4.2.1. Managing Breakout Rooms#

Tags guides production breakout rooms zoom timing

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: Standard (predictable timing) or flexible (adapt to group energy)
Groups of three need more time: Plan for 30-50% extra
Create rooms early: Set them up during the opening segment while participants settle in

About this guide#

Breakout rooms are central to the Better Conversations experience. The technical setup is standardised, but how you manage timing, communication, and coordination varies based on your style, the facilitator’s approach, and group dynamics. This guide shares approaches that experienced producers have found effective.

When to consider this#

This guidance is particularly relevant when you:

Are new to producing Better Conversations sessions
Need to handle groups with odd numbers of participants
Want to refine your breakout room management style
Are coordinating with different facilitator preferences

Approaches we’ve seen work#

Standard approach

Works well when supporting facilitators who rely on consistent timing, or when training new team members. Suits a methodical style.

What to do:

Set a personal timer for the halfway point (watch, phone)
Send broadcast at exactly 50% elapsed: “Halfway through, you have X minutes left”
Give time warnings at consistent intervals

Why it works:

Participants can pace their conversations
Facilitators can rely on timing
Creates a predictable rhythm

Keep in mind:

Requires constant attention to timers
Less flexibility for engaged groups
May interrupt at awkward moments

Flexible timing

Works well when you can read room energy, supporting facilitators who adapt to group needs. Suits an intuitive style.

What to do:

Extend time slightly when groups are engaged and you have time to spare

Why it works:

Honours natural conversation flow
Allows for richer discussions
Responds to group energy and builds trust

Keep in mind:

Requires good judgment about time extensions
May throw off module timing - this is your responsibility too
Needs clear communication with facilitators

Finding your style#

Questions to help you choose:

Do you prefer predictability or flexibility in your producer role?
How comfortable are you making quick timing decisions?
What’s your communication style with facilitators during sessions?

Things to experiment with:

Work with facilitators to find a style that works for everyone - notice what feels sustainable
Develop silent signals with your facilitator for timing adjustments
Be prepared to interrupt politely if timing is off track - a simple “We have 5 minutes left” is enough

What we’ve learned#

Groups of three consistently need 30-50% more time than pairs. Experienced producers expect this rather than being surprised, and communicate it to facilitators. When working with two facilitators, having one join a breakout to avoid trios has become standard practice - discuss this during briefing.

The Foundation’s standard breakout room settings work reliably: - Manual assignment (create rooms early) - No participant room choice - Automatic movement to breakouts - Automatic closure with 10-second countdown - Timing notifications enabled

Small courses (1-4 participants) still benefit from breakout rooms, so don’t skip them. The act of leaving and returning to the main room creates important psychological shifts that enhance learning, even with just two people per room. It also gives you a chance to check in with the facilitator and see how they are doing.

Community experiences#

Experienced producers share these insights:

Create rooms during the opening segment while participants are settling in - it’s one less thing to manage later. This is suggested in the flight plan to remind you!
The halfway message serves as both information and reassurance that someone is monitoring time
Where there is an odd number of participants, communicate with the facilitator about whether they’ll join a breakout - this affects your room setup
Some producers use phone timers, others use Zoom’s built-in timer, and some use physical timers - find what doesn’t distract you from other tasks