Preparing For Open
Space Events
The preparation for an event is a
critical component. Some key planning
elements need to be addressed from my experience. Many are important to any good planning for a
strategic event, but some have a special importance in planning for Open Space
Technology.
¨
Context, Assumptions & Timing:
Where does this event fit in the flow of activity of the organization or
community? What events and assumptions
shape the overall context for this initiative?
What are the “drivers” for having the event?
¨
Intent/Outcomes Sought: What does the sponsor want to have happen
by the end of the event or process?
¨
Theme/Question: What succinct statement captures the vision
for this event? What will be the theme
question for Open Space? Finding a
powerful positive question gives focus to the conversation and engages the
energy participants. It allows for
possibilities to be explore.
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Participants: What groups of people/stakeholders need to
be present to hold the conversation and achieve the results? How many will be invited?
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Invitation: What needs to be included in the invitation
letter to ensure people are truly “invited” and prepared for the
kind of meeting we will be having?
People are invited into Open Space.
¨
Information Needed: What information, if any, do participants
need to engage in the conversations and achieve the outcomes? How will they get that information before the
space is opened?
¨
Boundaries/Givens: What are those things that will not be on
the table for discussion at the event -- that will be taken as given? Are there some “a priori”
realities that bound this particular space that need to be called to
people’s attention?
¨
Freedom for Action: Will the groups that emerge at the event
be empowered to move forward on the proposals they develop? What will constrain their proposals or
actions other than the givens?
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Action Commitments: What commitment is the sponsor willing to
make with regard to what happens after the event?
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Convergence: What is the appropriate form of convergence for the individuals or
groups to clarify priorities and next steps?
Will this happen during the event?
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Follow-up:
What ongoing follow-up strategy will be pursued? Individual initiative and Project Support?
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Reporting:
What form of
reports will be generated during and after the event? How will they be distributed?
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Timing and Agenda: How much time is possible? What will be the best use of the time in the
event? What flow of content will work
best?
¨
Logistical Preparation: The following section is an example of the required logistical
preparation for an Open Space event from my experience.
Logistics
·
Meeting Spaces:
¨ Main Room:
Þ The main room works best if it is approximately
square (or round) and has a theatre seating capacity double that of the invited
group.
Þ Chairs set in a circle or concentric circles. No
tables in center or pillars.
Þ One clear wall for the “market place”,
for posting agenda items and reports. Other walls for putting up signs.
Þ
Hand Held
Portable mike for groups of 50 or
more.
¨ Break Out Rooms
Þ 7 break out spaces of varying size for each 100
people
Þ
Set chairs in
circles, with markers & flip chart paper if appropriate.
·
Signs: large enough to be
seen:
Þ Theme
Þ Principles of Open Space
Þ Law of Two Feet (Motion)
Þ Maps to the Breakout rooms (or include in handouts)
Þ Market Place
Þ Newsroom
¨ The Grid: Start Times And Room Assignments
Þ The Open Space grid allows participants to choose
when and where they will have their discussions
Þ Suggested start times are to be determined by
facilitator in consultation with sponsors.
Þ A 3x5 post-it note will be put on each grid location,
with the start time and room number written on each (Clear 2x4 Avery type
labels/hand)
Þ All the post-its for one time in the same colour.
Þ FOR EXAMPLE
ROOM/ TIME |
A |
B |
C |
D |
E |
F |
|
Room A |
Room B |
Room C |
|
|
|
|
Room A |
Room B |
|
|
|
|
|
LUNCH |
|
|
|
|
|
|
|
|
|
|
|
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CLOSE |
OPEN |
SPACE |
|
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·
Computer Room And Report
¨ Computer Room (100 Person Event)
Þ 7 Computers & 1 dedicated fast printer.
Þ
Common or
compatible software for report writing.
¨ Report Form
Þ Basic Report Form prepared in advance, with hard
copies available.
Þ If large group, use initiator's responsibility sheet
Þ
Report Form put
as document or template on computers and/or disks
¨ Report Preparation
Þ All reports will be posted as soon as they are
printed
Þ A document (book) that includes all reports will be
available 3-12 hours after the closing of Open Space, depending on copying
facilities.
Þ For groups over 100, a support staff person (s), with
computer skills, can assist the computer room operation and reporting process.
Þ
It is possible
to send reports to a LAN, WAN or the Internet.
·
Basic Supplies (100 People)
Þ 11 x 17 paper for posting topics (50) , Masking Tape
(2 rolls), Markers (30), Flip-Charts (2 for main room, one in each break out
space)
Þ
Hard copies of
Report Form and Cover (40), Two 3.5 inch floppy disks for each computer, 200
sheets of 81/2 x 11 paper
·
Meals
Þ Best when served buffet style during Open Space.
Þ
Coffee Breaks
are continuous.
·
Converging: Priorities for
Energy & Follow-Up
Þ Converging Process determined in design.
Þ Full 1/2 day converging for 100 requires meeting and
breakout rooms, 5 computers, voting software, Computer projector and flip chart
paper.
Þ Follow-up meeting with facilitator to maximize
learning and outcomes.