Moderating a panel discussion seems straightforward — ask a few questions, keep the conversation moving, wrap it up on time. In reality, it’s an art. Done well, moderation elevates a conversation from informative to inspiring.

As a corporate leader or executive, when you step into the role of moderator, you’re not just a timekeeper — you’re a curator of dialogue and a facilitator of insight.

Whether you’re guiding an industry panel or leading an internal leadership discussion, your preparation and presence make or break the experience for your panelists and audience alike. Here are five best practices to help you moderate with clarity, energy, and authority.

1. Know Your Purpose—and Theirs

Before you do anything else, clarify the purpose of the panel. What’s the key takeaway for the audience? What’s the event’s broader goal? A panel at a leadership conference may aim to challenge the status quo, while a client-facing panel may focus on case studies and results. Align your moderation approach with the goal of the event.

Then, connect with each panelist individually ahead of time. Ask what message they hope to share, what topics they’re passionate about, and how they want to contribute. You’ll gain valuable insight and build rapport that creates smoother conversation onstage.

Pro tip: Don’t send a one-size-fits-all prep email. Tailor your outreach to each panelist and let them know you’ve reviewed their bio and work.

2. Design a Flow, Not Just a List of Questions

A strong panel doesn’t feel like a series of interviews—it feels like a conversation. To create that, think of your panel in terms of story arc: How will the discussion open to grab attention, how will it deepen, and how will it close with value?

Structure your questions so they build on each other. Start with context-setters to introduce panelists and frame the topic. Move into questions that compare perspectives, draw out stories, and surface tension or innovation. Finally, offer a moment of synthesis—ask each panelist for a key takeaway or forward-looking insight.

Pro tip: Prepare more questions than you need, and memorize the first and last ones. Confidence at the bookends matters most.

3. Keep It Snappy—and Inclusive

Your job as moderator is to keep the conversation moving and ensure everyone has a voice. That means being assertive when needed. If one panelist dominates or wanders off topic, bring the discussion back with grace: “Let’s pause there—great insight. I want to give [other panelist] a chance to weigh in.”

Watch for quieter panelists and create openings for them: “Taylor, I’d love to hear your take on this—how does this play out in your work?”

And don’t be afraid to gently cut a response short if it’s drifting. Time is limited, and your audience will thank you for keeping things sharp.

Pro tip: Set expectations early. Let your panelists know during prep that you’ll be guiding time and transitions actively, and they’ll appreciate it.

4. Be the Audience’s Advocate

Remember, you’re not there to impress the panelists—you’re there to serve the audience. Ask the follow-up questions they’re probably thinking: “Can you give us an example?” “How did that decision turn out?” “What would you do differently next time?”

Keep your eye on the energy in the room. If attention dips, shift the format. Throw out a lightning round question, ask for a quick poll of panelist opinions, or even turn to the audience for a show of hands.

Pro tip: Avoid jargon, inside jokes, or overly technical talk. If something needs context, briefly explain it for the audience’s benefit.

5. Close with Impact

A great panel ends with clarity, not a fade-out. Summarize key insights, highlight common themes or tensions, and thank the panelists with specifics: “Thank you for sharing how your team’s pivot led to success, Jamie—that was powerful.”

If appropriate, ask for final thoughts from each panelist—and be specific. “In one sentence, what’s the one trend leaders need to watch in the next year?” You’ll get more insightful and memorable answers than from a vague “any closing comments?”

Pro tip: End by connecting the conversation back to the audience. “If you leave here with one action, let it be…”

Moderating isn’t about spotlighting your own expertise. It’s about elevating others’ and guiding the conversation so the audience leaves energized, informed, and ready to act. When executives moderate well, they demonstrate leadership through listening, adaptability, and insight. Prepare with intention and stay present in the moment like an improviser.