize an appointment yourself - in consultation with your supervisor.

At universities with fixed deadlines, you can arrange the date for the defense with your supervisor after your submission and then coordinate it with the other professors.

Does the defense take place in public?
Yes, the defense is usually a public event. Sometimes, in addition to the examination board, only the university public is invited, i.e. only members (students, staff, professors) of your university. In this case, your parents and your partner will not be able to watch your presentation and the discussion.

May I use the doctoral title after the defense?

No, you are not allowed to use the title directly. This is because in Germany (research in Austria and Switzerland) there is a publication requirement for doctoral theses. Only then are you allowed to put the "Doktor" or "Doktorin" on your nameplate. At some universities, a publishing contract is sufficient to be able to use the title of doctor. With this you will receive your doctoral certificate and can immediately call yourself a doctor. However, you must then comply with the publication obligation within the time frame set by the university (e.g. one year), otherwise the right expires. There are also universities that allow you to use the title "Dr. des." under certain conditions. These conditions may include passing the disputation or a publishing contract. "Dr. des." stands for "doctor designatus" and may then be used in front of your name until the publication has been completed. You can find out what it looks like at your university from your doctoral degree regulations. And another little detail: the doctorate is actually not a title at all, but an academic degree.

What grades are awarded for the defense and how does it count?
The same grade levels are awarded for the defense as for the dissertation (i.e. your written examination performance) itself: summa cum laude, magna cum laude, etc. The doctoral grade is also recorded on your doctoral certificate. Normally, the written examination (= your doctoral thesis) counts more than the oral examination (= the disputation).


When do I find out the grade for the defense?
You will usually find out your grade directly after the defense. The committee deliberates without you and then invites you back into the room to inform you of your grade.


Can I fail the defense?
Theoretically, you can fail the defense. However, this is very unlikely, at least not if you have prepared well and avoid these mistakes. After all, the examination committee has already read your thesis and deemed it worthy of a doctorate. In most cases, the disputation is primarily about confirming your grade. See also the following question:


Can I worsen my grade through the disputation?
If you have received the highest grade (summa cum laude) in all your assessments, you will naturally want to defend this in the truest sense of the word.

In this case, a top performance is also expected in the defense, and you may be put under more scrutiny than usual. With all other grades, it is likely that you will receive the same grade in the defense.

Of course, this always assumes that you deliver a proper presentation and that your answers show that you have really dealt with your topic. But let's be honest: after all, you've been doing this for years.

So there's no need to panic or have unnecessary self-doubt at the end. And even if your disputation grade is lower than that of the dissertation: it usually counts for less, which means that you would still get the better grade (of the dissertation) even if it is one grade lower.

Only for a summa cum laude do you usually need the highest grade in all individual grades. And if you are between two grades (i.e. the grades of your first and second assessment differ), the defense grade can also be decisive for your final doctoral grade.

Sometimes there is no grade at all for the defense, but you either pass or fail it.


Can I repeat the defense?
As a rule, the disputation can be repeated once if it is not passed. This often has to be done within a certain period of time, for example after a minimum of 3 and a maximum of 6 months. A look at your doctoral degree regulations will tell you how this is regulated in your case.

But remember: it is VERY unlikely that you will fail the defense. See also the corresponding question above.


How is the successful defense celebrated?
The defense is over - and now? You should definitely celebrate because you've more than earned it.

Depending on the country and subject, there are different ways of celebrating the successful defense. One widespread custom is a doctor's hat. This is often decorated with items related to the doctorate.

In some subjects, it is also customary to parade around the campus or town in a handcart after the defense. Or there is an informal reception in a seminar room at the university.

Either kept simple with plastic cups and bagged chips or a little more sophisticated with glasses and catering.

Sometimes you are also presented with gifts as a newly qualified doctor (even if you are not yet allowed to use the title, see above).

Unfortunately, my defense was right in the middle of the Corona pandemic in the summer of 2020, so my defense took place via Zoom. Afterward, my colleagues presented me with the doctoral hat I had made. Fortunately, the rules were so relaxed that we were able to celebrate and toast with a picnic in the park, to which my parents and a few friends had also traveled. 

Final thoughts

Going from a beginner to an expert in presenting at a defense takes time, practice and commitment. Thorough preparation, proper structure, compelling visual aids, a confident voice and body language, and overcoming stage fright are critical to making a lasting impression. It is also important to avoid common mistakes and continuously improve your communication skills.

With these tips and some practice, you will be able to deliver a convincing defense and successfully present your expert knowledge. Good luck!

See you next week!

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