If you have facilitated or participated in lengthy meetings, you will undoubtedly have had your eye on the clock. Even the most engaging and productive meetings can run stagnant, particularly when some items on the agenda aren’t applicable to all attendees.

Even if you’re a meeting pro and have tips and tricks to self-engage, breakout sessions can be exactly what you need to decompress and refocus. In this article we cover what breakout sessions are, the different types, their benefits and how you can implement them in your next meeting or conference.

What is a breakout session?

A breakout session is a smaller group discussion or activity that is held within a larger meeting, conference or event. It’s an opportunity for attendees to engage in interactive and more focused discussions relating to the main theme of the meeting or event.

From a few individuals to several dozen participants, the size of a breakout session doesn’t have limits and will depend on the size of the meeting or conference as well as the required parties. They may be led by a facilitator or moderator who guides the discussion and ensures that everyone has a chance to participate. Often, they are a great chance for quieter attendees to have their voice heard without the intimidation of a large audience.

Breakout sessions are often used in meetings where attendees are looking to problem solve or exchange ideas with their peers. They can be structured in various ways, including panel discussions, brainstorming sessions, interactive workshops and group exercises.

During breakout sessions, using a whiteboard or flipchart easel is a great way of capturing notes, spontaneous brainstorming ideas and follow-up actions. They are an invaluable collaborative tool which encourages participation and facilitates the input of all group members.

5 benefits of breakout sessions

Breakout sessions offer several benefits, including improving attendee engagement, topic deep dives and targeted content for different attendee groups. Below, we highlight these in depth:

1. Increased engagement

Breakout sessions open the floor to participants to contribute their own ideas and perspectives. Sessions are less formal and groups smaller, opening the floor and encouraging discussions as opposed to watching and absorbing. This can often help to keep attendees engaged and interested as they know their voice will be heard.

2. Tailored learning

More often than not, breakout sessions are structured to focus on specific topics or areas of interest. For example, participants may be split into experience levels, departments or skills. This means attendees can customise their learning experience and gain more in-depth knowledge on specific subjects.

3. Networking opportunities

Particularly useful for larger businesses meetings of multi-company events, breakout sessions can provide opportunities for attendees to connect with one another, share their experiences and build relationships. This can be especially valuable for individuals who are looking to expand their professional network or connect with others who share their interests.

4. Interactive learning

Breakout sessions often involve interactive activities, such as group discussions or hands-on exercises, that allow participants to apply what they have learned in a practical way. This can help to reinforce key concepts and make the learning experience more engaging and memorable. Furthermore, the fun element of interactive learning feels like respite, which can be very welcome during long meetings or conferences.

5. Flexibility

Breakout sessions can be structured in a variety of ways, depending on the needs and interests of the participants. This allows meeting facilitators to tailor then create bespoke sessions for their attendees, creating a more meaningful and impactful experience for all.

4 breakout session examples

Breakout sessions should be planned for and factored into the event or meeting. They can be related to the meeting’s content, or a standalone fun activity to help people get to know each other, or to simply enjoy a break. Below are a variety of breakout session ideas.

Open floor debate

Attendees can participate in a structured and guided debate with a host acting as a mediator to discuss as issue. This can be an effective way of problem solving in a business and also a valuable tool to help senior staff understand how employees truly feel about certain topics.

Lightning talks

Short and concise, lightning talks should last only 5 to 10 minutes. Lightning talks are typically focused on a single topic and can be used in a business capacity or to allow attendees to get to know an individual quickly.

Goal workshops

Fantastic for personal development, goal setting workshops can be used for personal or professional matters. Encourage discussion around what success looks like and encourage participants to write down specific goals for the next 5 days, 5 months, 5 years and potential ways they can achieve these. Consider using a desktop whiteboard pad or wall-mounted whiteboard to jot down your long and short term goals as a daily reminder and reference point.

Skill-building workshop

Trying a new skill or improving on a current talent can be rewarding and unlock hidden potential in employees. Is there an employee who wants to try video editing? Does a junior member of staff have a secret passion for coding? Do you simply want to break up the day with a team building exercise? Skill-building workshops can be anything you need them to be.

Breakout session agenda template: putting together your own session

Below is a breakout session agenda template. However, this can be tweaked to suit the goals and objectives of the session, as well as the timeframe. Most breakout sessions last from 30 minutes to 1 hour. Our template is based on a 60-minute breakout session.

Using a visual tool such as a mobile whiteboard or flipchart easel to outline your breakout agenda and objectives will help the group to stay focused and on-time. As with any meeting, it’s easy to lose track of what the goal is. When ideas that are off topic are brought up, write them down in a section on your whiteboard for ideas to follow up on at a later date.

Introduction – 10 minutes

A chance to welcome the small group and provide an overview of the breakout session. The facilitator can explain the task or presentation and encourage participants to introduce themselves if required.

Main presentation or activity – 30 minutes

The main content of the session is presented, such as a panel discussion, case study analysis or skill-building workshop. You could use one of our 5 breakout session examples or come up with your own.

Report back – 15 minutes

Each smaller group or individual presents their findings or ideas to the larger group, followed by a facilitated discussion to explore different perspectives and insights.

Wrap up – 5 minutes

The facilitator touches on the key takeaways from the session and invites attendees to provide feedback or ask questions.

It can be concluded that breakout sessions are an effective way to engage participants in a conference or meeting. They allow attendees to interact with each other, share ideas and discuss topics in a smaller, more focused setting.

To ensure that breakout sessions are successful, it is important to plan them carefully, provide clear instructions and establish goals and objectives. Facilitators should also be trained to manage group dynamics and encourage participation.

Breakout sessions can also provide benefits beyond the workshop or meeting itself. They can help to build relationships among attendees, foster collaboration and innovation and provide opportunities for professional development.

Overall, breakout sessions are a valuable tool for any conference or meeting facilitator looking to create an engaging and productive setting.