Round Tables for Survey Results

If desired, committee members may facilitate virtual round table discussions about the survey results to share the information with members and discuss the topics in more detail. Following is the process to follow:

Pre-Event Planning

  1. Discuss availability with any committee members who are co-presenting, and send a list of 3 - 4 possible dates to the Executive Director.  Round tables typically take place Tuesday - Thursday, 11 am - 12 pm ET to maximize attendance and appeal to the most time zones. Depending on the nature of the topic and the audience, additional times may be considered. Ideally, round tables will be planned to give members at least two weeks' notice. 
  2. Create the title and description and send it to the Executive Director for marketing purposes. The description should be brief (2 - 3 sentences) and get the members' attention. Example: 
    Virtual Round Table: Member Research on AI Use
    Join our Research & Trends Committee as we delve into the topic of our October Member Survey: AI in Career Services & Recruiting. We will share the results from the survey and discuss ways members are using AI, specific tools being used, and advice for students.
  3. CSEA staff will add the event to the web site and distribute the marketing materials to the membership. Presenters should register for the event to make sure they receive the login information. 
  4. Let the Executive Director know if you will be using any interactive technical tools, such as polls or breakout rooms. If more than 30 attendance are expected, breakout rooms should be considered. 
  5. Prepare at least five questions about the topic to serve as seed questions to get the group conversation started. 
  6. The Executive Director will provide presenters with the registration list the morning of the event, after the registration has closed. 


During the Event - The Role of the Facilitator

The Executive Director or Executive Assistant will log in as host and handle all technical/administrative aspects of the event. This includes: recording the event, letting attendees in, muting callers as needed due to background noise, and setting up breakout rooms if needed. Facilitators will be able to share their slides if needed.
  1. Log in to the Round Table 15 minutes in advance (along with the Executive Director/Executive Assistant and any other presenters), using the login information that is in the confirmation email you received when you registered for the event (there is no separate login for facilitators or speakers).
  2. The Executive Director will let people in the room and play music for a few minutes at the start of the event. 
  3. Introduce the topic at the beginning, and welcome people to the event.
  4. Ask questions to get the conversation started and keep it going. If needed, call on individuals to ask for their expertise or input. Keep an eye on the chat, as some people will ask questions and provide comments there (especially with larger groups). Make sure one or two people don't dominate the conversation. The Executive Director can assist with the chat monitoring if needed. You might also engage additional members of the committee to ask questions if there is a lull in conversation.
  5. Ask people to share takeaways on LinkedIn during the event to help spread the word about future events and research projects. 
  6. The Executive Director will close out the event at the end, thanking the speaker(s) and making any necessary announcements.

Facilitation Tips

  • Ice breakers can be fun ways to introduce the group and set a positive tone for the round table, but they should be quick so they don't dominate the time. CSEA members like to share! :) With groups larger than 10 - 15, consider using the chat for introductions. Polls can also be used to kick off on a positive note. 
  • Try to engage everyone in the group as much as possible. This can be done by encouraging conversation in the chat, using breakout rooms for groups larger than 30, or asking questions like "Has everyone had a chance to contribute?"
  • Ask questions for people to respond to in the chat. This works well with groups larger than 20 when it will take a long time for everyone to respond using audio.
  • Use screen sharing when there are lengthy questions, but use it minimally because attendees typically like to see each other.
  • Use polls (let the Executive Director know the questions at least one day in advance).
  • Encourage attendees to use the virtual interaction tools, such as hand clapping, reactions or thumbs up.
  • Use the whiteboard option in Zoom, and allow people to add their own contributions through the annotate function. 
  • CSEA also has accounts with Kahoot and Mentimeter that can be used if planned in advance with the Executive Director.
  • If breakout groups are used, allow people to switch groups at least once so they can get to know more people.
  • Tell a personal story in the beginning that relates to the round table topic. 
  • If the group doesn't seem engaged, do a quick stretch break half way through.