As a speaker, you may be asked to moderate a panel discussion on AI one day.

Below are ways you can prepare, conduct, and follow up as the moderator of a panel discussion.

Preparing for a Panel Discussion

Brian Tracy, the self-development expert, said, “Every minute you spend in planning saves 10 minutes in execution; this gives you a 1,000 percent return on energy.”

The topic will usually already be selected for a panel discussion.

Decide next on the number of panelists. If your panel discussion is an hour long, I recommend having three panelists. I recommend this number of panelists because panelist answers will fill the hour but still give every panelist a chance to speak.

I recommend four panelists if your panel discussion is two or more hours. I recommend this number of panelists because it will give the audience more diversity of opinion while giving each panelist a chance to speak. Also, answers from four panelists will more easily fit the two or more hours.

From the topic of the discussion, you will have a good idea of the background of the panelists you will obtain to be on the panel.

Some considerations for panelists will be their education, experience, and what they have published on the panel topic.

You may want to consult with other people who are experienced on the topic regarding possible panelists.

The next step is to send out individual, not group, invitations to the possible panelists. Because possible panelist schedules will not accommodate your panel discussion schedule, you will have to send more invitations than the number of panelists.

In the invitation email, ask the possible panelists for a photo (used for advertising purposes) and how they would like to be introduced at the beginning of the panel discussion. Give them a guideline of two short paragraphs for their introduction.

Once you have sent individual invitations to each possible panelist, establish a script with timing as to the flow of the panel discussion. Include the panelist introductions in this script.

The next step is to determine the questions for the panelists. Establishing the depth of discussion will directly affect the questions you ask. I suggest creating three to five subtopics and then developing three questions for each. Use an AI tool to help you formulate these questions. Ask at least one question from each subtopic.

It is doubtful you will ask all or even a majority of the questions because the panelists’ answers will sometimes take some time.

The last step in preparing for your panel discussion is to send a copy of the script and a copy of the questions to the eventual panelists. You do not want to surprise the panelists with a question they have never seen.

You scrimp on preparation at your peril. Don’t scrimp on preparation!

Now, we can move on to executing the panel discussion.

Conducting the Panel Discussion

Depending on your organization, there may be some preliminary words your organization’s leader might want to say. This would be done first.

There may also be some administrative details you may want to say at the beginning; for example, where the restrooms are, reminding people to use the parking app to park in the parking lot, and where refreshments will be served and when.

Then, introduce the panel one at a time, reciting the introduction each panelist approved.

Before you ask any question, request the panelists to keep their answers to two to three minutes. You should tell them this in your emails before the panel discussion.

Ask each question, allowing each panelist to answer the question. You must give each panelist around the same time to answer each question. If you don’t, the panelists will get annoyed. Remember, as the moderator, you are the “traffic cop” of the panel discussion.

Briefly comment on each panelist’s answer after each panelist. To the extent possible, “weave in” your personal experiences in your comments. These comments should be short. Remember, your audience has attended to hear what the panelists say, not what you have to say.

If you have a small group attending (less than fifteen), you may want to ask each attendee before the panel discussion begins what is the one topic they want the panelists to address. I would focus your panelist questions on these areas.

Like in presentations, it is about your audience, not you or the panelists. The more you can make questions to the panelists relevant to what the audience wants to hear, the better.

As the moderator, you’re also in charge of the timing. You may schedule a break during the panel discussion. Say upfront when the break will be taken. Take the break when you said you would.

As the end of the panel discussion approaches, allow about ten to fifteen minutes to summarize the key discussion points and say any administrative details.

Thank the panelists and the sponsoring organization.

Allow the leader of the sponsoring organization some time for final comments.

If you follow the steps for a fruitful panel discussion as outlined in this article, you will have a panel discussion that answers the needs and wants of the attendees.

Your task as moderator is not done when the panel discussion is done. There is some follow-up still to do.

Following Up After the Panel Discussion

Send evaluation forms to each of the attendees. Request they complete the forms and send them to you within a few days. Giving the attendees more than a few days to complete the forms will ensure a low return rate.

Send thank you notes to each panelist (preferably hand-written) mentioning something they individually said during the panel discussion. Notes mentioning something each panelist said are always more valued.

This article covered the preparation, execution, and follow-up for a panel discussion.

Panel discussions are a great way to uncover the wisdom of experts.

They’re also a great way to practice your speaking.

Call to Action

• Thoroughly prepare for your role as moderator for a panel discussion

• Let the panelists have the “lion’s share” of speaking time in a panel discussion

• Follow up a panel discussion with hand-written thank you notes.

Being a confident, engaging, and effective technical speaker is a vital personal and professional asset. With more than 40 years of engineering experience and more than 30 years of award-winning public speaking experience, Frank DiBartolomeo can help you reduce your presentation preparatory time by 50%, overcome your fear of public speaking and be completely at ease, deliver your presentations effectively, develop your personal presence with your audience; and apply an innovative way to handle audience questions deftly.

Working closely with you, Frank provides a customized protocol employing the critical skills and tools you need to create, practice, and deliver excellent technical speeches and presentations. Connect with Frank and explore how he can help you become the exceptional speaker you were meant to be. Please reach out to him at frank@speakleadandsucceed.com or 703-509-4424 for a complimentary consultation. Schedule a meeting with him at calendly.com/frankdibartolomeospeaks. Listen to his Successful Speaking for Technical Professionals podcast