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How can you create breakout sessions that keep your audience engaged?

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Breakout sessions are a great way to make your presentations more interactive, collaborative, and engaging. They allow your audience to participate in small groups, share their ideas, and learn from each other. However, creating effective breakout sessions requires careful planning, clear instructions, and active facilitation. Here are some tips to help you design and deliver breakout sessions that keep your audience engaged.

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1 Choose the right platform

The first step is to choose a platform that supports breakout sessions and meets your needs. Some popular options are Zoom, Microsoft Teams, Google Meet, and Webex. Each platform has different features, limitations, and pricing plans, so you need to compare them and find the best fit for your presentation. For example, Zoom allows you to create up to 50 breakout rooms and assign participants manually or automatically, but it requires a paid account for sessions longer than 40 minutes. You also need to test the platform beforehand and make sure your audience has access to it.

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Dr. Barbara Covarrubias Venegas
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If you're looking to elevate the virtual learning experience, consider using proximity-based platforms like Butter, Remo, or Gather.town. ?? These tools go beyond traditional video conferencing to offer more interactive, spatial environments. This can be a fantastic asset for "Guidance Checkpoints," as you can literally 'walk' over to a virtual cluster of participants and provide real-time assistance. So, if you want to make your virtual courses feel more like a dynamic learning playground than a lecture hall, proximity-based platforms might just be your next big move.

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2 Define the purpose and outcome

The next step is to define the purpose and outcome of your breakout sessions. What do you want your audience to achieve, learn, or discuss in the small groups? How does it relate to your presentation topic and objectives? How will you measure and share the results? You need to have a clear and specific answer to these questions before you design your breakout sessions. For example, if your presentation is about customer service, you might want your audience to brainstorm solutions for common scenarios, practice their communication skills, or share their feedback and experiences.

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Dr. Barbara Covarrubias Venegas
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When defining purpose and outcome, it's also worth incorporating "Assessment Anchors." These are mini-quizzes or challenges at specific points during or after the breakout sessions. The Anchors serve two purposes: they help you gauge the effectiveness of the session in real-time and offer participants an opportunity to apply what they've learned instantly. For example, if your session is on customer service, an Anchor could be a quick role-play scenario to resolve a mock complaint. This approach not only measures but also reinforces learning.

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3 Plan the structure and duration

The third step is to plan the structure and duration of your breakout sessions. How many groups will you have? How many participants in each group? How long will each session last? How will you transition between the main presentation and the breakout sessions? How will you communicate with the groups and monitor their progress? You need to have a realistic and flexible plan that balances the time, resources, and goals of your presentation. For example, if you have a large audience and a complex topic, you might need more groups, smaller groups, and longer sessions.

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Dr. Barbara Covarrubias Venegas
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Building on the idea of structure and duration, incorporating "Time-Buffer Zones" can be a good strategy. These are short, intentional periods of unstructured time placed before transitioning back to the main presentation. The benefit here is twofold: It provides a cushion for groups that may need a little extra time to wrap up their discussions, and it offers an opportunity for facilitators to capture key takeaways or make on-the-fly adjustments to the main session based on the breakout feedback. This strategy accommodates different pacing among groups and allows for more agile, responsive facilitation.

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4 Provide clear instructions and guidance

The fourth step is to provide clear instructions and guidance for your breakout sessions. You need to explain the purpose, outcome, task, and expectations of each session to your audience. You also need to provide them with any materials, resources, or tools they might need to complete the task. For example, you might use a slide, a document, or a chat message to outline the instructions and share the links or files. You also need to check if your audience has any questions or concerns before you start the sessions.

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5 Facilitate and support the groups

The fifth step is to facilitate and support the groups during the breakout sessions. You need to be available and accessible to the groups, answer their questions, provide feedback, and encourage participation. You also need to keep track of the time, remind the groups of the deadline, and manage any technical issues that might arise. For example, you might use the broadcast or announce feature of your platform to send messages to all groups, join each group briefly to check their progress, or use a timer or a sound to signal the end of the session.

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6 Wrap up and debrief the sessions

The sixth step is to wrap up and debrief the sessions. You need to bring the groups back to the main presentation, thank them for their participation, and summarize the main points and outcomes of the sessions. You also need to invite the groups to share their results, insights, or questions with the whole audience. You can use different methods to collect and present the results, such as polls, surveys, quizzes, charts, or slides. For example, you might ask each group to nominate a spokesperson, create a one-minute pitch, or submit a report.

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Dr. Barbara Covarrubias Venegas
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Expanding on the wrap-up and debriefing stage, consider implementing a "Reflective Recap." This is a structured moment where you not only summarize what was discussed but also highlight unexpected insights or pivots that emerged during the breakout sessions. The aim is to encourage participants to reflect on their own learning experiences, challenges, and 'aha moments.' This not only enriches the wrap-up but also provides everyone with a broader understanding of the topic's complexity or nuances. A Reflective Recap can be done verbally or be complemented by a visually engaging summary slide that captures key insights, thus adding an extra layer of depth to your debrief.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you create breakout sessions that keep your audience engaged?

1

2

3

4

5

6

7

1 Choose the right platform

2 Define the purpose and outcome

3 Plan the structure and duration

4 Provide clear instructions and guidance

5 Facilitate and support the groups

6 Wrap up and debrief the sessions

7 Here’s what else to consider

Presentations

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How can you create breakout sessions that keep your audience engaged?

1

2

3

4

5

6

7

1 Choose the right platform

2 Define the purpose and outcome

3 Plan the structure and duration

4 Provide clear instructions and guidance

5 Facilitate and support the groups

6 Wrap up and debrief the sessions

7 Here’s what else to consider

Presentations

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