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Section 4 Techniques and Tools

4.22 Open Space Technology (OST)

Open Space Technology is an engaging and enjoyable way to run large group meetings on complex and important issues where there is likely to be diversity of opinions(1). Open Space can be used at a one day workshop, a longer conference or in a regular meeting. Fuller information is available elsewhere.

Every issue of concern to anyone that attends will at least be on the table for discussion. A parallel series of workshops may happen on issues identified as being priorities by those present. Participants decide which sessions they wish to attend and are able to host their own session and invite others to attend. Workshops develop a list of actions required which are all reported in an overall document of the event.

Although the overall event requires facilitation, this is not about imposing a structure and control over what happens. This can be quite challenging for some organisations and sponsors. Once the initial principles have been outlined and the practical arrangements made the event is largely self managing.

Open Space works on four principles.

• Whoever comes are the right people – the people with the energy and commitment are the ones who will give up their time to work on an idea. Focus on who is there, rather than who is not.

• Whatever happens is the only thing that could have – this is about letting go of control, allowing in surprise and opening up to real learning, drawing on those ‘experts’ who are present.

• When it starts is the right time – don’t wait for some specific person to arrive; begin with whoever is drawn to the discussion.

• When it’s over, it’s over – if the task takes less time than you thought, move onto something else. Otherwise, if it is deeply absorbing, continue until it’s finished.

Open Space also has one law, ‘the law of two feet’, which says that if you feel you are neither learning from nor contributing to a discussion, you are required to get up and move to another discussion, without waiting for the group to complete its conversation, so that your fresh insights and creative thoughts can be used elsewhere.

Open Space is one of a number of large group processes some of which may be more applicable(2).

Open Space: Checklist

√ Be sure that Open Space is the best approach given the circumstances in which you are working.

√ Agree a theme and commit sufficient resources to the event.

√ Ensure that you make every effort to encourage a wide range of people to attend and to make it a real possibility for them.

√ Find a facilitator or convenor.

√ Ensure that the space created is one in which people feel safe and are able to participate fully.

√ Be prepared to believe in people, to trust them and to acknowledge that in all probability, they are the true experts about what needs to be done.

√ Give up on any intention to control events and be prepared for whatever happens.

√ Build quickly on what comes out of the event so as not to lose momentum.

Alternative and related approaches:

• Public meetings, workshops and conferences

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(1) Owen, Harrison, with Stadler, A (1999) Open Space Technology in Holman, P and Devane, T The Change Handbook - Group Methods for Changing the Future, Berrett-Koehler

(2) See Holman, P and Devane (1999) T The Change Handbook - Group Methods for Changing the Future, Berrett-Koehler especially Part IV Comparative Matrix

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