Implementing and moderating a professional panel or forum

Abstract

This effective practice presents detailed steps to take when implementing and moderating a panel of public service professionals. Such forums are used to share experiences with students, AmeriCorps members, public service volunteers, and others. Panelists can include community representatives from nonprofit organizations, government agencies, law firms, local schools and businesses. Submitted by Kyle Kitson, Constitutional Rights Foundation, and adapted from A Facilitator's Guide for By the People (2001), which was developed by CHP International for the Corporation for National and Community Service based on materials from The Center for Democracy and Citizenship.

Issue

There are many factors to consider when organizing a career/institutional community asset panel.

Action

Steps to take to implement and moderate a panel of public service professionals to share their experiences with students, AmeriCorps members, and public service volunteers include advance preparation, activity one week before and at the session, facilitating the panel discussion, and follow-up.

I. Advance Preparation: Inviting Panelists — Two Months Ahead

Assess the interests of the audience and invite panelists accordingly. For example, if most of the your members are interested in careers in environmental protection, you may want to invite panelists from a non-profit environmental agency or wildlife center. A local biology teacher whom you know is involved in environmental projects may also be a good choice. Try to invite panelists who represent the diversity in the community. Panelists can include representatives from non-profit organizations, government agencies, law firms, local schools and businesses.
Start inviting panelists at least two months before the session. A willing panelist may be unable to participate if his or her calendar is already filled.
If your group is small approximately ten members, invite three panelists. If it is large, 25 or more, invite four panelists. Invite enough panelists so that if someone cancels at the last minute, it will not be a problem. However, don't invite so many panelists that they miss opportunities to speak and feel under-utilized.
After a prospective panelist has accepted your invitation, send a confirmation letter. See "Tips for Writing a Confirmation Letter" below.
Offer to meet the panelists one at a time or arrange a conference call to discuss the format of the panel.

II. Tips for Writing a Confirmation Letter

Send the letter within two days of panelist's acceptance and include brochures or other agency information. Use a business letter format and include the following points

A sincere expression of thanks for their acceptance.
Day, time, location, and directions to the training site.
A brief description of the members and their service.
The names and organizations of the other panelists.
The purpose of the session and questions that will be used to start the discussion.
An invitation to stay for refreshments after the session so they can meet with members informally.

III. Early Preparation — One Week Before

Remind audience of the nature of the panel and the importance of dressing appropriately. The panelists may be their current of future employers, so you ll want them to leave with a positive impression of the audience and their work.
Arrange for refreshments after the panel. Remind members that this time has been set aside for them to talk informally with panelists.
Ask members to help with panel tasks. Some members can arrive early to make place cards, welcome the panelists, and be responsible for the refreshment table. You need to be free at the end of the session to answer questions, thank panelists, and take care of any last minute details.

IV. Later Preparation — At the Session

Make sure that the meeting place is clean, comfortable, and well organized. Set up the room before the panelists arrive.
If possible, have a table with a tablecloth for panelists. Place a pitcher of water and glasses and a name and organization place card at each place setting.
Have brochures or other agency/school information on hand. Remember, the panelists will also be networking, trying to understand local activities, and identifying possible areas of collaboration.

V. Tips for Facilitating the Panel Discussion

Open the discussion by introducing yourself and thanking the panelists for coming. Introduce each panelist by name, job title, and organization.
Explain your role as moderator and time-keeper. Describe how the discussion will be organized, the general time frame, and the need to answer questions will be taken from the audience. Request that all presenters also answer prepared questions such as "What kinds of experience and education are required in your work?" "Why did you choose this type of work?" "What do you do in a typical day?" "What is the employment outlook for this type of work?" and "Is there anyone else I can speak to about this field?"
As moderator, keep your eye on three things a . Is anyone on the panel dominating the discussion? If so, call for or direct some questions to other panelists. Remind the panelists of the time constraints.b. Has someone on the panel not spoken much? If so, direct a question to him or her.c. If it seems that the discussion has taken a turn down a long and unproductive track, break in politely and redirect the conversation, or call for a stretch break.

VI. Follow up

After the panel, allow the audience to evaluate the session both formally and informally
Within a few days after the session, send a thank-you letter to each panelist.

Context

Career/institutional community asset panels were implemented at various AmeriCorps National sites throughout the country in 2002 as a component of training in civic engagement. Sites included Wayne County Action Program Lyons, NY; Rural School Empowerment Program Oneonta, NY; and Community Corps Newark, OH . Panelists included representatives from non-profit organizations, government agencies, law firms, local schools and businesses.

In the summer of 2001, Constitutional Rights Foundation (CRF) contracted with the Corporation for National and Community Service to begin work on Civic Engagement Training and Technical Assistance for National Service Programs (CETTA). This three-year training and technical assistance project is designed to provide AmeriCorps members with enrichment activities and lessons that teach civics and citizenship skills.

Citation

Adapted from "Service As A Profession: Is It For You?" Session Five in A Facilitator's Guide for 'By the People' (2001) developed by CHP International for the Corporation for National and Community Service, 1201 New York Avenue NW, Washington, D.C. 20525. The full-text is available at http://nationalserviceresources.org/sites/crf/www.crf-usa.org/cetta/lessons.htm.

The principal authors of A Facilitator's Guide for 'By the People' are Peter Govert and June Plecan, CHP International, Inc., 1040 North Boulevard Suite 220 Oak Park, Illinois 60301

Content and materials for the Facilitator's Guide were developed from a self-study guide entitled By the People edited by Henry C. Boyte, Co-Director, The Center for Democracy and Citizenship, 130 Humphrey Center, 301-19th Avenue South, Minneapolis, MN 55455

Outcome

CRF reports that participating AmeriCorps members discovered and/or re-examined the rewards of a background in community service. They were able to evaluate skills gained through community service in the context of personal development under the AmeriCorps experience. Furthermore, panelists were typically eager to share their experiences in the field in order to help AmeriCorps members nurture and explore their professional goals.

Evidence

Evaluations collected for the Constitutional Rights Foundation (CRF) documented an overwhelmingly positive response to these panels. Attendees consistently found the panelists informative, and they appreciated the chance to discuss opportunities and situations with professionals who are presently in the field.