Facilitation Guidelines

ARMA International Educational Policies and Procedures

Individuals facilitating ARMA International educational programs may represent disparate views.  The Association is not endorsing these individuals, their viewpoints, or their organizations.

Unless specifically designated, ARMA International education programs are noncommercial.  Individuals should refrain from using brand names and endorsing specific products whenever possible.  Under no circumstances should an Association podium be used as a place for direct promotion of a facilitator’s product, service, or monetary self-interest.  This does not apply to Expo-related sessions.

Facilitators also must refrain from overt statements, harsh language, or pointed humor that disparages the rightful dignity and social equity of any individual or group.

All sessions are monitored.  Violation of these principles will be reflected in the evaluation of your session, and may result in a facilitator not being considered for other educational event.

Tips on Teaching an Adult Audience

• Participants expect your program to reflect your description and learning objectives in the promotional materials.  Failure to do so is one of our top negative feedback comments received about sessions.  Review and clarify the learning objectives at the beginning of your program. Be certain you deliver what has been advertised in conference promotions.
• Adults learn best when theory is applied to practical situations.  Participants expect information on how to apply program ideas to their work environments.
• Adults need variety in the program format to hold their interest.  Be creative and keep in mind the large group setting.
• Effective, probing questions enhance learning and critical thinking.  Don’t stop with one, keep probing.
• To the adult learner, the delivery method is as important as the content.
• Demonstrate early in your program how the content will benefit the participant. 
• Use small groups to discuss and answer questions
• Provide opportunities for questions and answers throughout the session.

Tips for Successful Education Programs

As you prepare your program, keep in mind that some events may be quite large.  Following these guidelines will ensure an effective education program:

•  Begin and end your program promptly.
•  Ask your education monitor to dim lights, signal you when your time is up, or assist in other ways during your program.
• Get the audience actively involved quickly.  Make the content appear relevant and generate buy-in.  Ask questions to stimulate the participants and create a climate of participation immediately.
•  Asking the participants what they expect or want to learn in your program.   
• When fielding questions, repeat questions from the floor to be certain everyone hears them.
•  Summarize at the end of the program and close with a memorable idea that leaves the participants with a positive impression and information they can use back on the job.

Moderating a Panel

• Prepare yourself in advance.
• Give your panelists 30 seconds to introduce themselves.
• Involve the audience.
• Make everyone else look smart.
• Besides having questions prepared for your panelists, ask your panelists what they would like to know from your audience. When appropriate, throw those questions out to the audience; it could result in some unexpected responses from them--and the panelists--and produce an interesting thread.
• Prepare more questions than you'll need, just in case the audience isn't so inquisitive.
• Be ready to field some off-topic, left-field comments from the audience. Always steer back to the subject at hand.
• Be sure to meet your panelists before the session begins, and I don't mean 10 minutes before. Perhaps gather over lunch to meet and discuss the session, and it will make all the difference in our comfort levels. 

Tips for Panelists (From Association Now January 2007)

•  Know the subject. 
  If you don’t know the subject well, decline to be on the panel.  Never give an audience the opportunity to truly know you are clueless.
•  Control your introduction
  Make sure the moderator has a three-sentence description of who you are and why you are there.    
•  Speak up
  You’re sitting, hunched over, and not projecting your voice.  Speak up and make sure the person in the back of the room can hear you, clearly.
•  Entertain, don’t just inform
  You’re there not just to inform, but entertain.  Make people remember you.  Think of the panel as friendly, though emotional, conversation in front of 500 of your closest friends.
• Answer the question that’s posed, but never limit yourself to the question that’s posed
  Answer the question, but then feel free to take the conversation in a direction that you want. 
• Be plain, simple, and short
  While the moderator and other panelists are experts the audience is not, keep you responses simple.  Don’t use technical jargon or acronyms.
• Never look bored
  While very difficult to do, always stay focused and show enthusiasm and interest in the discussion that is taking place.
•  Never look at the moderator
  When you answer or speak, address the audience, not the moderator.
• Never say: “I agree with (name of previous panelist)
  Come up with something different or if nothing else, say “I think the question has been answered.  For the sake, of the audience’s time let’s move on.”