Ever been in the hot seat?

So the agenda is set for the next training day, and you have been put in charge of chairing a group session. “Nothing to it,” says the boss. Oh no? There is, in fact, an awful lot to it. That’s why the likes of newsreader Kirsty Wark and broadcaster Jenni Murray are paid serious money to handle discussions, and why most of us would be left floundering, trying to referee a mini riot if we had their jobs.

But don’t give up. There’s no need to dream up a doctor’s appointment for the fateful day. Take these simple precautions and you’ll be just fine:

• Pre-plan

Do enough research into the subject to be one step ahead of the group. Get a check list of their names, so you can refer to everyone by name during the talk. That also enables you to take a head count before things get underway. There’s nothing more disruptive than late-arrivals, so don’t start until everyone’s there.

• Seating

This is really important. If you’re given a room in a conference centre or hotel and you come in to find the seats sprinkled around the room, don’t retreat to a corner with the speakers and ask the group to just “sit around”. Before you know it, you’ll have clusters of friends passing each other notes and mints, paying no attention to what’s being said. Get help and, before the group even enters the room, arrange the seating in a neat arc around the speakers. That creates a sense of theatre. Put written information on the chairs. The arc formation means the speakers can establish eye contact easily and there’s no back row where the less interested will hide, heckle or doze off.

• Introductions

The way you word your introductions sets the tone for the seminar. If you simply mutter a list of the speakers’ qualifications the audience will think the talks are going to be boring. And if one of the speakers outguns the others in the qualification stakes, then you’re setting them up for “aggro”. Equally, if you make things too informal – “This is Martin and he’s a right boffin” – then you’ll look unprofessional.

Here’s what to do. Ask the speakers for a few minutes of their time beforehand. Ask each of them to think up a witty one-liner to sum up their own interests. Hopefully, you’ll then manage an introduction that’s complimentary, without being grovelling and witty without being over-familiar. Something like: “Our next speaker, Dr. Rufus Smith, has studied the social dynamics of the work-place for 15 years both here and in the States. His favourite pastime though is abseiling – when, he says, he likes to imagine himself escaping from some of the MDs he has been forced to work with in the past.” Something like that won’t get you a career as a stand-up, but it will set things up nicely.

• Length of talks

Psychologists tell us that we can concentrate on the spoken word, without visual back-up, for twenty minutes maximum. So divide 20 minutes talk time between the number of speakers. If that means just 5 minutes each, don’t worry. Better to be brief and leave the audience scope for questions than to let the speakers bore everyone senseless.

• Question Time

This is the exciting part of a seminar because you are letting the audience off the leash. The funny thing about seminars is that nobody ever wants to ask the first question. So cheat a bit. You’re sure to have a friend in the audience – prime her to ask the opening question and get the ball rolling. Keep a few questions of your own up your sleeve to help things along if the session starts to falter. Encourage questions to all the speakers – not just the more controversial one. Also, block any question that has already been asked. Do it politely. Simply say: “I think we all agree with you that this is the key issue here today but we really must cover new ground.”

• Arguments

If an argument breaks out it’s not necessarily a bad thing – at least it shows people have become involved in the subject. But there’s a difference between an impassioned debate and an out-and-out fight, and quick intervention is the best way to prevent a volatile situation. That means listening and being alert to the first signs of anger.

As soon as anyone – be it a questioner or speaker – makes any kind of personal or insulting remark, stop proceedings and say firmly: “I must ask you to withdraw that comment.” If tempers are still bubbling say, “Let’s cool things down shall we,” and move on to a new question. That way you establish control and aren’t left squealing “Order! Order!” above the hubbub like a deranged Speaker at the House of Commons.

• Finish

A neatly rounded-off finish makes everyone feel the exercise has been worthwhile. Try something like: “Sadly, that’s all we have time for. I’m sure we have all learnt a tremendous amount from today’s talks so may I ask you to express your appreciation for Dr.….” Then really milk that applause. It’s for you really. And you deserve it.