1. Why Lean Coffee?
Imagine you’re sitting in one of those meetings that seems to go on forever. On the agenda: everything and nothing. At some point, you start to wonder why you’re even there. This is where Lean Coffee comes in – a meeting format that turns chaos into clarity. No endless agendas, no PowerPoint marathons, just a clear structure. It helps you have focused discussions that actually get results.
2. The story behind it
In 2009, Jim Benson and Jeremy Lightsmith were sitting in a café in Seattle. Both were annoyed by ineffective meetings and wanted to change something. They developed a format that is as simple as it is ingenious:
- Lean stands for lean, efficient processes.
- Coffee for a relaxed, informal atmosphere.
What makes it special is that everyone contributes topics and everyone decides what is important. It’s not a matter for the boss, but teamwork among equals.
3. How Lean Coffee works – step by step
3.1 Preparation
You don’t need any high-tech equipment. A table, a few Post-its, pens, a timer – that’s it. If you want, you can use a whiteboard or flipchart to keep track of things. Pro tip: Write the duration (e.g., 60 minutes) and the goal of the meeting on a slide or piece of paper. This will help everyone stay focused.
3.2 Opening round
All participants write their topics or questions on a Post-it note. No comments, no discussion – just collect them.
3.3 Prioritize
Now it’s time to vote. Everyone has three votes and distributes them among the topics. The favorites go at the top of the board.
3.4 Discussion in time boxes
Set a timer (e.g., 5 minutes) for each topic. At the end, the moderator asks, “Do we need more time?”
- Yes: Extend by two minutes.
- No: Move on to the next topic.
3.5 Record results
At the end, someone writes down the most important findings and to-dos. Without minutes, too much will be lost.
4. Why does Lean Coffee work so well?
- Spontaneous, but not chaotic: It’s about the topics that are relevant right now.
- Efficient: The timer prevents anyone from talking too much.
- Results-oriented: At the end, there are clear next steps.
- Connecting: Everyone is involved, not just the loudest people in the room.
5. When is Lean Coffee worthwhile?
- Daily stand-ups: When your team wants to spice up routine meetings.
- Retrospectives: To gather open feedback and reflect together.
- Strategy workshops: When it comes to bringing in many perspectives.
- Cross-functional meetings: To bring different teams together efficiently.
6. Tips from practice
| Tip | Why it helps |
|---|---|
| Clear roles | Moderator, timekeeper, minute-taker – this way, no one feels overwhelmed. |
| Max. 60 minutes | More time kills energy. It’s better to keep it short and sweet. |
| Visual overview | A whiteboard or digital board helps you keep track of things. |
| Reflect after the meeting | What went well, what didn’t? This way, every meeting gets a little better. |
7. Common pitfalls (and how to avoid them)
- Too many topics: Less is more – it’s better to cover 3 topics well than to just skim over 10.
- No moderation: Someone needs to keep an eye on the time and the agenda.
- Lack of follow-up: Without to-do lists, the results disappear into thin air.
8. Conclusion: Meetings you no longer dread
Lean Coffee is more than just a method—it’s a cultural shift. Away from “everyone talks, no one listens” to “everyone contributes, everyone benefits.” Try it at your next meeting—your team will thank you.
9. Quick wins to get you started
- Get some Post-it notes and a timer (you can also use your cell phone).
- Block out some time in your calendar for your first meeting – 30 minutes is enough for the first time.
- Be brave and give it a try – it doesn’t have to be perfect.
