The Superb Facilitator's Checklist
The Superb Facilitator’s Checklist Before the Meeting •
Adjust your attitude. Yes, being a moderator/facilitator is extra work, extra pressure, and an interruption of your schedule. On the other hand the benefits include an opportunity to: showcase your knowledge, enhance your leadership, build communication skills, develop organizational skills, practice negotiation skills, learn and exchange new ideas, practice public speaking, do high visibility networking, have fun, and teach and develop others. Focus on these positives and your preparation and delivery will be much more positive and effective.
•
Schedule pre-meeting(s) to review slides, logistics and on-site activities
•
For Q&A sessions, prepare anticipated questions and have some participants prepared to ask these “planted” questions
•
Practice extensively with all equipment, slides, etc. Be sure to have a contingency plan if technology fails!
If you have co-speakers: •
Contact speakers early • Request contact information, session-related details (e.g., bio, title, abstract), and outline session expectations •
Encourage co-speakers to identify a back-up!
•
Request draft slides two weeks prior to the event. Review for content, layout, etc.
•
Have co-facilitators show up to the session at least 30 minutes early, so you can meet with your speakers, outline duties and remind them of time limits
Day of the Facilitation Meeting •
Arrive at least 45 minutes early and check equipment
•
Find out if there are technical support people and become their best friend
•
As people arrive, greet them and find out what they are interested in
During the Facilitation Meeting Overall Tips •
Avoid formal introductions. Make the intros friendly, courteous, and create intrigue and curiosity
•
Get panelists to talk to each other and get the audience involved early
•
Prepare and target questions to gain information, encourage participation, and to help people see how they can use information covered in the session (see following diagram)
•
Listen to questions and comments attentively and empathetically
•
Silence is Golden! Use it when speaking to dramatize points. Use silence after asking questions to provide thinking time. 5-8 seconds helps people formulate answers or questions of their own.
•
Leverage the power of the team by scheduling discussion time for participants to speak in pairs, triads, or small groups. Ask for a sampling of responses and really listen to their responses
•
Keep the session on time and on track. Set, communicate, and reinforce time limits for activities, question and answer sessions, etc.
•
Sincerely thank speakers, organizers, participants, etc. They gave you their time and trust!
•
Expect the unexpected and be flexible
Question and Answer (Q&A) Session Tips Do •
Do provide time for Q&A. It allows you to see what people heard and care about
•
Ask, “Who has a question?” Raise your hand while doing so! Keep your answers brief.
•
Answer the whole group, not just the questioner
•
Watch your body language
•
Use examples to illustrate
•
Repeat questions for large groups
•
Rephrase “loaded” questions
Don’t • Ask, “Are there any questions?” •
Assume you know what they are asking.
•
Grade questions (Good question, excellent question, super question, etc.)
After the Facilitation Meeting •
Send a personal “thank you” to your co-facilitators and share feedback with them
•
Seek input about what went well and what could have been done even better! Special thanks to Binohd DeSilva, Andy Vick, and Raimund Peter for their contributions in preparing this document
Adjust your attitude. Yes, being a moderator/facilitator is extra work, extra pressure, and an interruption of your schedule. On the other hand the benefits include an opportunity to: showcase your knowledge, enhance your leadership, build communication skills, develop organizational skills, practice negotiation skills, learn and exchange new ideas, practice public speaking, do high visibility networking, have fun, and teach and develop others. Focus on these positives and your preparation and delivery will be much more positive and effective.
•
Schedule pre-meeting(s) to review slides, logistics and on-site activities
•
For Q&A sessions, prepare anticipated questions and have some participants prepared to ask these “planted” questions
•
Practice extensively with all equipment, slides, etc. Be sure to have a contingency plan if technology fails!
If you have co-speakers: •
Contact speakers early • Request contact information, session-related details (e.g., bio, title, abstract), and outline session expectations •
Encourage co-speakers to identify a back-up!
•
Request draft slides two weeks prior to the event. Review for content, layout, etc.
•
Have co-facilitators show up to the session at least 30 minutes early, so you can meet with your speakers, outline duties and remind them of time limits
Day of the Facilitation Meeting •
Arrive at least 45 minutes early and check equipment
•
Find out if there are technical support people and become their best friend
•
As people arrive, greet them and find out what they are interested in
During the Facilitation Meeting Overall Tips •
Avoid formal introductions. Make the intros friendly, courteous, and create intrigue and curiosity
•
Get panelists to talk to each other and get the audience involved early
•
Prepare and target questions to gain information, encourage participation, and to help people see how they can use information covered in the session (see following diagram)
•
Listen to questions and comments attentively and empathetically
•
Silence is Golden! Use it when speaking to dramatize points. Use silence after asking questions to provide thinking time. 5-8 seconds helps people formulate answers or questions of their own.
•
Leverage the power of the team by scheduling discussion time for participants to speak in pairs, triads, or small groups. Ask for a sampling of responses and really listen to their responses
•
Keep the session on time and on track. Set, communicate, and reinforce time limits for activities, question and answer sessions, etc.
•
Sincerely thank speakers, organizers, participants, etc. They gave you their time and trust!
•
Expect the unexpected and be flexible
Question and Answer (Q&A) Session Tips Do •
Do provide time for Q&A. It allows you to see what people heard and care about
•
Ask, “Who has a question?” Raise your hand while doing so! Keep your answers brief.
•
Answer the whole group, not just the questioner
•
Watch your body language
•
Use examples to illustrate
•
Repeat questions for large groups
•
Rephrase “loaded” questions
Don’t • Ask, “Are there any questions?” •
Assume you know what they are asking.
•
Grade questions (Good question, excellent question, super question, etc.)
After the Facilitation Meeting •
Send a personal “thank you” to your co-facilitators and share feedback with them
•
Seek input about what went well and what could have been done even better! Special thanks to Binohd DeSilva, Andy Vick, and Raimund Peter for their contributions in preparing this document
