Good Question!, Meeting Facilitation

How to Set Off a Brown Bag Session in Your Company – In 60 Minutes

First of all: What’s a Brown Bag Session? “A brown-bag seminar, session or lunch is generally a training or information session during a lunch break. The term “brown bag” refers to the packed lunch meals that are either brought along by the attendees or provided by the host.” (Wikipedia) At my current employer it is called Feed Your Brain and at my former employer it was called Pizza Driven Development.

At my current employer I successfully set off a “Brown Bag Session” with minimal effort (60 minutes), so I like to share this experience with everyone who is thinking about setting off a Brown Bag Session at her company but doesn’t know where or how to start.

This is what I did:

1) Find a sponsor – 10 minutes
“Do food” is always good and it is even better if you have a sponsor who is willing to pay for the pizza (or salad or sandwiches or…).
Adequate sponsors for your Brown Bag Session could be HR, CTO or CEO. Those people are interested that company folks get together and learn: Personal development and team building are the magic words. And both can be achieved very low priced with a Brown Bag Session. (The average costs for food for 30 people are about 180 €.)

2) Find a suitable day and room – 5 minutes
Check Outlook (or other tool) to see which convenient room is available over lunch in the next months. Block the room.

3) Find initial speakers – 10 minutes (2 minutes per speaker :))
This maybe the hardest part: Inspire some of your colleagues (you will know who to ask) about the idea of Brown Bag Sessions, offer yourself for the first sessions, ask external friends or ex-colleagues, … If you’re really having problems to fill the speaker slots for the first 3-4 sessions you could even show some TED talks or other conference videos (LKCE, SmashingConf etc.)

4) Inform everyone about the first session – 15 minutes
Depending on your company culture there will be different options how to do this: E-Mail, Intranet, Wiki, Flipchart… Even better a combination of those options.
You should provide at least the following information: What is a Brown Bag Session? Why are we starting this at our company? What is the first session about? Where will it happen (room)? What time? What will be future sessions be about/Who are your speakers? Who to contact if someone is interested to be a speaker in a future session?
Use an easy Google form (or other) to get information with a deadline: Who wants to attend? Who wants which pizza (veggie or non-veggie)?

5) Find a Pizza delivery service (or other) & talk to them – 10 minutes
Exactly. Find it and then talk to them. In my case I stopped by and explained that there would be an easy way for them to earn around 180 € on a weekly basis if they will deliver on time. They liked the idea… 😉
Maybe you even have an in-house canteen or cafeteria? Maybe you have a good reason not to ask them…

6) Order Pizza (or other) – 10 minutes
With the Google Doc (see 4) you know who will attend and who wants which food. Order on time because there is nothing worse than hungry people in front of a speaker. In my case I order already in the late afternoon on the day before the Brown Bag session.

That’s it. Start like this and then inspect & adapt…

Advanced ideas:

  • Think about how to document your “Brown Bag Sessions”:
    We record every Brown Bag Session with a camera and then provide the video plus PDF-presentation in our Wiki. It’s cool to review and there may be people who missed a talk.
  • Ask people what topics they like to hear about:
    Either at the beginning of a session using Post-Its or again via a Google form.
  • Have a shared Brown Bag Session:
    Some people are afraid of or think that they do not have enough to speak about for 1 hour. It is fun to have three different speakers with three different topics in 1 hour. Alternative: Do it like a world cafe with three groups. In that case the initial speaker stays at his table and repeats his talk for three times.

Let me know what you are thinking about Brown Bag Sessions and comment if you’re having trouble to set one off.

Videos from Brown Bag Sessions
Videos from Brown Bag Sessions