How to Lead a Discussion or Q & A at Work
In order to lead a discussion or Question and Answer session (Q & A) at work, you should ideally provide everyone with informational materials ahead of time so that they can prepare. Handouts, if provided, should include an itinerary or guiding points of discussion to keep the group focused. Lead the group by providing a professional example.
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Instructions
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Start by introducing yourself, your purpose or goals for the discussion and your agenda for the time allowed. An introduction offers participants a sense of focus and direction. Articulate clearly and concisely and use open body language.
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Lead discussion-based communications as a facilitator not a dominator. Encourage discussion by offering prompts or asking questions. Listen carefully and show interest in the discussion. Take detailed notes or minutes.
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Address interruptions and inappropriate behavior when needed. Ask speakers to conclude their thoughts if they stray from the issue at hand or exceed a reasonable time limit. Encourage conversation, but not at the expense of the group or the time allowed. You may refer back to the handout if available to move on to the next point or topic.
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Summarize and say back what you are hearing. Review your own main and subpoints. Participants should follow the logical flow of the session and maintain a sense of order. Reviewing and repeating demonstrates that you understand speakers and that you value collaborate brainstorming or information sharing.
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Encourage the group to continue moving towards specific and manageable goals. Discuss what you've accomplished so far. Show that the session is progressing positively by responding to the changing needs and developments of the group. Keep up interest and enthusiasm by highlighting significant points, concerns, or suggested resolutions.
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Conclude the session by recapping the significant aspects and by reviewing any decisions reached by consensus. Thank your participants politely and remind them that their contributions are both valuable and meaningful. If there are any loose ends, such as a vote to be held, an event to plan, or a problem to work on in greater detail, resolve them by establishing a clear date or action for follow up.
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