How to Lead Roundtable Discussions Effectively

Roundtables have a rich history, dating back to 1155 A.D. when King Arthur popularized the phrase with his group of advisors, famously known as the Knights of the Round Table. Over the centuries, this format has evolved and been embraced by various entities, from world powers strategizing global peace treaties to Fortune 500 companies deliberating the future of their industries. Embracing the art of running a roundtable discussion has become essential for effective collaboration and decision-making across diverse fields and contexts.

But let’s go over the details

What is a roundtable discussion?

Roundtable discussions are small group, often closed, organized conversations with one moderator or facilitator that use deliberative techniques where ideas are equally exchanged by participants on a given topic. In some events, organizations use the roundtable discussion format as a breakout exercise for small groups during a conference or lecture.

How to run a roundtable discussion or stakeholder discussions?

In general, roundtables and stakeholder discussions require preparation in order to avoid distracting technology issues, unproductive discussions, or awkward conversations.

So, Start by choosing a moderator or facilitator — or maybe that can be you.

Start with a 2–5 minute-long introduction that welcomes the audience and sets the tone of the event or session.

Also, provide information about the topic. In general, this will help everyone get context and understand where the conversation should start from. During this time, you can introduce the topic by providing interesting facts, statistics, or anecdotes that illustrate why it’s important, but try to stay under five minutes. Aim for an introduction that is less than 10 minutes.

Next, the facilitator (or you) needs to divide the remaining time by however many questions he or she is planning to ask. Order the questions in a way that helps people follow a critical and powerful thinking process but essentially that helps them tap into their collective knowledge. When in doubt, stick with the what, why, when, how important, and how order to create a natural discussion arc.

Highlight the conflict and ask participants to evaluate the areas that others have mentioned that they disagree with.

The goal is not to avoid disagreement but to embrace differing perspectives and understand why they exist. It is crucial to recognize that disagreements offer valuable insights into the various conditions and perspectives surrounding an issue. This understanding enables us to better define what is needed, why it is important, and how to address the underlying complexities effectively.

Finally, conclude the session by thanking participants and attendees and asking them to wrap up. Maybe give them 1 or 2 minutes to wrap up.

While these discussions used to be traditionally done in person, more organizations are leveraging these sessions to bring together different brains to think and share their knowledge. Some even have multiple sessions in which the discussion needs to reach an agreement or a decision. For that reason, and to better leverage the collective knowledge, organizations are opting to move some of these not only online but run them asynchronously.

How to run a roundtable discussion or stakeholder discussions async?

Now, if you want to run roundtables or stakeholder engagements asynchronously, the process is similar to what you would do during a meeting.

In this case, the faciliator (or you) can follow the same process. Start with a 2–5 minute-long introduction that welcomes the audience and sets the tone of the session. Also, the facilitator will have to provide information about the topic by presenting interesting facts, statistics, or anecdotes that illustrate why it’s important, but trying to stay under five minutes. This can be done by recording your presentation and adding it to the session with a tool like Loom. If your are recording the video…speak naturally as if people were in front of you and welcome them the same way you would in person.

We often ask how people feel about what they just heard during the video. Especially because we can’t read the room, so it’s a way for us, as facilitators to improve in the future or ask more questions.

Next, facilitators will need to divide the session into questions.

Questions that will help the facilitator gather the information they need based on the objective of this roundtable or stakeholder engagement session. Here, you need to ask questions so all participants participate and tap into each other’s knowledge and collectively overview their views.

The good thing about asynchronous sessions is that everyone can see each other’s answers, everyone has enough time to participate, there is more flexibility for participants, participants have more time to digest information and make informed decisions or share more well-thought-out ideas and opinions. Also, facilitators get to easily manage the process because they can add a start and due date so deadlines are clear, and they can have their own notes and conclusions within the session and share next steps to participants.

It is also very flexible; facilitators can make changes anytime, and they can choose the type of resources participants will need, from a whiteboard to sticky notes or anything else — facilitators can really evaluate which format works best for each group.

Here is a video.

How to manage multiple roundtables or sessions?

When overseeing multiple groups or roundtable sessions, streamlining the process becomes key. If you’re utilizing a tool like Nova, here’s a handy approach to consider. Suppose each roundtable or stakeholder engagement group needs to explore a topic across several sessions. In that case, it’s beneficial to establish a consistent process for all groups. You might start with an introductory session to gauge participants’ primary concerns, followed by a brainstorming session to generate ideas, etc.

The beauty lies in its adaptability.

You can modify the process as needed, adding sessions on the go and assigning durations to each for automated scheduling. For instance, imagine starting with a live brainstorming session on a whiteboard, followed by an asynchronous discussion to delve into risks and finer details.

By saving this structured process as a template for each group, you can effortlessly manage start dates, make adjustments, and invite participants using shared links. Participants can view their agendas with sessions neatly organized by due dates, conveniently syncing them with their calendars. Plus, automated notifications keep everyone on track, alerting them to upcoming sessions.

Meanwhile, you retain oversight, tracking participation, tweaking dates, and adapting to evolving needs. Also, adding and sharing conclusions and next steps becomes seamless, with instant notifications ensuring everyone stays informed.

You can even see the type of the decisions made overtime on your calendar.

This approach simplifies the management of multiple groups and multifaceted processes, offering flexibility to customize and automate as required. The ability to adapt ensures a tailored experience for each group, enhancing collaboration and decision-making.

The checklist: How to run a roundtable discussion?

Running a successful roundtable discussion involves several key tips:

1. Select a Competent Facilitator: Choose someone capable of guiding the discussion effectively, ensuring everyone has a chance to participate and keeping the conversation focused.
2. Define Clear Objectives: Clarify the purpose and goals of the roundtable to ensure all participants understand what is expected and what outcomes are desired.
3. Prepare Adequately: Research the topic thoroughly and prepare discussion prompts or questions to stimulate conversation and keep it on track.
4. Set the Tone: Begin with a welcoming introduction that sets a positive and inclusive atmosphere, encouraging participants to share their perspectives openly.
5. Manage Time Wisely: Allocate time for each discussion topic or question to ensure all planned points are covered within the allotted timeframe.
6. Encourage Active Participation: Engage all participants by inviting them to share their thoughts, actively listening to their contributions, and encouraging respectful dialogue. Also remember to foster a diverse perspective. Embrace differing viewpoints and encourage constructive debate, as this can lead to deeper insights and more comprehensive solutions.
7. Conclude Effectively: End the roundtable with a brief summary of the discussion outcomes, thanking participants for their contributions and emphasizing any actionable next steps.

We hope this guide has provided you with valuable insights and practical strategies for hosting your own roundtable discussions. Remember, the key to success lies in effective facilitation, clear objectives, active participation, and a commitment to embracing diverse perspectives.

Now, we invite you to share this blog post with your colleagues, friends, and networks who may benefit from these tips.

Thank you for reading, and happy “roundtabling”!

The Nova Team.

Resources:

• Nova www.novatools.org
• Loom (Video recording)

While these discussions used to be traditionally done in person, more organizations are leveraging these sessions to bring together different brains to think and share their knowledge. Some even have multiple sessions in which the discussion needs to reach an agreement or a decision. For that reason, and to better leverage the collective knowledge, organizations are opting to move some of these not only online but run them asynchronously.

Watch our next video to learn more about how to run roundtables and stakeholder engagements asynchronously.