An overview of Open Space Technology for Facilitating Change.
by SteveDavis
The Point
Open Space Technology is an organic approach to facilitation. It mimics nature by creating a simple structure through the application of a few simple rules and allowing for a free flow of communication between all its parts. Inside this process, groups unfold in a seemingly random fashion, but in truth, its participants interact guided by their passions and natural attractions, the most natural of act of all living things.
According to Ann Stadler, Open Space expert, "[This approach] creates the conditions so that the maximum potential of the individual and the organization to be realized. Open Space Technology captures the knowledge, experience and innovation in the organization that is not captured through less open processes."
When to use Open Space
Open Space Technology is most effective when the following conditions exist:
Do not use Open Space when you know the answer, think you know the answer, or have to know the answer. Choosing a theme for the event and who is invited (the broader the diversity, the greater the potential for innovation) are the most critical elements to consider.
Start with a Theme
Open Space Technology requires the group's commitment to a clear theme. This serves as a focusing statement or question for your gathering. It should frame the higher purpose and widest context for your discussion in a positive way.
Here are some examples: "To build the best software in our industry." "To become known for exemplary customer service." "To create a company culture that attracts and retains the best in the industry."
Those whom you invite to the event should be stakeholders or have a specific contribution to make. All should have passion for your theme. To help decide you should attend consider the questions, "What are the expectations and outcomes of the session and what will be done with them? Who are the people affected by the theme?" Also consider any constraints that may have an impact.
Understand that this event will "let the genie out of the bottle." Do not use it if you cannot live with the consequences. Once it starts, it has to run, the sponsor must play by the same rules as everyone else; it is a sacred trust and must be honored or there will be consequences.
This technology can even be used for the business challenges of solo-preneurs, providing they bring together a number of their supporters, friends, and colleagues with a sincere interest and commitment to their success.
Probable Outcomes
Builds energy, commitment and shared leadership. Participants accept responsibility for what does or doesn't happen. Action plans and recommendations emerge from discussions as appropriate. You create a record of the entire proceedings as you go along.
How it works
Open Space Technology operates in accordance with the following basic principles and truths. These should be explained and discussed as needed prior to kicking off the session.
- The Law of Two Feet. This means that you take responsibility for what you care about, standing up for that and using your own two feet to move to whatever place you can best contribute or learn. Use your "2 feet" to go where you feel compelled to participate, to leave what you don't resonate with, and to take a stand for what's important to you. Because "caring" is the common ground that gathers participants to a specific issue, they are reminded that they are all standing together to address a higher purpose.
- Whoever comes are the right people. Whoever is attracted to the same conversation are the people who can contribute most to that conversation—because they care. So they are exactly the ones—for the whole group--who are capable of initiating action.
In one Open Space session, Rebock was holding, a janitor from the building they were using was curious what was going on and began explaining to some of them that he'd sure like to see a safety shoe with Rebock insoles. The company ended up launching a new product from this input that now nets millions of dollars a year.
- Whatever happens is the only thing that could have. We are all limited by our own pasts and expectations. This principle acknowledges we'll all do our best to focus on the present time and place and release any judgments we have about others or our own pasts--things that could have been or should have been.
- Whenever it starts is the right time. Give up rigid adherence to schedules or agendas outside of the agreed upon focal points. Accept that the creative spirit has its own time, and our task is to make our best contribution and enter the flow of creativity when it starts.
- When it's over, it's over. Creativity has its own rhythm. So do groups. This is just a reminder to pay attention to the flow of creativity instead of the clock. When you think it is over, ask: Is it over? If it is, go on to the next thing you have passion for. If it’s not, make plans for continuing the conversation.
Truths
- Everyone who comes must be passionate about the topic and willing to take responsibility creating things out of their passion. This will support the health of the process, respect for all those involved that share your passion, and the value of all that's offered.
- Every person in every situation is having an impact. Every action, inaction, body language, thought, behavior, etc. has some impact on the overall dynamic of the process. Holding a clear, positive intention on the theme and release of judgments and negativity will contribute to the group's success.
- Chaos and business mix well together. New and creative ideas and approaches usually arise from a breakdown or shaking up of what exists. Clear intention and desire has the capacity to assist in the reorganization of a chaotic system into a higher order of functioning.
Tease out focal points
Once the theme is established, individuals in the group independently build the agenda items based on what they are passionate about. These items might include problems to address, systems to develop or refine, opportunities to explore, etc. Participants write down their ideas then present them to the group one at a time. Once an idea is presented, check to see if others' ideas are similar and decide whether they can be incorporated, adapted or nested into a single focus. These are posted on the wall one at a time under a particular group and time slot. There will be 3 to 5 different topics posted to be running simultaneously under each time slot.
Get out of the way
Once the agenda is established, the various groups are identified in the room and outfitted with flipcharts and markers. The facilitator's role now is to just stand back and let the process unfold and people gravitate to the areas that attract them. The originator of the theme is responsible for seeing to it that all inputs are documented for later input into the event document.
Group size
Open Space accommodates groups from 5 to 1500 people. It can be run for a couple of hours to 3 or more days; consecutively or over time; at one site or at multiple sites connected by computer and/or phone and video. The longer the space is open, the more transformative the outcomes.
About the process
Participants will adopt different roles and behaviors throughout this process. Some may resemble Bumblebees as they cross-pollinate ideas across various groups. Some may "flutter" like butterflies, observing and focusing on a particular issue without a lot of fuss or apparent tangible input. Some may not attend some or all of the sessions and hang out at the pool or the bar. Some may hog the conversation and find themselves standing alone depending on the tolerance of their audience. Small side conversations may take place outside or between designated groups. Whatever the behavior, It's important to remember that all roles are important to the process and contribute in some way.
After participating in an Open Space process, I felt that a great deal of work was accomplished with very little effort or stress on the part of any participant. I never felt stuck, bored, or frustrated during this six hour process. Time flew by and a great deal of work flowed out. I felt energized afterward as did many who shared their experience with me. I definitely look forward to trying this with my groups.
Resources
An excellent resource for Open Space Technology can be found at: http://www.openspaceworld.org/wiki/wiki/wiki.cgi?