Open Space Technology – be prepared to be surprised!
Open Space Technology (OST) offers a revolutionary way of working – regarding theory, practice and terminology – for organizational transformation and conflict resolution. It requires a completely different form of facilitation. Emerging in the late 1980s, Open Space manifests the revolutionary shift from organizational development to organizational transformation. Based on the theories of Self-Organizing Systems and Chaos, and Complex Adaptive Systems, Open Space Technology has developed into the main working approach in the realm of transformation. It is particularly characterized by the “invisible presence” of the facilitator, the absence of a preset agenda and its lack of imposed structure and control. At the same time, Open Space Technology gatherings turn out to be very structured and controlled – by the people involved. In this way they meet the needs of the participants infinitely better than any pre-planning could ever achieve. Open Space unleashes the full potential of groups and systems, welcoming both conflict and surprise, and relying on the individual’s responsibility and participation based on passion.
Concept of a neverending coffee break
In conferences, important things happen during coffee breaks. There, participants discuss what really matters to them. They exchange ideas, laughter, sorrows, they network and plan projects. Based on this phenomenon, Open Space emerged. In other words, Open Space is one big break – with all its characteristics: energetic, self-organizing, adapted by participants to their needs, unpredictable, chaotic, spontaneous, very productive and definitely fun.
Open Space Technology is a deceptively simple approach to meetings in which groups of from five to more than two thousand people quickly self-organize to deal productively and constructively with complex issues in a very short time (HO 2000:10).
Basic to Open Space are ...
- The Circle – Real things happen in circles, where there is no above and below, no “we” and “them”.
- Breath – When people are “out of Breath” good things cannot happen.
They first have to find their rhythm for cooperation and learning.
- Bulletin Board – People share their passions and their concerns with each other.
- The Market Place – People offer, choose and bargain.
Open Space always works!
It increases effectiveness and commitment. Participants gain new insights, energy and sense of direction and plan actions complete with tangible next steps.
OST has worked in all kinds of organizations and cultures around the planet: small businesses, large corporations, parishes, cooperatives, community based groups, neighborhoods, government departments, schools, networks and families.
No preset agenda
People come together in a circle. After the opening of the space, everyone has the opportunity to post issues and questions they care about. Within the first hour and a half of the gathering, participants create an agenda and self-organize in parallel breakout sessions.
Self-organization
Every issue may be addressed. In order to move forward, there is no better way than to start from what a person is passionate about. All those who share the same or a similar interest, question or concern get together to work on it. Team learning and cooperation take place. The potential for commitment is increased because participants take ownership of issues and procedures. That way, the greatest share of hidden resources within the system is activated.
The role of the facilitator
Following the welcome and the opening of the space by the sponsor, the Open Space facilitator introduces the process. Afterwards the facilitator´s main task is to manage time and space. Non-intervention keeps the space open for self-organization and the unfolding of the power of the participants and the system. The facilitator knows that participants are competent and able to manage all situations – even when there is a lot of conflict. Using this approach the result is powerful effective learning, planning, decision-making and action. It strengthens what is already there: passion, participation, responsibility and performance.
Documentation and Outcome
Open Space Technology is an action-oriented approach. Already during the event the participants start taking responsibility for putting the next steps into practice.
During the process, outputs are published on the Documentation Wall. In this way, everyone can follow what is happening in all other groups. Towards the end, the participants develop action plans and create action groups. On the last day, everybody receives the complete documentation (book of proceedings) containing an index, short reports on the issues explored and actions that are planned. It also includes the names of the participants in each group and a contact list of everybody involved. This information supports the development of rich and diverse networks and the sustainability of further steps (the Action Planning).
Prerequisites for Open Space Technology gatherings
Open Space Technology is not a recipe for every situation. It is a great approach for exploring issues, planning for the future, navigating through chaos and conflict, building teams, improving communication and (re)energizing an organization. It is not useful in situations in which people think they know the answer already. Leaders who initiate Open Space must be ready for the unexpected and be open to change. Their intention should be transparent. The theme for the meeting should represent a real issue of interest.