Lean Coffee is a structured, agenda-less conversation. Participants collect topics, prioritize them democratically and discuss exactly one at a time. A three-column board shows To Discuss, Discussing and Discussed; short timeboxes end with a vote on extension.

1. 1

   Topics

   Build a visible topic backlog

   

   Goal

   Participants build the agenda from their own concrete questions.

   Inputs for this step

   • Shared theme or open reason
   • Cards and three-column board

   Actions

   • Each person writes exactly one conversation topic or question per card.
   • Introduce cards in one or two sentences, clarify understanding and merge similar topics only with consent.

   Output

   Topic backlog

   One question per card · brief introduction

   Quality check

   Can everyone understand what would actually be discussed for each card?

   Pitfall

   Cards contain only labels such as strategy or process without a concrete question. Ask the author to add the reason and desired discussion question in one sentence.

   Timing: 5–10 minutes

2. 2

   Order

   Order the backlog democratically

   

   Goal

   Interest among those present determines the initial conversation order.

   Inputs for this step

   • Introduced topic cards
   • Equal number of votes per person

   Actions

   • Each person places two dots; both may go on the same card.
   • Count votes, order cards descending and resolve ties transparently.

   Output

   Prioritized backlog

   Votes · order · tie rule

   Quality check

   Did everyone receive equal votes, and is the order visible?

   Pitfall

   The facilitator chooses topics based on personal preference or hierarchy. Redistribute equal votes and show the count openly on the board.

   Timing: 3–5 minutes

3. 3

   Talk

   Timebox and steer one topic

   

   Goal

   Exactly one prioritized topic remains in focus at a time.

   Inputs for this step

   • Prioritized backlog
   • Timer and three-column board

   Actions

   • Move the top card to Discussing, confirm the question’s aim and start an initial timer.
   • At the signal, vote by thumbs on extension; continue with majority support or move the card to Discussed.

   Output

   Guided conversation

   Discussing · timer · extension decision

   Quality check

   Is only one card in Discussing, and does every timebox end with a visible decision?

   Pitfall

   Several topics blend together and the timer continues without a decision. Park side topics as new cards and explicitly extend or switch at every signal.

   Timing: 5 minutes per round, extended by vote

4. 4

   Capture

   Capture value and close

   

   Goal

   Key learning and voluntary follow-through remain useful after the conversation.

   Inputs for this step

   • Discussed cards
   • Notes from the timeboxes

   Actions

   • For every discussed topic record a key point, open question or voluntarily owned next step.
   • At the end, leave the remaining backlog visible, review the format briefly and capture agreements with owners.

   Output

   Conversation log

   Topic · learning · open question · voluntary action

   Quality check

   Are actions explicitly agreed rather than inferred from discussion?

   Pitfall

   The notes turn every conversation into mandatory tasks without consent. Distinguish learning, open questions and voluntarily owned actions.

   Timing: 3–8 minutes