If you’re stuck running team meetings over video, you’re probably tired of everyone talking over each other—or worse, no one talking at all. If you’re using Zoom to get work done, breakout rooms can actually help make group work less painful. This guide shows you how to use breakout rooms for real collaboration and project management, minus the fluff.
Whether you manage a remote team, lead projects, or just want meetings that don’t waste your time, this is for you.
Why Use Breakout Rooms in the First Place?
Breakout rooms in Zoom let you split your main meeting into smaller groups. The idea is simple: smaller groups = more useful conversation, faster decisions, less “just one more thing” from the loudest person in the room.
You’ll want breakout rooms if: - Your main meeting is too big for real discussion. - People just zone out (you know who you are). - You want teams to work on specific tasks or brainstorm separately, then report back.
But, and this is important: breakout rooms aren’t magic. If your meetings are chaotic or unclear, splitting people up won’t suddenly make them productive. Use them as a tool, not a cure-all.
Step 1: Set Up Your Meeting for Breakout Room Success
Before you even open Zoom, get clear on what you want from your breakout sessions. Ask yourself: - What’s the goal? (Brainstorming? Solving a problem? Dividing up project tasks?) - How many people will be in each room? - Do you need to pre-assign groups, or is random fine?
Pro Tips
- For focused discussion, 3–6 people per room usually works best.
- If you need certain people together (e.g., designers with developers), set up pre-assigned rooms.
To turn on breakout rooms in Zoom: 1. Go to your Zoom account settings (web, not the app). 2. Under “In Meeting (Advanced),” toggle on “Breakout room.” 3. If you want to pre-assign, check that box too.
Don’t skip this step. If breakout rooms aren’t enabled, you’ll scramble during your meeting—and look unprepared.
Step 2: Plan (Just Enough) Structure
If you send people off to breakout rooms with nothing but “Go collaborate!”, expect confusion. Each group needs a clear task, a time limit, and a way to report back.
What to prep: - A short written prompt or agenda for each room (paste it in chat or share your screen before splitting). - Assign a note-taker or spokesperson in each group. - Decide how you’ll bring everyone back (after 15 minutes? When you broadcast a message?)
Don’t overcomplicate it. A simple Google Doc everyone can access is plenty. If you have a project management tool, drop the task link in chat.
Step 3: Launch and Manage the Breakout Rooms
Here’s how to actually do it:
- Click the “Breakout Rooms” button in Zoom’s toolbar.
- Choose how many rooms you want and how people get assigned (auto, manual, or let folks choose).
- Click “Create.” Don’t open them yet.
- Double-check the assignments if needed.
- Click “Open All Rooms.” Everyone gets invited to their room.
Managing While They’re Running
While breakout rooms are open, you can: - Broadcast a message (e.g., “5 minutes left!”) - Jump into any room to see how it’s going. - Move people between rooms if needed.
Honest take: If you want teams to actually work, don’t micromanage. Drop in quickly, make sure they’re on track, then get out. No one likes a manager breathing down their neck—even virtually.
Step 4: Bring Everyone Back and Share Outcomes
When time’s up, close the breakout rooms. Zoom gives everyone 60 seconds to wrap up and rejoin the main meeting.
Once back, don’t just ask “So, what did you talk about?” Have each group’s spokesperson share: - The main idea, decision, or blockers. - Any follow-up needed (who’s doing what, by when).
Jot down the results in a shared doc or your project management tool. Otherwise, all that breakout room energy just vanishes.
How to Make Reporting Out Less Painful
- Set a 1-minute timer for each group to report back.
- Ask for the top action item, not a play-by-play recap.
- If decisions were made, write them down where everyone can see.
Step 5: Track Action Items and Keep Things Moving
Breakout rooms are only as useful as what happens after. If you promised next steps, assign them on the spot. If you use something like Asana, Trello, or even a shared Google Sheet, drop the links in chat before people leave.
What doesn’t work: Assuming people will remember what they agreed to. They won’t. Write it down, assign it, and follow up.
Real-World Use Cases (and What to Skip)
What Works Well
- Project Kickoffs: Split into task groups (design, dev, marketing) for fast planning.
- Weekly Standups: Use rooms for functional teams or cross-functional squads to unblock each other, then sync back up.
- Problem Solving: Break out to brainstorm solutions, then regroup to compare ideas.
- Retrospectives: Each group tackles a different prompt (e.g., “What went well?” “What should we change?”).
What Usually Flops
- Too many rooms, not enough people: Three people in 10 breakout rooms? Now you’ve just got a bunch of awkward silences.
- No clear agenda: If people don’t know the goal, you’ll waste everyone’s time.
- Trying to do everything in breakout rooms: Some things (like announcements or company updates) just need the main room.
Common Pitfalls (and How to Avoid Them)
- Technical Snags: Some folks can’t find their room, lose audio, or get booted. Have a backup plan (e.g., phone dial-in, or a “help” room).
- People Disappear: Some will “lose connection” and never come back. Keep it short and purposeful to avoid dropouts.
- No Record of Outcomes: If you don’t capture what happened, expect to repeat the same conversations next week.
Quick Tips for Better Breakout Sessions
- Keep sessions short: 10–20 minutes is usually enough.
- Rotate groupings: Don’t always put the same people together.
- Use screen share or shared docs: Don’t rely on memory.
- Broadcast reminders: Use the broadcast feature to nudge groups (“5 mins left!”).
- Don’t force participation: Some people hate icebreakers—focus on the work.
Should You Use Breakout Rooms for Project Management?
Breakout rooms can help with project management, but they’re not a substitute for real tools. They’re best for: - Quick alignment - Brainstorming or problem-solving - Getting voices heard in big meetings
But don’t try to run your whole project in Zoom rooms. Use dedicated software to track tasks, deadlines, and documents. Zoom is for talking, not tracking.
Wrapping Up: Keep It Simple and Iterate
Start small. Try breakout rooms for one part of your meeting, see what works, and adjust. Don’t chase every new feature or overengineer your process. The value comes from clear goals, short sessions, and real follow-up—not fancy tech.
If your team hates breakout rooms, ask why. Maybe the meetings are too long, or the agenda’s fuzzy. Use feedback to tweak your approach. Simple, repeatable, and actually useful—that’s what good collaboration looks like, whether you’re in the main room or a breakout.