Master Virtual Meeting Moderation: 8 Proven Techniques for Success
- Barbara J. Mayfield, MS, RDN, LD, FAND
- 4 hours ago
- 3 min read
What is the role of a presider or moderator?
According to Chapter 34 in Communicating Nutrition: The Authoritative Guide,
“The role of a presider or moderator is more important than it may initially seem; the outcome of a meeting or session can depend on the moderator’s effectiveness. Be prepared, be polished, know the audience, and anticipate the unexpected.”
What is the role of a moderator in a virtual setting?
Chapter 34 describes the various roles of a moderator with specific details about virtual settings:
serving as host or emcee, making sure the event runs smoothly
operating the web platform or coordinating with the technical crew
welcoming the audience and providing an orientation
introducing speakers and other participants
making sure the meeting runs on time
assisting with activities such as polls, break-out rooms, etc.
monitoring comments in the chat
moderating the Q&A
providing closing comments or instructions
providing follow-up such as evaluations and proof of continuing education credit
What are proven strategies for success as a moderator in a virtual setting?
Here are 8 strategies for moderating in a virtual setting adapted from two tip sheets covering virtual meetings and moderating:
Prepare Well in Advance
An effective moderator does their homework. They know the “who, what, where, when, and how” needed for a successful session or event and to help all the pieces work together. They are familiar with the virtual platform, the audience, the speakers, the desired outcomes, the technology and supplies, and the timeline. Preparation is key to their success.
Define Your Purpose and Know Your Audience
A virtual meeting allows audience members to gather for business, learning, or social networking from remote locations regardless of weather or travel limitations. Meet for a reason, determined with the audience and for a defined purpose. Clearly communicate the purpose to participants ahead of time. Plan the meeting well to achieve the desired outcome.
Set the Stage
An effective moderator sets the tone. They serve as the host, welcome attendees, share expectations, orchestrate the schedule, and introduce key participants. Their role continues throughout the event, fielding questions, solving problems that arise, and graciously thanking everyone with a warm and professional demeanor.
Provide Instruction
Until all participants have maneuvered the meeting platform successfully, be sure to provide clear instructions. This includes how to join the meeting, navigate the platform, how to contribute to the conversation, and use functions such as mute, screen share, chat, Q&A, and more. Continue to provide instructions as needed so the audience can fully participate in all aspects of the meeting.
Introduce Others to Build Authority and Anticipation
A central responsibility of a moderator or presider is introducing speakers and other key personnel. A well-planned introduction establishes credibility and builds excitement. A moderator who knows both the audience and the speaker is able to connect the audience to the speaker and the topic of the meeting in a succinct introduction.
Solicit Full Engagement
Virtual meetings are most successful when all participants contribute and engage fully. Organize the meeting to allow for adequate opportunities for engagement. Prepare participants ahead of time so they have the information needed for discussions, and structure the agenda and utilize the technology to allow everyone to have a voice.
Keep Things Running Smoothly and On Time
An effective moderator keeps a session running smoothly and within the time allotted. They start on time and provide speakers with time signals to alert them when to be finished. They monitor activities and the Q&A portion of a session to keep on schedule and provide ample opportunities for participation. They attend to problems efficiently and with composure.
Expect the Unexpected
As Chapter 34 states, “Regardless of the preparation or organization by the moderator, the unexpected can happen, from the absence of a speaker to full failure of the technology. How the moderator handles the situation affects how the audience will respond. Maintain composure, work with organizers to create a smooth transition, and above all, add a little humor and smile.”
In summary: Be prepared. Be polished. Know the audience. And anticipate the unexpected.
Read more in these blogs and tip sheets:
“Technology… is dramatically changing the way people work,
facilitating 24/7 collaboration with colleagues who are dispersed across time zones, countries, and continents. ”
~ Michael Dell
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