4.1.1. Managing Session Timing#

Tags guides facilitation timing module delivery

Note

This guidance reflects different approaches we’ve seen work well. Your style and context will influence which approach fits best.

In brief#

Two main approaches: Front-load time early, or keep a steady rhythm throughout
Groups of three need more time: Plan for 30-50% extra in breakouts
20-minute chunks work: Concentration dips after 20 minutes, so we schedule breakouts at roughly 20 and 40 minutes

About this guide#

Managing time during module delivery is both an art and a science. Our flight plans give you minute-by-minute structure, but how you work within that structure is up to you. It depends on your style, your group, and how comfortable you are with pacing. This guide shares approaches that experienced facilitators have found helpful.

When to consider this#

This guidance is particularly relevant when you:

Are new to delivering Better Conversations modules
Are working with groups that seem to need different pacing
Want to refine your timing management approach
Are adapting to unexpected situations during delivery

Approaches we’ve seen work#

Front-loading

Works well for facilitators who like buffer time, and groups that warm up quickly. Suits an energetic style.

What to do:

Start punctually and move briskly through the first 30 minutes
Bank time for later - aim to be 5 minutes ahead at the 30-minute mark

Why it works:

Creates breathing room for rich discussions later
Reduces anxiety about running over
Gives flexibility when groups get deeply engaged

Keep in mind:

May feel rushed initially to participants
Let participants know: “We’ll have more time to explore this shortly”

Steady rhythm

Works well for facilitators who prefer consistency, and groups that need predictability. Suits a calmer style.

What to do:

Maintain even pacing, hitting each timing mark within 30 seconds
Use the first and last 5 minutes as buffers for latecomers/early leavers

Why it works:

Creates a reliable rhythm participants can feel
Easier to maintain energy levels
Reduces decision-making about when to speed up or slow down

Keep in mind:

Less flexibility for spontaneous deep dives
Requires good time awareness throughout
You may need to gently interrupt rich discussions

Finding your style#

Questions to help you choose:

Do you naturally keep an eye on the clock, or do you lose track of time when engaged? What support do you need to stay on track?
Does having buffer time make you feel secure, or tempted to over-extend discussions?
How comfortable are you moving groups along when they’re engaged but time is short?

Things to experiment with:

Try front-loading in one session and steady pacing in another - notice which feels more natural
Practice transition phrases: “That’s a great point - let’s hold that thought for our next discussion” or “We cover that in more detail in the next breakout/module”
Use producer signals to help maintain awareness without clock-watching (producers can also politely remind you of the time).

What we’ve learned#

Concentration typically dips after 20 minutes. That’s why we schedule breakouts at roughly 20 and 40 minutes in each module. Participants get used to this rhythm over time, which helps with engagement.

Keeping segments under 20 minutes works for all facilitation styles. How you transition between segments is where your personal style shows - some use energy and pace, others use pause and reflection.

Groups of three in breakouts nearly always need extra time - about 30-50% more. Experienced facilitators expect this rather than being surprised each time. We always pair up participants in breakouts, sending a facilitator into a breakout room if there are odd numbers.

We deliver with two facilitators to vary the pace and energy. Participants are often surprised by this, but feedback tells us it helps them feel more engaged and supported.

Community experiences#

Different facilitators use different strategies for unpacking discussions:

Unpack person by person in smaller groups, but switch to group summaries when we have more than 12 participants. Sometimes the participants will naturally speak for their pair.
Gauge the group’s chattiness in the early stages. If they’re talkers, increase your pace - avoid the temptation to ask additional questions.
For quieter individuals, you might want to ask them towards the end of the session to share their thoughts, if they have not already done so. Over time, the more talkative people understand that they need to encourage everyone to contribute.
Monitor who talks and how long they are likely to talk for when you ask a question. A rule of thumb is 1 minute for each person who talks (2 minutes if they are chatty).