Most Forum moderators are making it up as they go, and their group can feel it.
A few months ago, I asked a new Forum moderator how it was going. She let out a long sigh and said:
“Honestly? I feel like a substitute teacher trying to run a classroom with no lesson plan.”
he wasn’t being dramatic. Like most Forum leaders, she had a ton of enthusiasm but no playbook. Every meeting was a scramble.
What should I say?
How do I open?
What happens when someone’s 20 minutes late or clearly checked out?
That’s when I handed her a simple checklist I use when training moderators.
The next month, she emailed me:
“The difference was night and day. I actually felt like a leader instead of a timekeeper.”
Great Forums Don’t Just Happen, They’re Prepared For
A moderator’s job starts well before the meeting does. Pre-meeting preparation is the difference between a group that feels tight and intentional versus one that’s flying by the seat of its pants.
The Monthly Moderator Checklist (Pre-Meeting Edition)
1. Confirm Meeting Details
Time. Location. Zoom link (if virtual). Dinner plans. Who’s bringing what.
Don’t assume everyone remembers—send a clear, upbeat reminder 48 hours in advance. It sets the tone and eliminates last-minute chaos.
2. Deep Dive Check-In
Reach out to your Deep Dive coordinator.
Make sure they’ve confirmed whether this month is a group topic or a member presentation, and that a coach/presenter pairing (if needed) is locked in.
3. Review the Agenda
Take five minutes to run through the structure.
Are you on track with the usual flow? Do you need to make space for:
- A feedback round?
- A follow-up from last month?
- A conflict that needs addressing?
Planning now means less scrambling later.
4. Pre-Pick the Warm-Up Question
A great opener grounds the room. Choose something intentional and ideally inspired by something you’ve experienced recently.
Try: “What would be the title of your COVID chapter in your biography?”
Then: Be ready to go first. It sets the tone and gives others time to think.
5. Anticipate Emotional Energy
Think about your members:
- Is someone going through a rough patch?
- Was there tension in the last meeting?
- Has someone been unusually quiet?
Emotional awareness is part of your role. Don’t ignore the undercurrent, name it or make space for it.
6. Arrive Early, Physically and Mentally
Be the first to the room (or Zoom).
Take a breath. Set your intention. Greet people warmly as they enter.
You’re not just the moderator, you’re the emotional thermostat for the group.
If you’re a moderator, your leadership doesn’t begin when you hit “record” or sit down at the table. It starts in the days before, with the thoughtfulness and care you bring to the space. Use this checklist before every meeting, and you’ll not only run smoother Forums—you’ll earn the trust that comes from being prepared
