How to Be a Better Moderator: The Complete Guide

Moderating discussions and panels is a delicate art. As a moderator, your role is to facilitate a meaningful conversation between speakers and the audience. You shape the discussion, connect with participants, and ensure everyone has a chance to engage.

Being a skilled moderator not only makes events run smoothly, but it allows for deeper insights to be uncovered through meaningful discourse

In this comprehensive guide, I’ll share tips and best practices on how to master the art of moderation.

What Makes a Great Moderator?

An excellent moderator has these key qualities:

• Knowledgeable – Researches speakers and topics in-depth beforehand. Understands the subject matter well.

• Engaging – Draws participants into the discussion with great questions and a warm manner.

• Balanced – Gives fair time to all speakers and perspectives. Does not dominate discussion.

• Organized – Structures discussion thoughtfully. Keeps things on topic and on time.

• Empathetic – Connects with and relates to participants. Makes them feel heard and valued.

• Calm – Stays cool under pressure. Gracefully handles any issues or conflicts.

Master moderators understand their role is to facilitate an engaging, balanced, and smooth discussion. Preparation and poise are key.

Before the Event: Research and Outreach

Thorough preparation is crucial to effective moderation.

Learn About Your Speakers

Do extensive research on each speaker’s background, experience, beliefs, and communication style. Understand what they are likely to discuss and any opposing views.

This enables you to relate to speakers and draw them out with thoughtful questions.

Outline Discussion Flow

Plan the arc of discussion in advance. Consider:

• What are the discussion goals and key topics to cover?

• What order of speakers and topics will best build understanding?

• How long should each section and speaker get?

• What questions will you prepare for each speaker?

Mapping the discussion flow prevents aimless dialogue and keeps things moving.

Write short yet lively speaker introductions covering their background and qualifications. Share just enough context to make the audience eager to hear their thoughts.

Prepare Speaker Name Cards

Have printed name cards or name tents for speakers stating their name, role, organization. Position them facing you and the audience to subtly help you address speakers directly.

Doing your homework before the event leads to smooth, engaging discussion.

Setting the Tone: Your Opening Remarks

Your opening remarks shape the entire discussion tone and focus.

Welcome attendees warmly. Thank them for participating and share your excitement for the discussion.

Introduce yourself briefly. Share pertinent facts about yourself and your interest in the topic.

Provide context on the topic. Give a short overview of the discussion goals, issues, and importance of the subject matter.

Frame the tone you seek. Highlight the type of discourse you hope to have, e.g. solutions-oriented, respectful, candid, inclusive.

Review logistics. Mention housekeeping like timing, when to ask questions, materials, etc. so expectations are clear.

Transition to speaker introductions. Briefly introduce each speaker in turn, sharing key background that primed interest in their perspectives.

Your opening frames the discussion and gets everyone focused and engaged from the start.

Facilitating Engaging Discussion

As the discussion unfolds, your facilitation approach keeps it flowing and stimulating.

Pose Thoughtful Questions

Well-crafted questions tailored to each speaker draw out insights and reflections:

• Ask open-ended questions, not yes/no questions.
• Build on something the speaker said to go deeper.
• Make connections between speaker comments.
• Ask speakers to expand on an interesting point.

Create Dialogue Between Speakers

When speakers address each other directly, the discussion becomes more dynamic and insightful.

• Find areas of agreement or disagreement to highlight.
• Ask speakers to react to others’ comments and positions.
• If speakers interrupt, politely halt them and come back after.

Weave in Audience Questions

Work prepared audience questions into the discussion at appropriate times.

• Share audience questions respectfully, even challenging ones.
• If needed, reframe rambling questions for clarity.
• Remind speakers to keep answers succinct.

Paraphrase Key Insights

Summarize important points and themes as they arise so everyone is connecting insights.

Respect Time Limits

Keep the discussion moving so you cover the planned scope. If a speaker is long-winded, politely interject to get back on track.

Thoughtful moderating keeps discussion stimulating, on-topic, and on-time.

Handling Questions and Answers

The Q&A portion offers a prime chance for meaningful audience engagement.

Repeat Each Question

Before handing a microphone to an audience member with a question, repeat their question through the mic first so everyone can hear it.

Limit Questioners to One Question

Request audience members keep it to one question each so more people can participate. Gently cut off rambling multi-part questions.

Redirect Irrelevant Questions

If questions are off-topic, acknowledge them briefly then redirect the conversation. “Interesting point, but let’s get back to our focus today…”

Balance Different Perspectives

Try to recognize people with different apparent perspectives for balance. Don’t just take questions from one camp.

Remind Speakers to Keep Answers Brief

If speaker answers start to ramble, politely jump in and thank them, then move to the next question.

Fill Awkward Silences

If no one asks a question, proactively ask one yourself to get the ball rolling again. Come prepared with a few backup questions just in case.

Smart handling of questions makes the Q&A engaging for all.

Dealing with Challenging Situations

With preparation and poise, you can adeptly handle challenging moderating scenarios:

Clarify Misinformation

If a speaker states something factually inaccurate, politely interject with the correct information and continue the flow. Don’t get into a back-and-forth debate.

Cut Off Rambles and Rants

If a speaker or audience member starts dominating the discussion or goes on angry tirades, firmly yet graciously cut them off and move on or take a break.

Bridge Opposing Views

If speakers clash in a heated debate, highlight where they find common ground or agree. Ask them to reframe statements in a solutions-oriented manner.

Reign In Hostile Questions

For insulting or hostile audience questions, refocus the question in an objective, issues-based way before having the speaker respond.

Recover After Losing Control

If discussion goes completely off the rails, apologize for the interruption, regain order, then get things back on track before continuing.

Staying calm and focused helps you handle any curveballs while moderating.

Closing the Discussion

Your closing remarks provide a critical summary and reflection on the key themes and insights that emerged.

Thank speakers and the audience. Express gratitude for their time and contributions.

Briefly summarize highlights. Recap 2-3 main conclusions, disagreements, and takeaways from the discussion.

Share your reflection. Give your perspective on something you found meaningful or surprising based on the discourse.

End on a high note. Conclude with an optimistic, forward-looking statement on the potential impact of the issues raised in the discussion.

Provide next steps. Direct people to any post-event resources or follow-up actions like further reading, surveys, projects, etc.

Keep to the timeline. Wrap up promptly within your allotted session time.

A thoughtful summary conclusion sends people away feeling engaged, heard, and inspired.

Following Up After the Event

Your work isn’t done when the event concludes. Some important follow up activities:

• Send thank you notes to all speakers to show your appreciation. Include any photos from the event.

• Ask organizers and speakers for feedback on what worked well and what could improve. Incorporate this into refining your moderating skills.

• Share session highlights, conclusions, and next steps with all speakers and participants.

• Update your moderator biography and portfolio with the event experience.

• Evaluate your preparation, questions, and facilitation skills for continuous improvement.

Ongoing learning and outreach make you an even stronger moderator over time.

Top Moderator Attributes to Develop

Here are the most important skills and qualities to hone as a moderator:

Active Listening

Focus completely on what speakers are saying without thinking ahead to what you’ll say next. Listen for deeper meanings.

Quick and Clear Thinking

Summarize insights, connect themes, and formulate great follow-up questions in the moment.

Balancing Multiple Perspectives

Ensure all speakers, views, and questions are represented respectfully for an equitable discussion.

Time Management

Keep close track of time and move the discussion briskly