How to ... prepare to moderate a panel discussion

Of all the roles to play at a conference, moderating a panel discussion can seem the most mysterious. It’s not quite the same as chairing a stream, though it does require you to manage the flow of a discussion. And it’s certainly not a speaking slot where you’re doing all of the talking.

Nonetheless, successful facilitating does still rest on your active involvement, with a pretty big twist. The kink is that you are active in a way that gets the most from your group. Rather than you providing the answers, your group creates them with your help. Getting yourself into a position to achieve this result is about preparing well.

But just what does good preparation look like?

The four pots

I have found taking a ‘four pots approach’ a useful guide for preparation. Each pot has a label and a question you’re looking to answer. Your preparatory work is to throw relevant information into each pot to help you answer it. What you need are some prompts that get you there.

Here are the pots, questions and some useful prompts to answer them.

Pot 1: The Topic

Question: How to introduce the discussion to the group?

Prompts: How does the topic break down? What are the sub-topics? Establish facts? Grey areas? Time allocated? How will you manage it?

Pot 2: The Group

Question: How are they best engaged?

Prompts: Who is around the table? What is their expertise in relation to the topic and other panelists? What are their perspectives on the topic? Do they have communication styles?

Pot 3: You

Question: How will you introduce yourself and what will your style be?

Prompts: Your relationship to topic, newbie or knowledgeable? Relationship to group, junior, peer or more experienced? Your personal communication style?

Pot 4: The Goal

Question: What’s the desired outcome of the discussion and how do we get there?

Prompts: What’s important about the goal? What might the journey be to get there? Challenges or likely pinch points? How can I ease those moments? What would represent progress?

Responding to these and other prompts will enable you to answer the question and get prepared.

For event organisers it’s worth considering what you can provide to help your moderators to fill their pots. Some ways you might do this could include:

Pot 1: The Topic: Relevant information about the discussion topic such as where did it come from why is it important. Guidance on how the moderator might start the discussion. And ways they can manage time.

Pot 2: The Group: Names and job titles of participants. Any additional information to help your moderators decide who they might call on in the discussion.

Pot 3 The Moderator: Get to know the communication styles of your panelists, (expressive, reflective, thoughtful etc). Find a way to let any ‘talkers’ know it’s about leaving space for the group to speak. And remind any ‘listeners’ to use their listening to get involved. Emphasise the need for a balance. And if required a flex of their natural style.

Pot 4: The Goal: What do you want from the discussion? How does it serve your event? Offering facilitators an opportunity to meet the group in advance, and also to see where they’ll be having the conversation can both help them to plan and settle any nerves.

As a moderator, what you put into your pots will guide you to plan a good beginning, steer the middle and create an elegant end for your conversation. And with a clear idea of these emerging, you’re well on your way to managing a fruitful discussion.

About the author

John Scarrott is a Communication Skills Trainer and ICF PCC Coach. He supports Associations, Societies and Federations to add value to their events by offering training that enhances the performance of their Speakers, Chairs and Facilitators. Find him at AAE where he provides in-house training and at LinkedIn.