Take 5: The Importance of Scheduling Breaks in Planning a Meeting

After intently studying the water stain on the ceiling tile that is positioned exactly 4th from the door, you notice the air in the room has grown incredibly stale. You begin to feel the urge to stand right up and walk out. While you don't exactly need to use the facilities; you just need to get out of that room, splash some water on your face and hit the reset button.

Most of us have lived through this excruciating experience in a meeting setting and it takes us right back to those infamous high school days of waiting for the bell to ring that sweet sound of freedom. If you talk to those who plan the meetings, they will tell you it was not their intent to have their attendees feel imprisoned. The whole purpose of holding a meeting is to convey a message. Those who plan the meetings are not intentionally setting attendees up for failure. In fact, they strive to create a comfortable and motivating environment. In planning a meeting it is imperative that you put yourself in the attendees' shoes and schedule breaks for their (and your) benefit.

Why Schedule Breaks?

• Just as you had difficulty concentrating on what Mr. Brown had to say about World History for over an hour, your attendees are going to loose their focus on your message.
• Scheduling breaks allows the attendees to plan ahead. Rather than simply leaving the meeting to take a call, check voicemails, use the facilities or just stretch their legs, the attendees will know when a break is approaching and will wait to do these things.
• Scheduled breaks allow the attendees to discuss what has been presented and collaborate on the information.
• Scheduled breaks provide a great physical benefit. I don't know the last time I sat in a chair for 8 hours straight and no one should have to. The attendees will be refreshed by their movement and will not feel stagnant.
• Attendees are able to gain energy by grabbing a beverage or snack. This will also provide a mental boost, as they will not be focused on their hungry stomachs while you speak.
• Most people have longer attention spans if they are participating in something they enjoy. Your attendees can truly enjoy their jobs and approach the meeting with a positive mentality, but stick them in a room all day with no breaks and the enjoyment will slowly turn to distain.
• Allowing breaks gives attendees the opportunity to process the information provided, make notes, jot down questions and prepare for the next segment of the meeting.
• The breaks serve as a helpful tool in conducting the meeting. The presenter can refocus or study notes for the next segment of the meeting.
• Giving attendees the opportunity to check voicemails, check emails, call their kids, etc... keeps their mentalities light (I love checking my email) and shows that you have respect for their personal and professional lives.

Consider Activity Breaks

• Plan a break that involves attendees participating in a light physical activity (i.e. a short tour of the venue).
• I have recently been a participant in a walking meeting, which is simply a short meeting that takes place on a walk - either outside or in. These are beneficial for a meeting that won't require much time or can be incorporated as a component of a longer meeting.
• Activity breaks can be a great team-building activity and create a more comfortable atmosphere among attendees.

How to Incorporate the Breaks

• Review your outline for the meeting and assess the areas where a break would be conducive to the schedule.
• It is best to avoid blocks of time that extend much past an hour to an hour and a half, maximum.
• Clue the attendees in on when the breaks will take place at the beginning of the meeting - hence, "scheduled" breaks. Do this by either announcing the break schedule or printing it on an itinerary.
• Before taking each break, remind your attendees of the time and the time you are due to restart the meeting. You want them to know that you are firm on sticking to your schedule. The goal of the breaks is not to cause your meeting to run late.