Let’s break down virtual breakout rooms

Back in 2020, most of us were tossed into remote work whether we liked it or not. Since then, tools like Zoom, Teams, and Meet have become second nature — but we’re still figuring out the best ways to collaborate from afar.

One underrated but powerful tool? Breakout rooms.

These are small, private spaces within your video meeting where groups can split off to work on tasks, talk through ideas, or solve problems, then return to the main room to share back. Think of it like breaking a big meeting into focused huddles. It’s built into most platforms now, and when used well, it can turn a chaotic call into a productive, engaging session.

Breakout rooms also help teams get aligned. When people work in smaller groups, they’re more likely to ask questions, surface confusion, and build clarity together. Instead of vague nods or passive listening in a big group, breakout rooms encourage real discussion — which leads to shared understanding. That means fewer misunderstandings later, clearer decisions, and faster progress once the meeting ends.

Here’s a quick use case

Let’s say a leadership team is trying to align on next quarter’s business priorities. After a short group discussion, the facilitator sends them into breakout rooms, each focused on a different potential priority: Product updates, customer experience, internal operations, and growth. Within each room, the group discusses what’s most urgent, why it matters, and how success should be measured. This gets you solid input from every angle — via four simultaneously productive meetings — and people were actually engaged the whole time. When they return, the group compares insights, spots overlaps, surfaces disagreements, and prioritizes activities.

Tips for making breakout rooms work

1. Be clear on purpose: Tell each group exactly what they’re there to do. A focused prompt goes a long way.
2. Assign a point person: Ask someone to guide each discussion and keep things on track.
3. Timebox it: Set a clear time limit so people stay focused and give a 5-minute heads-up before you bring them back.
4. Drop in occasionally: You can check in on rooms without disrupting them, just to see how things are going.
5. Debrief together: After the breakouts, bring everyone back to share insights, ideas, or recommendations.
6. Use the chat: It’s a great way to share links, notes, or files while folks are in their rooms.

Why breakout rooms are worth it

• Engagement: People engage and speak up more in smaller groups.
• Focus: Conversations stay on-topic and move faster.
• Productivity: You can tackle multiple parts of a problem at once.
• Connection: They help big meetings feel more personal and efficient.
• Perspective: They make space for diverse voices and perspectives.

Breakout rooms aren’t just a tech feature — they’re a simple structure that helps virtual collaboration feel more human and productive. Try them in your next meeting and see and hear the difference.

Susanne LeBlanc contributed to this post.
Image: Photo by Sebastian Herrmann on Unsplash.