Chairing Briefing for #cong18

Huddle Structure

  • 12 people per huddle (could be less/more)
  • Roundtable style
  • 2-3 Present
  • 10-15 Minute presentation
  • 5-10 Minute discussion
  • 4 rotating huddles
  • Start with simple introduction and life hack

Main Focus

  • Timings
  • Flow of conversation
  • Inclusion of all voices

Equipment

  • Timer (phone)
  • Note pad

Briefing

Each huddle will have a chairperson who manages the session flow and ensures time keeping and interaction.  The chairs role is to kick start proceedings, encourage the three/two speakers and more importantly enjoy the session.

The principal behind small huddles and using social venues is that it is supposed to replicate real world conversations rather than artificial presentations from a podium.  We have structured to avoid chaos but your judgement of the group is paramount and there is lots of flexibility built in.  You do not have to an expert on the theme but your view is also important so you can decide to contribute or not.  Some people will be quite nervous and anxious while some will be very confident and naturally monopolise time.  The range of people and topics is very broad so you will have a very diverse group who different backgrounds, interests, occupations and ages profile.

Your role is to make people feel comfortable, relaxed, manage the introductions, time manage the sessions, read the group and over all flow of the session. The real challenge will be to make it inclusive but this is no different to normal conversations in social situations.

I really do appreciate your time and I hope you enjoy.  I have included some guidance below which should help but also reading as many of the posts as possible will really assist you and they are genuinely very varied and interesting.

The chairs for the 8 venues for #cong18 are:

  1. RobbieCanavan | Byrne and Fallon | Two groups here. Lunch served.
  2. Padraig McKeon | Danaghers | One group in the café to the right. Lunch served.
  3. John Leonard | Puddleducks | One group. Table at the window. Lunch served.
  4. Don Delaney | Elizabeth Togher’s | One group. Round table. Lunch in Pat Cohans.
  5. Mags Amond | Pat Cohans | One group. Upstairs. Lunched served here.
  6. Averil Staunton | Rare and Recent | One group. Lunch in Ryans.
  7. Mike O’Rourke | Byrne and Fallon | Two groups. Lunch Served.
  8. Tony O’Kelly | Ryans | One Group | Upstairs area over the bar.Lunch served.

Below are the instructions for the chairs but its also useful for everyone to understand the role/process.

You have been allocated one huddle to chair (as per above)

Some venues will also be open to the public but we will have blocked off areas in all venues

Huddles kick off at 10.30am so check out your location in advance ideally from from 10am.

Briefing for chairs takes place at 10am in Ryans Hotel (registration venue)

There will be max 10-12 people in each huddle but numbers may vary.

There will be four huddles throughout the day according to the lanyard schedule.

Kick off each huddle by introducing yourself.

Explain overall running order – 1hr, introductions, life hack, two/three 10-15 minute talks followed by discussion after each one.

Ask people to introduce themselves and give their ‘Life Hack: as an ice breaker.

In their introductions people should state their name, what they do for a living but most importantly AVOID any sales pitches or overly lengthy life stories. Short and snappy is best and there is plenty of time during the breaks to dig deeper into work life and build connections.  This might be a bit tricky at the start as people are unsure of how much they should say but encourage them too keep short.  It works if you give an example with your own introduction.

A ‘life hack’ is a tip from a productivity tip, social media tool or as broad as a philosophical tip on life.  This is designed to get people talking to each other.

Next up ask which three/two people would like to present.

Agree who goes first.

Explain that each speaker has 10-15 minutes to present and encourage everyone to contribute/ask questions.

Some talks might go on longer/shorter but the key is to measure the atmosphere in the group.

Occasionally the group have been happy to have just one speaker especially if it spawns engaged debate but best to try have a number of speakers at each huddle.

Use judgement – if people are riveted to the speaker then allow more time especially if only 2 speakers.

Ask if anyone is recording or streaming the session – just so everyone knows. Encourage people to tweet or post on social media using the #cong18.

Explain that tea/coffee is available for them to use – let me know if supplies run low.

Details for lunch venues will be on the lanyard.

Start the clock when the person starts presenting.

Remember everyone gets to speak on the day and needs a minimum of 10-15 mins and 5mins Q&A.

Main thing to police is NO SELF PROMOTION – people will want to know more about you based on your insight.

Give the speaker 3 minutes notice of the time with a hand signal.

Thank the speaker and congratulate them.  Some people will be nervous, some very confident.

Encourage questions after the speaker.  In general people contribute willingly.

Synopsise or highlight some element from the talk as possible icebreaker.

Ask a question of your own or add own experience if needed.

If you are short a speaker consider calling out one of the posts from the site or ask if anyone wishes to present again.  I don’t see this being necessary but looking at the blog posts in advance will greatly help you and personally I have enjoyed them.

Politely move conversations on if one person is monopolising and watch for others who would like to ask questions/comment – see video.

We have plenty of time to catch up on over runs during the day.

Wrap up the session after the hour.  If possible stick to the schedule as otherwise groups get bunched together. People have 30 mins to get to the next venue (which will take them 30 seconds) so they have plenty of time to chat.

Ideally orientate yourself to Cong so you can direct people to their next huddle and be aware of the overall timings for the day.   There is a map on the back of the lanyards.

Finally enjoy.  This is not the army, we have structure but only to ensure smooth running of the event – the two key elements you control are timings and flow of the conversations. This is a great bunch of minds so take your own mind for a gallop also.

At registration I will explain how the spreadsheet (which will be on people lanyards) operates.  The spreadsheet is built around 80+ people attending.  This is spread across 8 venues running at the same time, with four sessions through out the day.  If 3 people present at each huddle this means 96 presentations.  Why is this important.  It means you will have 3 presentations at some and 2 at others. If more or less people arrive on the day we will adjust accordingly – ie if 84 people show each huddle has to accommodate 3 speakers so that everyone presents.  As people register we allocate a number to each person.  They then use the spreadsheet to see what venue they are due in.  This is done so that we can mix the groups up so in theory you will end up with an entirely new group of people at each huddle.  I know this seems complicated but in reality it works out fine. Mathematically some huddles may be down some numbers especially if less people show so please bear that in mind. Some of the really enriched conversation took place in very small huddles.

The first huddle is the hardest to get going and no one wants to jump straight in. A tip from Tony O’Kelly was to hover around the registration area to find some people who will be in your first huddle and agree with them in advance who will present.

I will ask you to put up your hand at the briefing to introduce you and ask people to follow you out to the first huddles.

Below is the spreadsheet which will be on people name badges/lanyards.  Just in case you are wondering its upside down so when you till up to read it its aligned the right way up.  The instructions for lunch is being served will be on the lanyard.

Recording Insights

The chair role is a busy one and you are on your mental tops of your toes all the time.  However it is also a great opportunity to collate some of the key insights.  After the session if you could document any of the key points it would be appreciated especially for the eBook report.  I also intend to give away the glass head to the best contributor which will be a combination of most read posts and input from the day.

6 Minute Running a Huddle Insights

Alec Taylor has kindly put together his tips for running a huddle.  Worth watch especially for flow.

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