Below is a detailed guide for SayPro: Assisting Speakers During Their Sessions, with a focus on helping them stay on track and ensuring their materials are presented clearly and professionally.

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SayPro Speaker Support Guide

Objective:

To support speakers throughout their sessions so that they stay on schedule, deliver content clearly, and engage participants effectively.

1. Pre-Session Support

a. Coordinate with the Speaker in Advance

Schedule a pre-session briefing to understand:
- The speaker’s objectives
- The structure of their session
- Key messages and timing of segments
Review the slide deck, videos, or any multimedia they plan to use.
Confirm the format (presentation, panel, workshop) and audience expectations.

b. Prepare the Environment

Set up the room or virtual space with the necessary tools:
- Projector, clicker, microphone, timer (in-person)
- Screen sharing, breakout rooms, polls (virtual)
Test all materials: videos, slides, animations, embedded links.
Have backups: USB copy, email version, printed outline.

2. During the Session

a. Keep Speakers on Track with Time Management

Share a visible session agenda or timeline in advance.
Use subtle cues (hand signals, on-screen timers, chat messages) to alert speakers:
- “10 minutes remaining”
- “Time to wrap this section”
Politely intervene if the session is running significantly over time.

b. Support Clear Presentation of Materials

Advance slides or assist with transitions if needed.
Zoom in or highlight content during explanations (for visual materials).
Ensure visibility: adjust lighting, screen size, or camera angles as needed.
Handle technical issues promptly: audio glitches, broken links, or video lags.

c. Facilitate Audience Interaction

Help manage questions:
- Monitor chat boxes (for virtual)
- Use a microphone runner (for in-person)
- Curate and summarize questions for the speaker
Activate interactive elements on cue:
- Launching polls, whiteboards, or group tasks
Support group transitions smoothly: “Now we’ll move into breakout groups…”

3. Communication and Coordination

a. Act as the Speaker’s Right Hand

Anticipate needs without waiting to be asked.
Whisper quick reminders or share brief notes: “One minute left on this point.”

b. Stay Calm and Professional

If the speaker gets off-topic or flustered, gently guide them back:
- “Let’s return to the previous point about the data breakdown.”
- Use facilitator authority with respect: “We’re short on time, let’s move to the next key area.”

4. Post-Session Wrap-Up

a. Assist with Q&A and Closing

Moderate the Q&A if the speaker prefers.
Summarize unanswered questions and agree on how they’ll be followed up.
Thank the speaker publicly and highlight key takeaways from their session.

b. Collect and Share Feedback

Distribute feedback forms or links.
Share session recordings and notes (if applicable).
Provide the speaker with a debrief including:
- Participant engagement stats
- Areas of success
- Suggestions for future sessions

5. Tools and Techniques

Task	Tools / Techniques
Time Management	Countdown timers, visual signals, cue cards
Material Clarity	Laser pointer, highlighter tools, clear fonts
Virtual Support	Zoom, MS Teams, Google Meet features
Audience Engagement	Slido, Mentimeter, Poll Everywhere
Speaker Coordination	WhatsApp/Signal group, shared agenda docs

Facilitator Best Practices

Be discreet and respectful: Your role is supportive, not dominant.
Be proactive: Step in before a challenge becomes a distraction.
Be adaptable: Every speaker has a different style—adjust accordingly.
Be encouraging: Offer reassurance, especially to nervous or new speakers.