How to Run a Lunch and Learn Training Session at Work

A lunch and learn is a short, informal training session held over the lunch break. A colleague or guest shares a skill, demonstrates a new product or process, or refreshes earlier training while people eat. To plan one that staff actually attend, choose a narrow practical topic, keep it within the lunch hour, send an agenda in advance and follow up with a short handout. For the facilitation skills behind a good session, see BOTI’s train-the-trainer and facilitation courses.

Introduction: Developing a Lunch and Learn Training Session

Hosting a lunch and learn session is a low-cost training option. It works well for introducing a topic or giving a short demonstration of a new product or service. Attendance is usually voluntary, so turnout can be a problem. The planning steps below help you deal with that and with the other common problems.

A lunch and learn gives your training function a quick, useful tool. You can also use it as a follow-up or refresher to earlier training. It does not have to be only a learning event. It can also include collaboration, networking and sharing good practice between staff members. People are generally happy to learn something useful over a meal, and that is what makes the format work.

 

Does BOTI run a Lunch and Learn training course?

BOTI does not run a dedicated Lunch and Learn course. The skills you need to plan and present a short session are covered in these BOTI courses:

• Facilitation Skills Training Course (2 days): running interactive sessions, managing a group and keeping discussion on track.
• Train the Trainer Essentials Course (1 day): planning a session, building content and checking that people learned.
• Presenting with Impact: Confident Online and Boardroom Presentations (3-hour online masterclass): presenting clearly in a meeting room or on screen.
• Measuring Results from Training: Training Evaluation Course (1 day): checking whether your sessions change anything at work.

Recommended prior experience and knowledge

You do not need formal training experience to host a lunch and learn. You need to know your topic, be comfortable speaking to a small group and be willing to plan ahead. The guide below is written in English for team leaders, HR and L&D staff, and subject specialists who have been asked to share what they know.

Outline: Developing a Lunch and Learn Session

Use these twelve components as a planning checklist for your session.

Component 1: Starting out

• Session objectives: write down the one or two things people should be able to do afterwards.
• Housekeeping and administration: book the room, send the invitation and confirm numbers for catering.
• The parking area: keep a flip chart or shared note for off-topic questions, so you can answer them later.
• Action plans and evaluations: decide now how you will ask for feedback at the end.

Component 2: The preparation

• Choosing the location: pick a room near people’s desks with space to eat and see the screen.
• Setting up the location: test the projector, sound and seating before the day.
• Practice: rehearse the session at least once and time it.
• Focus group: try the content on two or three colleagues and adjust it.

Component 3: Creating the content (I)

• Hands-on works well: short demonstrations and practice beat long slide decks.
• Picking the right topic: choose something practical that people can use the same week.
• Keep it informal: a conversation suits a lunch hour better than a lecture.
• Stay focused: cover one topic well rather than several topics briefly.

Component 4: Creating the content (II)

• Check it thoroughly: proofread slides and test every demonstration.
• Tailor the presentation: use examples from your own organisation.
• Make it interactive: add a quick question, poll or short exercise every ten minutes or so.
• Back it up: keep a copy offline and a printed version in case of a network failure or a power outage.

Component 5: During the session

• Ground rules: agree on phones, questions and time at the start.
• Adjusting on the fly: if the group already knows a section, move on.
• Parking area: capture off-topic questions without losing time.
• Quick opening: start on time with a short hook, not a long introduction.

Component 6: Food and facilities

• Providing food: decide whether the organisation supplies lunch or people bring their own.
• Eat during or after: light food that can be eaten quietly works during the talk. Otherwise, start eating first and present afterwards.
• Clean-up and tear-down: arrange who clears the room so the next booking is not delayed.
• People bringing their own: if lunch is not provided, say so clearly in the invitation.

Component 7: Take-away material

• Quizzes or self-tests: a few questions help people check what they remember.
• Handouts: one page with the key steps is enough.
• Session notes: share notes and any recording on your intranet or team channel.
• Reference material: link to the policy, manual or system guide the session covered.

Component 8: Challenging circumstances or people

• Disruptions: agree on how to handle late arrivals and phone calls.
• Senior management buy-in: ask a manager to introduce the series or attend the first session.
• People not participating: invite input with direct, easy questions and small-group tasks.
• Food issues: ask about dietary needs in advance, including halal, kosher, vegetarian and allergies.

Component 9: What a lunch and learn is not

• Not for heavy or serious topics: disciplinary matters, restructuring news or complex compliance training need a proper session.
• Not a replacement for structured training: use it to introduce a topic or reinforce one.
• Not just a free lunch: every session needs a clear learning point.
• Not required training: keep attendance voluntary, or schedule a formal session instead.

Component 10: Good practice (I)

• Use your star staff members: people who do the work well often explain it well.
• Provide an agenda ahead of time: people attend when they know what they will gain.
• Get feedback and adjust: ask what to keep and what to change.
• Keep the session casual and relaxed.

Component 11: Good practice (II)

• Use it as a refresher after formal training.
• Hold an occasional management question-and-answer session.
• Build in networking time between departments.
• Put it on a regular schedule, for example the same day each month.

Component 12: Concluding

• Closing words: end with one clear takeaway.
• Key learnings: ask two or three people what they will apply.
• Evaluations and action plans: collect feedback while people are still in the room.
• Review the parking area: answer or follow up on every parked question.

How long should a lunch and learn take?

Most lunch and learn sessions fit inside a normal lunch break. Allow time for people to collect food, about half an hour of content and discussion, and a few minutes for questions and feedback. If a topic needs more time, split it into a short series or move it into a formal training session.

Sessions also work online. Share the agenda in the meeting invitation, keep slides simple, use the chat and polls for interaction, and record the session for people who could not join.

Frequently asked questions

What is a lunch and learn training session?

It is a short, informal training session held during the lunch break, where a colleague or guest shares a practical skill, demonstrates a product or process, or refreshes earlier training while people eat.

How long should a lunch and learn be?

Keep it within a normal lunch break. Allow time to collect food, about half an hour of content and discussion, and a few minutes for questions and feedback.

Can a lunch and learn run online?

Yes. Run it on your usual video platform, send the agenda with the invitation, use chat and polls for interaction, and share the recording and notes afterwards.

What topics work for a lunch and learn?

Practical, narrow topics work well, such as a new system feature, a time-saving shortcut, a process change or a quick refresher on earlier training. Avoid heavy or sensitive topics.

Does BOTI offer a lunch and learn training course?

BOTI does not run a dedicated Lunch and Learn course. The Facilitation Skills Training Course and the Train the Trainer Essentials Course cover the skills needed to plan and present short, interactive sessions.

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To build the skills to plan and run engaging lunch and learn sessions, book the Facilitation Skills Training Course. Training runs in-house at your premises, at BOTI’s venue in Sunningdale, Johannesburg, or live online. Call BOTI on 011 882 8853 or email [email protected], or request a quote. This course is not accredited. It is delivered as a professional skills programme, and delegates receive a BOTI certificate of attendance.