Open Space – useful method also in Scouting/Guiding

 

What is Open Space?

Open Space is a large group process invented in 1985 by Harrison Owen. It is a bottom-up process during which participants organize their own agenda around issue of concern to them. Other people volunteer to work in breakout groups on the issues raised. Conversations from each group are then presented to everyone who then vote on priorities, creating an agreed list of priority actions to put them into practice.

Open Space as method works best when:

• Organization or community has a complex challenge,
• Nobody knows the solution to that challenge,
• People are very diverse,
• There is possibility for conflict,
• There is not much time for preparation.

»Motors« of Open Space are passion (care about an issue) and willingness of participants to take responsibility (do something about it) for outcome. Therefore all participants should come to Open Space event voluntarily.

Open Space provides easy access and total involvement of all participants who are invited to work on the selected theme. During the process, participants share experience, hear different views and, most importantly, learn quickly from each other.

As participants create their own agenda (in the frame of common theme) and vote in real time within an open and transparent marketplace, the process generates commitment and ownership of outcomes. It also provides an opportunity for participants to learn from the direct experiences of others in a supportive and positive context.

Guidelines for an Open Space

The rules are simple, although setting up the parameters for an event in Open Space is based on the theories of complexity, self-organization and open systems. There are four simple guidelines:

• Whoever comes is the right person.
  Rather than take care for “experts” to come to Open Space event or to your discussion group, we appreciate everybody who can contribute to quality of good interpersonal interactions, which bring synergic solutions.
• Whatever happens is the only thing that could have.
  In Open Space we don’t try to control the discussion – even if it goes off – that may be exactly the direction for the breakthrough of new ideas. The only time that Open Space does not work is when somebody in charge feels they must control the outcome of the discussion or the event.
• Whenever it starts is the right time.
  Spirit, synergy and creativity are not time dependant. They come in their own time – and this is exactly the right time.
• When it’s over, it’s over.
  This principle is “time saver”. We don’t continue with Open Space or discussion, if all themes are discussed in the depth group wished. But on the other hand, you may wish to continue your discussion for longer than the scheduled time. Creativity and intuitive thinking do not happen according to a schedule – take it where it wants to go.

There is only one law:

• The Law of Two Feet: If you feel you are neither learning from nor contributing use your feet and move to more productive place.
  Your ideas and creative thoughts are needed elsewhere.

Whereas in some cultures this may be seen as rude and disrespectful, in Open Space it would actually be disrespectful to the process and to the greater group to sit and stay in a discussion for which you felt you were not being useful. The result is a room alive with movement and animated discussion as people travel from group to group to use their best energy and thinking where it is most needed.

The final guideline is to:

• Be Prepared to Be Surprised.
  If you carry your preconceived agenda into a conversation, you may never receive the greater results and more intuitive thinking that can come from a group of diverse and passionate people taking a conversation where it can go.

In practice

1. Facilitator and “sponsor” choose a theme of Open Space event. It should be inviting, evocative and people should be inspired to participate. It should be specific enough to indicate the direction, while possessing sufficient openness to allow for the imagination of the group to take over.
2. People gather in circle (natural geometry for good communication) and facilitator “opens the space”. In fact, facilitator creates safe place and safe time for the group to do its business.
3. Participants create their own agenda and start to work in break-out groups. Important conclusions are written down and book of proceedings is formed and distributed to all participants.
4. Open Space Event last from 1 to 3 days. First day is devoted to divergence – gathering all ideas. On second day prioritisation is made and most important themes are deepened. Third day is devoted for action plans (what, who, when).

More materials you can have on:

• “A BRIEF USER’S GUIDE TO OPEN SPACE TECHNOLOGY by Harrison Owen
• Open Space World: http://www.openspaceworld.org/cgi/wiki.cgi?
• A Description of Open Space Technology by Lisa Heft

For questions about Open Space, please contact: ales.cerin@skavt.net

Aleš Čerin