Teams - Create, manage and set up a breakout room Tutorial
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Objectifs :
This document aims to provide a comprehensive guide on how to set up and manage breakout rooms during a meeting, including configuration options, participant management, and room settings.
Chapitres :
-
Introduction to Breakout Rooms
Breakout rooms are a useful feature in virtual meetings that allow participants to engage in smaller group discussions. This guide will help you understand how to set up and manage these rooms effectively, even if you didn't prepare them before the meeting started. -
Setting Up Breakout Rooms During a Meeting
If you need to create breakout rooms during a meeting, follow these steps: - Click on 'Rooms' to access the breakout room settings. - Configure the number of rooms you want to create. - Choose the distribution option for participants: - **Automatic**: Teams will randomly assign participants to rooms, ensuring equal distribution. - **Manual**: You can assign participants to rooms as you see fit. -
Managing Breakout Rooms
You have several options for managing breakout rooms: - **Add New Rooms**: Click on the designated area to create additional rooms if needed. - **Reorganize Participants**: Click on 'assigned participants' to adjust who is in which room. - **Delete Rooms**: If you created excess rooms, you can delete them. Ensure the room is closed before deletion, either individually or all at once. - **Room Limit**: You can create up to 50 rooms per meeting. -
Opening and Closing Rooms
You can open or close all rooms simultaneously or manage them individually. To do this: - Click on the appropriate area to open or close rooms. - Rename rooms at any time for clarity. -
Room Settings and Options
When rooms are closed, you can access various settings: 1. **Assign Presenters**: Designate presenters for each room and update their roles. 2. **Set Time Limits**: Establish a timer for each room. Once the time elapses, rooms will close automatically, returning participants to the main meeting. 3. **Automatic Movement**: Enable automatic movement of participants to their assigned rooms when they open. If not activated, participants will receive a message to join their room. 4. **Return to Main Meeting**: Allow participants to return to the main meeting. If unchecked, they cannot leave their room until the meeting ends. If checked, a return button will be available. -
Conclusion
Managing breakout rooms effectively enhances participant engagement and collaboration during virtual meetings. By following the steps outlined in this guide, you can ensure a smooth experience for all attendees, even if you need to set up rooms on the fly.
FAQ :
How do I set up breakout rooms during a meeting?
You can set up breakout rooms during a meeting by clicking on 'Rooms' and configuring the number of rooms you want. You can choose automatic assignment or manually assign participants.
Can I modify the number of participants in breakout rooms?
Yes, you can modify the number of participants in breakout rooms even after they have been created. You can also add new rooms or delete excess rooms as needed.
What happens if I set a time limit for breakout rooms?
If you set a time limit, a timer will be displayed in each room. Once the time elapses, the rooms will automatically close, and participants will return to the main meeting.
Can participants return to the main meeting from breakout rooms?
Yes, if the option is enabled, participants can return to the main meeting at any time using the return button. If unchecked, they will not be able to leave their room.
Is there a limit to the number of breakout rooms I can create?
Yes, you can create up to 50 breakout rooms per meeting.
Quelques cas d'usages :
Team Brainstorming Sessions
Use breakout rooms to facilitate brainstorming sessions among team members. Each room can focus on a specific topic, allowing for in-depth discussions and idea generation.
Training Workshops
In training workshops, breakout rooms can be used for small group activities or discussions. Presenters can be assigned to guide each group, enhancing the learning experience.
Client Consultations
During client meetings, breakout rooms can be utilized for private discussions between team members while the client is in the main meeting. This allows for strategic planning and decision-making.
Networking Events
Breakout rooms can be set up for networking events, allowing participants to connect in smaller groups. This can enhance engagement and foster relationships among attendees.
Feedback Sessions
Use breakout rooms to gather feedback from participants on specific topics. Each room can focus on a different aspect, allowing for comprehensive insights and discussions.
Glossaire :
Breakout Rooms
Small, separate virtual rooms created during a meeting to facilitate group discussions or activities among participants.
Automatic Teams
A feature that randomly assigns participants to breakout rooms and manages the distribution to ensure equal numbers in each room.
Manual Assignment
The process of individually selecting and assigning participants to specific breakout rooms as per the organizer's preference.
Room Management
The ability to create, delete, open, close, and rename breakout rooms during a meeting.
Presenter Assignment
The option to designate specific individuals as presenters in each breakout room, allowing them to lead discussions or activities.
Time Limit
A set duration for breakout rooms, after which the rooms automatically close and participants return to the main meeting.
Return Button
A feature that allows participants to leave their breakout room and return to the main meeting at any time, if enabled.
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