{"id":10399,"date":"2019-06-11T14:28:44","date_gmt":"2019-06-11T18:28:44","guid":{"rendered":"http:\/\/mgrush.com\/blog\/?p=10399"},"modified":"2026-04-21T13:09:54","modified_gmt":"2026-04-21T17:09:54","slug":"facilitate-speakers-conferences","status":"publish","type":"post","link":"https:\/\/mgrush.com\/blog\/facilitate-speakers-conferences\/","title":{"rendered":"How to Facilitate Speakers and Conference Presentations"},"content":{"rendered":"<h2><span style=\"font-size: 18pt;\">During a four-day conference, we facilitated more than 20 speakers and varying presentations, each citing distinctive topics ranging from embracing social responsibility to utilizing Google\u00ae Hangouts for small groups. Participants applauded our approach, and we decided to share it here to help you become a more effective facilitator.<\/span><\/h2>\n<p><a href=\"https:\/\/mgrush.com\/blog\/facilitate-speakers-conferences\/shutterstock_1174144117\/\" target=\"_blank\" rel=\"attachment noopener wp-att-10421 noreferrer\"><span style=\"font-size: 14pt;\"><img wpfc-lazyload-disable=\"true\" loading=\"lazy\" decoding=\"async\" class=\"alignright wp-image-10421 size-full\" src=\"https:\/\/mgrush.com\/blog\/wp-content\/uploads\/2019\/06\/shutterstock_1174144117.jpg\" alt=\"How to Facilitate Speakers and Conference Presentations\" width=\"500\" height=\"334\" srcset=\"https:\/\/mgrush.com\/blog\/wp-content\/uploads\/2019\/06\/shutterstock_1174144117.jpg 500w, https:\/\/mgrush.com\/blog\/wp-content\/uploads\/2019\/06\/shutterstock_1174144117-300x200.jpg 300w\" sizes=\"(max-width: 500px) 100vw, 500px\" \/><\/span><\/a><\/p>\n<h3><span style=\"font-size: 14pt;\">Challenges Associated with Facilitating Speakers and Conference Presentations<\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">As observed recently at a PMI (i.e., Project Management Institute) event, speakers are typically preachy and not <a href=\"https:\/\/mgrush.com\/blog\/facilitative-leadership\/\" target=\"_blank\" rel=\"noopener noreferrer\">facilitative<\/a>. This means more moving of lips and less active listening, resulting in less audience response and interaction. Session challenges include:<\/span><\/p>\n<ul>\n<li><span style=\"font-size: 14pt;\">Lack of any <a href=\"https:\/\/mgrush.com\/blog\/meeting-argumentation\/\" target=\"_blank\" rel=\"noopener noreferrer\">conflict<\/a> to resolve, which makes for a boring session<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Unclear <a href=\"https:\/\/mgrush.com\/blog\/meeting-introduction\/\" target=\"_blank\" rel=\"noopener noreferrer\">deliverable<\/a> (i.e. &#8220;increased understanding&#8221; doesn&#8217;t have enough urgency for most participants)<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Uncertain <a href=\"https:\/\/mgrush.com\/blog\/meeting-purpose-tool\/\" target=\"_blank\" rel=\"noopener noreferrer\">purpose<\/a> (preach, Q&amp;A, applause\u2014nothing is compelling or consensual about this approach)<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Lack of a glossary and unclear use of <a href=\"https:\/\/mgrush.com\/blog\/rhetorical-precision\/\" target=\"_blank\" rel=\"noopener noreferrer\">terms<\/a><\/span><\/li>\n<\/ul>\n<h3><span style=\"font-size: 14pt;\">Begin with the End in Mind When You Facilitate Speakers and Conference Presentations<\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">Begin with the conference <a href=\"https:\/\/mgrush.com\/blog\/facilitation-dos-donts\/\" target=\"_blank\" rel=\"noopener noreferrer\">purpose, scope, and objectives<\/a> (i.e., deliverables) clearly stated and mounted on large format posters throughout the week for immediate reference. Two other preparatory sheets that should be mounted and visible to all are the <a href=\"https:\/\/mgrush.com\/blog\/meeting-agenda-template\/\" target=\"_blank\" rel=\"noopener noreferrer\">Simple Agenda<\/a> and appropriate <a href=\"https:\/\/mgrush.com\/blog\/ground-rules\/\" target=\"_blank\" rel=\"noopener noreferrer\">Ground Rules<\/a> (e.g., silence the electronic leashes).<\/span><\/p>\n<p><span style=\"font-size: 14pt;\">Throughout multiple presentations, some speakers will encourage questions during their presentations and others will ask participants to defer questions until their presentations have been completed. In either case, insist that questions be directed through the <a href=\"https:\/\/mgrush.com\/blog\/endorsed-facilitators\/\" target=\"_blank\" rel=\"noopener noreferrer\">facilitator<\/a>\u00a0with clear <a href=\"https:\/\/mgrush.com\/blog\/meeting-conflicts\/\" target=\"_blank\" rel=\"noopener noreferrer\">reflection<\/a> back to both the audience and the speaker. This enables you to repeat the <a href=\"https:\/\/mgrush.com\/blog\/power-of-questions\/\" target=\"_blank\" rel=\"noopener noreferrer\">question<\/a> to ensure that all participants have heard it. Also, verify with confirmation that you \u201cgot it right\u201d as you distill questions into fewer words using less commentary. After each speaker\u2019s response, reflect as required in <a href=\"https:\/\/mgrush.com\/blog\/active-listening\/\" target=\"_blank\" rel=\"noopener noreferrer\">Active Listening<\/a>, and distill their response into the fewest words, using their terms, that directly address the question.<\/span><\/p>\n<h3><span style=\"font-size: 14pt;\">Focused Q &amp; A for Speaker Presentations<\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">During conference presentations, most Q&amp;A (i.e., questions and answers) revolve around <a href=\"https:\/\/mgrush.com\/blog\/meeting-transition\/\" target=\"_blank\" rel=\"noopener noreferrer\">clarity,<\/a> and, as facilitators, you must strive to ensure clear understanding. But don&#8217;t stop there. Further challenge the topic, as appropriate, with questions about \u201canything substantive\u201d that may have been missing. If you ask a smart group of people \u201cIs anything missing?\u201d, the answer is invariably \u201cyes\u201d because there is ALWAYS something else. Therefore, stress the concept of \u201csubstantive\u201d \u201ccritical\u201d or \u201cimportant\u201d to prevent the discussion from <a href=\"https:\/\/mgrush.com\/blog\/scope-creep\/\" target=\"_blank\" rel=\"noopener noreferrer\">drifting<\/a>. Next, seek for general agreement to ensure the participants can support the primary takeaways from each of the conference presentations, and that no one insists that something is highly erroneous or blatantly wrong.<\/span><\/p>\n<p><span style=\"font-size: 14pt;\">During Q&amp;A, carefully document the <a href=\"https:\/\/mgrush.com\/blog\/meeting-documenter\/\" target=\"_blank\" rel=\"noopener noreferrer\">Key Findings<\/a>, as emphasized by participants. After each Q&amp;A, transfer the <a href=\"https:\/\/mgrush.com\/blog\/remove-distractions\/\" target=\"_blank\" rel=\"noopener noreferrer\">focus<\/a> back to the conference purpose and deliverables.<\/span><\/p>\n<p><span style=\"font-size: 14pt;\">In one of the conferences we facilitated, the deliverables were to provide answers to three discrete questions. We asked participants to link their new knowledge and understanding from presentations back to the three questions and, one at a time, asked them what it meant by re-phrasing their input as a direct response to one of the originally posted questions. Two of the three primary questions demanded future recommendations or actions. Which brings us to&#8230;<\/span><\/p>\n<p><span style=\"font-size: 14pt;\">For each session, capture <a href=\"https:\/\/mgrush.com\/blog\/action-plan\/\" target=\"_blank\" rel=\"noopener noreferrer\">actions<\/a> that need to take place after the conference has ended in support of the conference&#8217;s purpose. Another way to phrase this question that works very effectively is . . .<\/span><\/p>\n<blockquote><p><span style=\"font-size: 14pt;\">\u201cNow that we have heard or learned (summary of participants\u2019 Key Findings), what will you do different tomorrow?\u201d &#8212; Facilitator<\/span><\/p><\/blockquote>\n<h3><span style=\"font-size: 14pt;\">Bad Habits Die Hard<\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">Nearly everyone conducts a question-and-answer session when new evidence or information has been unveiled. Typically, we then give the speaker a round of applause and take a break or dismiss. The assumption is that we all heard the same thing or that our interpretation will automatically lead to <a href=\"https:\/\/mgrush.com\/blog\/consensus-does-not-mean-that-participants-are-going-to-be-happy\/\" target=\"_blank\" rel=\"noopener noreferrer\">consensual<\/a> changes and coherent behavior. Such is not always the case. Sometimes meeting participants take off in opposite directions based on their <a href=\"https:\/\/mgrush.com\/blog\/selective-perception\/\" target=\"_blank\" rel=\"noopener noreferrer\">interpretation<\/a> of new content.<\/span><\/p>\n<div id=\"attachment_407\" style=\"width: 1021px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/mgrush.com\/blog\/wp-content\/uploads\/2011\/08\/screen-shot-2011-08-23-at-4-53-55-pm.png\" target=\"_blank\" rel=\"noopener noreferrer\"><img wpfc-lazyload-disable=\"true\" loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-407\" class=\"wp-image-407 size-full\" title=\"Screen shot 2011-08-23 at 4.53.55 PM\" src=\"https:\/\/mgrush.com\/blog\/wp-content\/uploads\/2011\/08\/screen-shot-2011-08-23-at-4-53-55-pm.png\" alt=\"Consensual Content Management\" width=\"1011\" height=\"418\" srcset=\"https:\/\/mgrush.com\/blog\/wp-content\/uploads\/2011\/08\/screen-shot-2011-08-23-at-4-53-55-pm.png 1011w, https:\/\/mgrush.com\/blog\/wp-content\/uploads\/2011\/08\/screen-shot-2011-08-23-at-4-53-55-pm-300x124.png 300w\" sizes=\"(max-width: 1011px) 100vw, 1011px\" \/><\/a><p id=\"caption-attachment-407\" class=\"wp-caption-text\"><span style=\"font-size: 14pt;\">Structure of the Trivium (or, Taleb&#8217;s Triad)<\/span><\/p><\/div>\n<h3><\/h3>\n<h3><span style=\"font-size: 18pt;\">The Trivium Helps Facilitate Speakers and Conference Presentations<\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">Some will note the basic structure below follows a strong sense of will, wisdom, and activity. Ranging from Plato&#8217;s Trivium (i.e., logic, rhetoric, and grammar) to a Use Case (i.e., input, process, output)\u2014simple structure follows the basic flow of WHY before WHAT before HOW. To develop <a title=\"How to Build Consensual Definitions that Make It Easier to Plan and Decide\" href=\"https:\/\/mgrush.com\/blog\/tool-for-definitions\/\">consensual<\/a> understanding, deploy the following structure. Especially compel audience participation in steps 2 and 3 below; that is . . .<\/span><\/p>\n<ol>\n<li><span style=\"font-size: 14pt;\">FACT (or, <a href=\"https:\/\/mgrush.com\/blog\/evidence-based\/\" target=\"_blank\" rel=\"noopener noreferrer\">evidence<\/a> or example or something significant the speaker has contributed\u2014the WHAT part)<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">IMPLICATION (ask SO WHAT? from the <a href=\"https:\/\/mgrush.com\/blog\/facilitative-leadership\/\" target=\"_blank\" rel=\"noopener noreferrer\">audience<\/a> separately for each FACT captured above)<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">RECOMMENDATION (ask NOW WHAT? (we should do about it) from the audience separately for each IMPLICATION captured above.<\/span><\/li>\n<\/ol>\n<p><span style=\"font-size: 14pt;\">The method begins optimally before the speaker&#8217;s presentation has begun. Namely, ask the listeners to be on the lookout for (takeaways), why we should care (implications), and what we may want to do differently that will make us more efficient or effective (<a href=\"https:\/\/mgrush.com\/blog\/decision-quality\/\" target=\"_blank\" rel=\"noopener noreferrer\">recommendations<\/a>). Speaker presentations should stimulate participants about what they can do differently. Therefore, conduct a <a href=\"https:\/\/mgrush.com\/blog\/review-meetings\/\" target=\"_blank\" rel=\"noopener noreferrer\">review<\/a> session with the same logic, breaking down the &#8220;<a href=\"https:\/\/mgrush.com\/blog\/process-improvement-questions\/\" target=\"_blank\" rel=\"noopener noreferrer\">many-to-many<\/a>&#8221; into a clear path of manageable takeaways:<\/span><\/p>\n<ol>\n<li><span style=\"font-size: 14pt;\">Solicit the takeaways such as facts, evidence, or examples newly learned by the meeting participants. This list provides the WHAT factors.<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">For each WHAT factor from above (i.e., one at a time), develop a consensual understanding of the implications and why we care. Strive to obtain <a href=\"https:\/\/mgrush.com\/blog\/smart-measures\/\" target=\"_blank\" rel=\"noopener noreferrer\">objective measurements<\/a> that properly scale the gravity of each implication. This list provides the SO WHAT factors.<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">For each factor (i.e., one at a time), facilitate consensual understanding about what <a href=\"https:\/\/mgrush.com\/blog\/point-of-view\/\" target=\"_blank\" rel=\"noopener noreferrer\">changes<\/a> in our lives, and what we should do differently\u2014develop recommendations based on the implications rather than the facts. This list of new behaviors is why we took the time and money to listen to the speaker\u2014it comprises a list of NOW WHATs.<\/span><\/li>\n<\/ol>\n<h3><strong><span style=\"font-size: 14pt;\">Wrap-up and Close Your Conference Presentations Effectively<\/span><\/strong><\/h3>\n<p><span style=\"font-size: 14pt;\">Be disciplined about documenting their comments. Finish with\u00a0<em><a href=\"https:\/\/web.archive.org\/web\/20260106090117\/https:\/\/mgrush.com\/\" target=\"_blank\" rel=\"noopener noreferrer\">MGR<span style=\"font-size: 12pt;\">USH<\/span><\/a>&#8216;s<\/em>\u00a0four steps of an <a href=\"https:\/\/mgrush.com\/blog\/meeting-wrap-up\/\" target=\"_blank\" rel=\"noopener noreferrer\">effective close<\/a>:<\/span><\/p>\n<ol>\n<li style=\"list-style-type: none;\">\n<ol>\n<li><span style=\"font-size: 14pt;\">Review and confirm <a href=\"https:\/\/mgrush.com\/blog\/meeting-wrap-up\/\" target=\"_blank\" rel=\"noopener noreferrer\">documented<\/a> findings and actions<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Manage the <a href=\"https:\/\/www.youtube.com\/watch?v=dIriPZS9edg\" target=\"_blank\" rel=\"noopener noreferrer\">Parking Lot<\/a> for any open issues<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Conduct <em>FAST\u2019s<\/em> <a href=\"https:\/\/www.youtube.com\/watch?v=eIkBjyxgHDE\" target=\"_blank\" rel=\"noopener noreferrer\">Guardian of Change<\/a> to agree on what participants will tell others they accomplished during the conference<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">At a minimum, lead a <a href=\"https:\/\/mgrush.com\/blog\/meeting-wrap-up\/\" target=\"_blank\" rel=\"noopener noreferrer\">Plus\/ Delta<\/a> to find out what worked and what could be improved.<\/span><\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<h4><span style=\"font-size: 14pt;\">Additional Resources<\/span><\/h4>\n<p><span style=\"font-size: 14pt;\"><a href=\"https:\/\/presentationgeeks.com\/blog\/presentation-aids-enhance-presentation\/\" target=\"_blank\" rel=\"noopener\">https:\/\/presentationgeeks.com\/blog\/presentation-aids-enhance-presentation\/<\/a><\/span><\/p>\n<h4 style=\"text-align: center;\"><span style=\"color: #ff0000; font-size: 14pt;\"><strong>______<\/strong><\/span><\/h4>\n<p><span style=\"font-size: 14pt;\">Don\u2019t ruin your career by hosting <a href=\"https:\/\/mgrush.com\/blog\/bad-meetings\/\">bad meetings<\/a>. Sign up for a <a href=\"https:\/\/mgrush.com\/public-facilitation-training\/\" target=\"_blank\" rel=\"noopener\">workshop<\/a> or send this to someone who should. <em><a href=\"https:\/\/web.archive.org\/web\/20260106090117\/https:\/\/mgrush.com\/\">MGR<span style=\"font-size: 12pt;\">USH<\/span><\/a><\/em> workshops focus on meeting design and practice. Each person practices tools, methods, and activities daily during the week. Therefore, while some call this immersion, we call it the road to building high-value facilitation skills.<\/span><\/p>\n<h3 style=\"text-align: center;\"><span style=\"color: #ff0000; font-size: 14pt;\"><strong>______<\/strong><\/span><\/h3>\n<p><span style=\"font-size: 12pt;\">With Bookmarks no longer a feature in WordPress, we need to append the following for your benefit and reference<\/span><\/p>\n<ul>\n<li><span style=\"font-size: 12pt;\">20 Prioritization Techniques = <a href=\"https:\/\/foldingburritos.com\/product-prioritization-techniques\/\">https:\/\/foldingburritos.com\/product-prioritization-techniques\/<\/a><\/span><\/li>\n<li><span style=\"font-size: 12pt;\">Creativity Techniques = <a href=\"https:\/\/www.mycoted.com\/Category:Creativity_Techniques\">https:\/\/www.mycoted.com\/Category:Creativity_Techniques<\/a><\/span><\/li>\n<li><span style=\"font-size: 12pt;\">Facilitation Training Calendar = <a href=\"https:\/\/mgrush.com\/public-facilitation-training-calendar\/\">https:\/\/mgrush.com\/public-facilitation-training-calendar\/<\/a><\/span><\/li>\n<li><span style=\"font-size: 12pt;\">Liberating Structures = <a href=\"http:\/\/www.liberatingstructures.com\/ls-menu\">http:\/\/www.liberatingstructures.com\/ls-menu<\/a><\/span><\/li>\n<li><span style=\"font-size: 12pt;\">Management Methods = <a href=\"https:\/\/www.valuebasedmanagement.net\/\">https:\/\/www.valuebasedmanagement.net<\/a><\/span><\/li>\n<li><span style=\"font-size: 12pt;\">Newseum = https:\/\/www.freedomforum.org\/todaysfrontpages\/<\/span><\/li>\n<li><span style=\"font-size: 12pt;\">People Search = <a href=\"https:\/\/pudding.cool\/2019\/05\/people-map\/\">https:\/\/pudding.cool\/2019\/05\/people-map\/<\/a><\/span><\/li>\n<li><span style=\"font-size: 12pt;\">Project Gutenberg = http:\/\/www.gutenberg.org\/wiki\/Main_Page<\/span><\/li>\n<li><span style=\"font-size: 12pt;\">Scrum Events Agendas = <a href=\"https:\/\/mgrush.com\/blog\/scrum-facilitation\/\">https:\/\/mgrush.com\/blog\/scrum-facilitation\/<\/a><\/span><\/li>\n<li><span style=\"font-size: 12pt;\">Speed test = <a href=\"https:\/\/www.speedtest.net\/result\/8715401342\">https:\/\/www.speedtest.net\/result\/8715401342<\/a><\/span><\/li>\n<li><span style=\"font-size: 12pt;\">Teleconference call = <a href=\"https:\/\/youtu.be\/DYu_bGbZiiQ\">https:\/\/youtu.be\/DYu_bGbZiiQ<\/a><\/span><\/li>\n<li><span style=\"font-size: 12pt;\">The Size of Space = https:\/\/neal.fun\/size-of-space\/<\/span><\/li>\n<li><span style=\"font-size: 12pt;\">Thiagi\/ 400 ready-to-use training games = <a href=\"http:\/\/thiagi.net\/archive\/www\/games.html\">http:\/\/thiagi.net\/archive\/www\/games.html<\/a><\/span><\/li>\n<li><span style=\"font-size: 12pt;\">Visualization methods = <a href=\"http:\/\/www.visual-literacy.org\/periodic_table\/periodic_table.html\">http:\/\/www.visual-literacy.org\/periodic_table\/periodic_table.html#<\/a><\/span><\/li>\n<li><span style=\"font-size: 12pt;\">Walking Gorilla = <a href=\"https:\/\/youtu.be\/vJG698U2Mvo\">https:\/\/youtu.be\/vJG698U2Mvo<\/a><\/span><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>During a four-day conference, we facilitated more than 20 speakers and varying presentations, each citing distinctive topics ranging from embracing social responsibility to utilizing Google\u00ae Hangouts for small groups. Participants applauded our approach, and we decided to share it here to help you become a more effective facilitator. Challenges Associated with Facilitating Speakers and Conference [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":10421,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_wp_convertkit_post_meta":{"form":"-1","landing_page":"","tag":"0","restrict_content":"0"},"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[453185968,453185961,13289,11161,453185955,453190674,453185956],"tags":[453190638,453190637,453192463,453190639],"class_list":["post-10399","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-analysis-methods","category-decision-making","category-meeting-agendas","category-meeting-structure","category-meeting-tools","category-planning-approach","category-problem-solving","tag-conference-presentations","tag-facilitating-speaker-content","tag-platos-trivium","tag-speaker-content"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.7 (Yoast SEO v27.7) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>How to Facilitate Speakers and Conference Presentations<\/title>\n<meta name=\"description\" content=\"How to facilitate speakers and get the most out of speaker and conference presentations. 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