Managing multiple speakers during a presentation can be a challenging task, especially if you want to keep the audience engaged and avoid confusion. Whether you are hosting a panel discussion, a workshop, or a webinar, you need to plan ahead, coordinate with the speakers, and facilitate the interaction. Here are some tips to help you manage multiple speakers during a presentation.
Before you invite the speakers, you need to decide on the format and the goals of your presentation. Do you want to have a formal or informal tone? Do you want to cover a specific topic or a broad theme? Do you want to have a Q&A session or a debate? These questions will help you determine how many speakers you need, how long they should speak, and how they should interact with each other and the audience.
Using a panel format is the best way I've used to manage multiple speakers in a presentation. The key to success lies in the diversity of representation, diversity of ideas, and excellent communicators. Depending on the length of the presentation, moderators can be used, or there can be a less formal time period for Q & A, but whatever method is used, timing is critical and speakers need to understand the time limitations for their contributions. One always needs to be respectful of everyone's time, both audience and other presenters' time.
I have hosted several panel discussions and participated in quite a few. Starting with a 30-minute prep call to brainstorm panel questions/speaker prompts seems most helpful. Next, spend some time researching and adding more questions and then send out a longer list, asking each speaker to identify 2 or 3 questions they would be willing to answer. Assuming each answer will take 5 minutes, trim the list of questions, sort them by topic, and arrange them to alternate speakers. A few days before the event, have a final 15-minute prep call to review the questions and remind everyone to keep their answers to at most 5 minutes. That approach is minimal effort for everyone and ensures the speakers feel prepared and confident.
1. Bring in experts 2. Prioritize diversity 3. Hold each to a time limit 4. Leave time for audience participation 5. Prepare questions in the event that questions are not forthcoming or constructive
While plan for an event or conferences, we need to plan the the session wise speaker's details with their profile and proper brief to ensure the sessions run seamlessly. However, Before invite the speakers, we need to decide on the formats of the presentation or the engagement on informal or formal way of setting the tone. 2. The Q&A or Debate must be decided to ensure the participation by audience. 3. The Topic and plan to conduct the session must be drafted to accommodate the no of speakers required. 4. The timing and schedule must be discussed with all session emcee and the session chair for smooth proceedings. 5. The formats must be defined and communication with speakers must be maintained. 6. Prepare the intro and transitions in pace
For the most part, I think every project needs a captain who's responsible for the vision and execution. Panels are no exception. When I am working on a presentation, I want to come to the potential speaker group with a clear vision of we should discuss and the panel format. From there, we can iterate as the project evolves, but I don't believe that starting a project with a blank slate is usually efficient.
Once you have the speakers confirmed, you need to communicate with them clearly and regularly. You should provide them with the details of the format, the goals, the audience, and the logistics of the presentation. You should also ask them to share their topics, outlines, slides, or any other materials they will use. This will help you avoid duplication, inconsistency, or contradiction among the speakers. You should also encourage them to coordinate with each other and practice together if possible.
Effective communication with speakers is vital for managing multiple speakers during a presentation. Provide them with detailed information about the event's format, objectives, audience, and logistics for a harmonized and coherent presentation. Request topics, outlines, and materials in advance to avoid content overlap or contradiction. Encourage connection and possible rehearsal to enhance event fluidity and cohesiveness. Clear and regular communication aligns contributions with event goals and fosters teamwork among speakers.
Before a panel: Share key talking points ahead of time, and invite speakers to review & share any perspectives or anecdotes that they would like to highlight. This avoids any duplication of points & that various perspectives are covered. It also helps you uncover any gaps. During the panel: Ensuring that speakers have a chance to connect even 10 min before the talk helps to ease the group dynamics. Also, with talking points prepared, you'll be able to nudge them towards sharing those insights in case they forget!
Communicating with all speakers as early as possible before the event date is crucial. Providing a speaker briefing pack with all the information about the event date and times, venue, format, topic and/or theme, expected audience demographic, expected number of attendees, duration of event, expected time of arrival and how long you expect the speakers to be in attendance would help to put speakers at ease about committing to participate in the event. Also creating an opportunity for the speakers to get to know each other and allowing them to build rapport is beneficial for the event and helps the panel discussions to flow more naturally. Event organisers should also encourage feedback and suggestions from the speakers before the event.
It is not peculiar that speakers of different languages participate in a multi language discussion or presentation. First of all , presenters need to be aware of the languages of each other but not necessarily they should know them specially if the discussion is done in a common language such as English. This will make it easier for the host or coordinator to make transition from one speaker to another go smoothly. However, in case of using multiple languages , his role will go beyond handling transitions among the panel. He needs to summarize contributions in a common language that presenters are aware of to convey intended messages of contributors , specially in the absence of translators. Their presence ,however, makes his job easier .
In addition to making sure that the content of the different speakers aligns, it is also vital to inform them about the technical setup of the event: Is there a changing room / catering / a specific seating or VIP area for them? Do they prefer a handheld microphone or headset? Do they want a certain music when they enter? Do they want so show slides and are they aware of the required size and picture quality? Is there a person in charge of making sure that each speaker has their mic on at the right time and knows their ways around in the backstage area / up the stairs / onto the stage etc? Are the speakers invited / required to stay for photo opportunities, Q&As or interviews? This ensures that everybody feels well taken care of.
As the host, you need to introduce the speakers and the presentation in a way that sets the tone and the expectations. You should briefly explain the purpose, the format, and the goals of the presentation, and highlight the main points or questions that will be addressed. You should also introduce each speaker by mentioning their name, background, and expertise. Additionally, you need to prepare the transitions between the speakers, such as using cues, summaries, or questions to connect their ideas and maintain the flow.
I recently read “The Art of Gathering” by Priya Parker and she recommended taking the time to plan your introductions ensuring you’re following a similar format. For example, if you introduce one guest by their job title and another by their hobbies, it may spark some discomfort. The author’s suggestions were for hosting dinner parties; however, the advice works more broadly. If you’re introducing speakers and include one speaker’s educational background, ensure you do the same for everyone else.
Effective introductions and transitions are crucial for managing multiple speakers during a presentation. As the host, set the right tone and establish clear expectations. A well-crafted introduction outlining the purpose, format, and objectives creates a framework for the audience. Introduce each speaker with their name, expertise, and relevance to enhance credibility. Skillfully crafted transitions maintain flow and keep the audience engaged. Confirm with speakers if they will introduce themselves and play their reels during the event.
Le ma?tre-mot : la préparation. Celles des profils des intervenants, celle du sujet, celle de la composition de l'audience. Aller si possible en reconnaissance du lieu, de la sonorisation, des équipements qui seront fournis. Ce sont tous ces éléments de préparation qui permettront des moments d'improvisation qui apporteront de la chaleur à la table ronde ainsi que sa dose d'humour bien s?r.
I learned from my mentor, Joyce Daniels, to ask the speakers ahead of time how they want to be introduced. The rule of thumb is to introduce the guests by their title and confirm if the speaker bio you have is up-to-date. I saved myself from being embarrassed by asking a speaker how she wanted to be introduced. I found out that the title in the speaker profile was no longer relevant since the speaker changed roles a month to that event.
This is highly important to know thw outline of the discussion and to 1) listen to the elements being said and 2) tying the comment made by a speaker into a thought that helps transition into the next segment. you as the moderator must be constantly in the past, present, and future to keep the momentum of the conversation and rely on the expertise tou have brought together to help over you along
During the presentation, you need to manage the time and the pace of the speakers. You should remind them of their time limit and give them signals when they need to wrap up or move on. You should also monitor the pace of the presentation and adjust it if necessary. For example, if the presentation is too slow or too fast, you can intervene with comments, questions, or feedback to keep the audience interested and attentive.
Improving your speaking pace involves consistent practice with a patient listener such as a friend or family member. Begin at a comfortable pace, set clear goals, and use a timer to gradually adjust your speaking speed. Recording yourself allows for feedback and identification of areas for improvement. Encourage your practice partner to provide specific feedback and repeat the process regularly, making gradual adjustments. Vary practice scenarios to simulate different speaking situations, be mindful of non-verbal cues, and celebrate progress to build confidence. Effective communication requires finding a balance in pace based on context and audience, and with regular practice, you can refine your speaking skills over time.
In my experience, effectively managing time and pace is crucial when handling multiple speakers in a presentation. Keeping each speaker within their allotted time is vital for a smooth session and respecting the audience's schedule. Gentle reminders or visual cues like countdown timers can help. Maintaining a balanced pace is critical to keep the audience engaged. Intervening tactfully with questions or comments to regulate the pace can be very effective. This approach keeps the presentation on track and demonstrates respect for the speakers and the audience's time.
It is very important to have a pre- meeting before the actual presentations begin. This will help put everyone on the same page, how your presenters want to be addressed, what information they want to be shared in your introduction etc. . Prior to that an email detailing the allocated time so presenters can practice with room for interjections and questions.
In my experience, it is helpful to let speakers know in advance you will give them a two minute warning and another signal when their time is up, and what the signal will be (verbal or otherwise). Additionally, if you happen to finish the entire session before the allotted time, wrap it up and end it. Don’t prolong it or add “filler” information. There is nothing wrong with finishing early. (As long as your audience received what they came for, they will appreciate it.)
It's always helpful to practice so that everyone gets a good feeling for the entire team & how they present including themselves. Knowing, understanding, and being prepared for the feel & flow is important.
Another important aspect of managing multiple speakers during a presentation is engaging the audience and the speakers. You should invite the audience to participate by asking questions, sharing opinions, or giving feedback. You should also facilitate the interaction between the speakers and the audience, as well as among the speakers themselves. You can do this by moderating the Q&A session, posing relevant questions, acknowledging different perspectives, or summarizing the main takeaways.
Rather than throwing the session open to audience questions right after the presentations, I suggest the moderator first ask some specific follow-up questions. This gives the audience a format to tighten up its questions, keep the questions free of their opinions and stay on subject. The moderator might affirmative state these rules of engagement when he/she turns it over to audience participation.
In my experience, actively engaging the audience and the speakers is essential when managing a presentation with multiple speakers. Encouraging audience participation through questions or feedback makes the session more dynamic and interactive, enhancing the overall experience. Facilitating interactions between the speakers and the audience is crucial in fostering a conversational atmosphere. As a facilitator, guiding the Q&A session effectively, ensuring questions are evenly distributed and relevant, and synthesizing different viewpoints into coherent takeaways are vital responsibilities. This approach keeps the audience invested and allows for a richer exchange of ideas, making the presentation more memorable and impactful.
Digital tools like Mentimeter and Pigeonhole have been a great way to involve the audience & keep them engaged while the session is ongoing. The best facilitators would be able to pick up relevant questions & insights on the fly!
Managing questions is probably one of the most challenging aspects of moderating a panel discussion. Having a moderator who moves both the question and answer parts along is critical. Often an audience member is interested in a very particular part of the presentation and that member engages a panel member for a long period of time. This reduces the time for other questions and loses the audience who may not be interested in drilling down to details, but who prefer a more general discussion. Inviting audience members to interact with the panel, and providing time and space for that immediately following the presentation (perhaps by scheduling a break after the panel), can help alleviate that problem.
Creating a heart connection is such a powerful way to engage that brings life to any message. Engagement is that heart sharing that nourishes connection amongst speakers and audience that is the glue that bonds. It feeds and fuels conversations that are vital to create the magic in these interactions that imbues it with aliveness. This is the stuff that inspires insights and evokes depth in the dimensions of being together when we are heard and seen. Creating a safe neutral space allows important relevant messages to be heard and amplified. Oftentimes, paradigm shifts occur to reframe our collective experience together when the engagement is one that adds life.
Finally, you need to be prepared to handle the challenges and the conflicts that may arise during the presentation. Some of the common challenges are technical issues, interruptions, distractions, or misunderstandings. Some of the common conflicts are disagreements, arguments, or criticisms among the speakers or the audience. You should deal with these situations calmly and professionally, by troubleshooting the problems, resolving the disputes, or redirecting the attention. You should also have a backup plan in case of emergencies or disruptions.
Managing multiple speakers has to be done through an understanding of power relationships. A person possible speaks out of the turn or repeatedly because her views are not being acknowledged. Further, often, if we as moderator have been biased toward one perspective or one kind of speakers, often unintentionally owing to intrinsic ideology of ours, speakers get perturbed. It is also possible that if a speaker has challenged the mainstream, a number of speakers start speaking to challenge the same fearing certain rebellious narrative getting mainstreamed. So many times, moderation is a political process. Let us not reduce that to skills and techniques.
I've worked with management teams who are presenting their company to potential investors during private equity exits. The most common challenge is the Embarrassing Question during Q&A. Here are some learnings from those experiences that can be applied to any challenging Q&A towards a group of speakers: 1) make sure there is one moderator or main speaker - that is the person who will accept the question, perhaps reformulate it and then ask the most appropriate speaker to answer. 2) the moderator should be the one to decide if the question is worth answering at all and have some practiced phrases for deflecting unrelated questions or for toning down aggressive ones 3) each speaker should be willing to say they don't know the answer
Disagreements between speakers and between speakers and audience members, while perhaps uncomfortable, can also be a source of interest and edification for the audience. A good moderator can help the audience get the benefits of professional, expert disagreement by knowing a bit about their panelists' views in advance, and tactfully teeing up those areas where views may diverge, while also clearly setting boundaries for civil discussion. If we shy away from disagreement entirely, we risk not only boring the audience but also not doing justice to the nuance and complexities of the issues they came to learn about.
Another kind of challenge that can arise is one person dominating the Q&A session. If your session is only sparking questions from a single audience member, identify someone in the audience that you know by name and pitch a 'softball' question directly to them. This quickly brings another voice to the discussion and cues the Q&A hog to let someone else speak too.
You would need to give direction at key places. At the start of the presentation, at the end of a speaker's presentation and dont be afraid to politely interject during the presentation. Key point is that you are guiding the presentation so don't be afraid to give much needed direction!
Provide housekeeping rules. Meeting rules keep everyone on their toes, if mistakes are made, been informed of the penalty before the start of a meeting, keep the audience and speakers on check. Prepare your speakers to be respectful of others. Sincerely, multiple speakers, who wants to prove their point can be overwhelming for example during a debate. However, if everyone has been reminded of the house rules it helps. If it is workshop or webinar, where speakers will need to Interact with audience and vice versa, house keeping rules work. Set ground rules, encourage your audience to stay on point. Above all respect each other. These will make your presentation healthy.
Be sure that the panel presentation is logical in the flow. There is a shared topic, but the speakers are each approaching the topic with different information. That information should be presented in a manner consistent with how the listener would implement the information. For example, if you are discussing a process, the overview and goal of the process should be first, not last; the individual speakers discussing specific portions should follow the overview in a logical order. By identifying the goal/process through the first speaker, then breaking it down, you are helping the listener envision how they can implement what you are discussing.
Creo que es valioso abordar todos los ejes abordados del punto 1 al 6, desde un punto de vista sistémico, considerando también el tipo de evento, sus características (virtual / presencial / en qué país / características de la audiencia) y teniendo en cuenta que la dinámica de los oradores puede estar respondiendo también a patrones que se dan en la interacción de quienes producen el evento completo. Cuánto más claridad en los objetivos, valores y condiciones de la presentación haya, seguramente sea mayor el compromiso tanto de los oradores como de la audiencia.
Really interesting. To manage speakers in this kind of environment you to be confident first. One needs to be ready to direct, with a decisive and yet ferm communication.
Regardless of the platform of presentation, when facilitating an event with multiple speakers, begin six months to one year before the event. During this time, there is consistent communication about times, agenda, logistics, marketing, etc. Having done global online telesummits, as well as three large in person events, planning it all out on a spreadsheet and attending to it at least once a week, is vital.