December 4, 2015

Break with a Purpose: How to Make the Most of your Next Meeting

Editor's note: The Church Leadership Conference brings together vestries and other congregational leaders for learning, reflection, and formation. It’s a time and space for vestries to ask the big questions facing their congregations, featuring outstanding speakers and workshop leaders presenting ideas and resources, not only to inspire, but also for practical tools in ministry. Register for the 2017 Conference here.

Taking a break during an important meeting may seem like a waste of time for the leader of the meeting, but, if planned for, it can turn out to be some of the most productive time your group spends together. Not only will an intermission help people get an energy boost and return to the meeting with fresh ideas, but it can be a time for team building. Team leaders often overlook this possibility. However, consider when you’ve made connections at a conference or retreat in the past. It’s not usually during the session itself, but over coffee during a break. Consider making the most of your meeting breaks the next time your group gathers. 

Of course, if you have just a five-minute break, it’s unlikely that there’s time to do anything other than truly give people a breather. It’s okay to allow that to happen without an exercise or suggested activity. If possible, provide a refreshment area with tea, coffee, and maybe juice so people can revive themselves before returning to the group. 

Short break ideas

“When you have a 10–15-minute break, this is where opportunities can bubble up,” says Bethany Frazier, a team building staff member at Kanuga Conference & Retreat Center. “Consider providing a relaxed gathering space away from the meeting area where members of the group can mingle after taking the first five minutes to refresh themselves.”

Before the break begins, encourage your group to visit the area to discuss casually what they just learned from the meeting. 

“Not only does this time serve as a break from the meeting, but it also serves as an opportunity for members to be engaged and process any new information discussed in the meeting,” explains Frazier. “This type of break may help you achieve your overall meeting objective of conveying new information or generating new ideas.” 

Another idea for engaging your team during a 15-minute break is to instruct them to take the first five minutes for themselves and then spend the next 10 minutes choosing a partner and discussing a question you provide. An example question may be, "What do you like best about this meeting?" Or, How can [insert topic] be enhanced? Have the group review the results of their discussions when the meeting resumes. 

If you’d like a more light-hearted exercise, try asking the members to spend the last 10 minutes of their upcoming break finding a partner and telling that person what they like about them. The group can share the compliments when they return to the meeting session.

Meal break tip

For longer breaks, such as a 30-minute lunch break, encourage light physical activity such as getting outside to explore the grounds together after eating. The change in scenery and the fresh air can encourage people to let down their guard and form closer bonds.

“As a leader, you have a chance to make the most of your meeting time by planning to include breaks with a purpose,” says Frazier. “Begin thinking of all of the time you spend as a group as time that can be used to build a stronger team.”

Learn more about church leadership at the 2017 Church Leadership Conference presented by the Episcopal Church Foundation and Kanuga. Register here

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