A lunch and learn is an informal training or presentation session held during the workday, often over a meal. These events offer a relaxed environment for employees to acquire new skills, connect with colleagues, and engage in professional development. Companies use these gatherings as a cost-effective way to build skills, share knowledge, and encourage team building with minimal disruption to the workday.
Define Your Objectives and Topic
First, establish a clear objective for the session, as a defined goal focuses the event and helps attract the right audience. The purpose could be training on new software, updating company policies, exploring wellness topics, or developing soft skills. For example, a clear objective might be: “By the end of this session, attendees will understand the basic functions of our new project management tool.”
Once the goal is set, select a topic that directly supports it. To ensure the topic is relevant, crowdsource ideas from employees through surveys or informal messages. When employees have a say in the topic, they are more likely to attend and participate.
The choice of speaker also impacts the session’s success. Presenters can be internal team members with specific expertise, which highlights in-house talent. Alternatively, an external guest speaker can bring fresh perspectives to the team. The presenter should be someone who can facilitate a discussion, not just deliver a lecture.
Handle the Logistics
Outline a simple budget to account for food, potential speaker fees, and any materials like handouts. Some companies have access to marketing development funds or partnerships that can help offset costs, especially if co-hosting with another organization.
Schedule the event two to three weeks in advance to allow people to fit it into their schedules. Most sessions are about an hour long to fit within a standard lunch break. The location can be an office conference room or common area, but some companies opt for a private space at a local restaurant. For remote or hybrid teams, a virtual platform like Zoom or Microsoft Teams is a necessary alternative.
Providing a meal serves as an incentive for employees to attend. The choice of food should be practical; items that are easy to eat while listening, like boxed lunches or salads, are preferable to messy options. It is important to account for dietary restrictions by asking for this information during the RSVP process. Ordering a little extra food is a good practice to ensure there’s enough for everyone.
Promote Your Event and Manage RSVPs
The invitation is the primary tool for generating interest. It should be compelling, clearly stating the topic, speaker, and logistical details like date, time, and location.
Use an event management tool or a simple online form to streamline the RSVP process and get an accurate headcount for catering. For virtual events, the invitation must include the video conference link. Some platforms allow for qualifying questions during registration, which can help you learn more about your audience.
Send a reminder a day or two before the event to keep it top of mind. If attendance numbers are low, you might encourage registered attendees to bring a colleague. A personal invitation can also have a significant impact, as it shows you believe an employee would personally benefit from the session.
Execute the Session
On the day of the event, arrive early to arrange the room, check any audio-visual equipment, and ensure the presentation is ready. For virtual sessions, this means testing the platform and ensuring all links and materials are accessible. This preparation allows the event to start on time, which shows respect for attendees’ schedules.
The host should welcome attendees and introduce the speaker, providing context for their expertise. A facilitator, whether the host or speaker, should guide the session and keep it on schedule. The goal is to foster a collaborative atmosphere where people feel comfortable participating.
Plan for a question-and-answer period at the end and consider incorporating interactive elements like polls or small breakout discussions. It is helpful to prepare for potential questions in advance. Leaving enough time for open discussion after the formal presentation can lead to some of the most valuable takeaways.
Conduct Post-Event Follow-Up
After the event, send a thank-you email to all attendees. This message should reinforce the content by including a link to the presentation slides, a recording of the session, or other resources mentioned by the speaker.
Gathering feedback is another important part of the follow-up. A simple online survey can ask attendees what they enjoyed and what could be improved regarding the topic, speaker, and logistics. This input is useful for refining future programs to better meet the team’s needs.
For those who were unable to attend, a post-event summary email with key insights and links to resources is beneficial. This ensures the information reaches a wider audience and reinforces a culture of continuous learning.