Microsoft Teams is an effective solution for collaboration that makes communication within organisations easier. The ability to set up breakout rooms during meetings, which enables smaller group discussions and activities within a larger gathering, is one of its primary advantages. Here’s a detailed tutorial on utilising breakout rooms in Teams efficiently.
KEYPOINT: In order to build or oversee breakout rooms, organisers or presenters must first join the conference. Open the meeting invite by going to the Teams Calendar. Select Create rooms under Breakout rooms. Select Add rooms after deciding how many rooms (up to 50) you would like.
Setting Up Breakout Rooms
- Schedule a Meeting: You must first set up a Microsoft Teams meeting. To accomplish this, click the Calendar button located on the Teams app’s left side and choose New Meeting. Enter the meeting’s information, including the title, time, date, and participants.
- Start the Meeting: Once the meeting time arrives, join the meeting as the organizer. You must be the meeting organizer to create breakout rooms.
- Create Breakout Rooms
After starting the meeting, follow these steps to create breakout rooms:
- Click on the Breakout Rooms Icon: During the meeting, you’ll see a Breakout Rooms icon (it looks like four squares) in the meeting controls. Click on it.
- Choose the Number of Rooms: A pop-up window will appear, prompting you to select the number of breakout rooms you want to create. You can create up to 50 breakout rooms in a single meeting.
- Assign Participants: You can choose to assign participants automatically or manually.
- Automatically: Teams will distribute participants evenly across the breakout rooms.
- Manually: You can assign participants to specific rooms. This can be done by clicking on Assign participants and selecting the participants for each room.
- Create Rooms: After making your selections, click on Create rooms. This will set up the breakout rooms, but they won’t start automatically.
Managing Breakout Rooms
- Let the rooms be open: Click Start rooms to begin the breakout sessions. After receiving notification, participants will be shown to their designated breakout rooms.
- Enter and Exit Rooms: You can join any breakout room as the meeting organiser to watch or lead discussions. Click on the room you wish to join and choose Join room to accomplish this. To exit, just select Return.
- Distribute Notices: Announcements can be sent concurrently to every breakout room. For updates or instructions, this is helpful. Make an announcement by selecting the More choices (three dots) option adjacent to the Breakout Rooms symbol. Send your message after typing it.
- Close Rooms: When the breakout sessions are over, you can close the rooms by clicking Close rooms. Participants will return to the main meeting automatically.
Advice on Using Breakout Rooms Effectively
- Get the instructions ready: Give participants explicit instructions on what they need to discuss or do before letting them enter the breakout rooms.
- Set a Timer: Advise attendees of the breakout session’s time restriction. To stay on top of things, use Teams’ integrated timer.
- Facilitators: To steer the conversation and keep it on course, try to place a facilitator in each room.
- Technical Support: Be ready to help attendees with any problems they may have connecting to the breakout rooms.
- Follow-up: After the breakout sessions, reassemble everyone in the main assembly and give each group a chance to present its conclusions or revelations.
In summary
Within bigger meetings, Microsoft Teams’ breakout rooms are a great method to encourage smaller group discussions. You may make the event more participatory and interesting for every participant by implementing these procedures and pointers. Breakout rooms may improve the efficiency and efficacy of your virtual meetings, whether they are used for brainstorming sessions, training, or cooperative projects.
