Diversity and disability in Open Space

[Michelle Cooper]

Hi Linda:
I had started to put all of those details in my response, but chose instead
to do an abbreviated version.

See below for my answers.
Michelle Cooper, RN, MScN
The Cooper Group Consultants
200 Crestview  Avenue
Ancaster, Ontario
Canada L9G1E2
Telephone -     (905) 648- 4633
Fax -           (905) 648-1763
E-mail          coopgrp at interlynx.net
The paradox of control is simple. The more we try to control life, the
less control we have.  Joan Borysenko, Ph.D., Minding The Body, Mending The
Mind


-----Original Message-----
From:   OSLIST [mailto:OSLIST at LISTSERV.BOISESTATE.EDU] On Behalf Of
OLSON,LINDA (A-SantaClara,ex1)
Sent:   March 09, 2000 3:09 PM
To:     OSLIST at LISTSERV.BOISESTATE.EDU
Subject:        Re: Diversity and disability in Open Space

Michelle,

Thanks very much for your helpful response.  I have a few more questions:
1.  What was the process you used to have participants place their dots?
What did they place their dots on...the wall, a paper, etc?  Was it an open
process for all to see or a private process?

Each person got five coloured dots with their book.  The title of each of
the discussions in the book was written on a piece of flip chart paper (one
for each) and posted on the wall with enough room to wander around.  We
instructed them to review the proceedings and then to go to indicate with
their dots what topics that they thought were important to move forward and
for which they had the energy at this point in time to help. They could
"spend" their dots in any way that they wished: on dot on five topics, five
dots on one or any combination thereof.  When it looked as though everyone
was finished I checked with the group to see if that was so.  Then, my
helper and I quickly added the dots up to see what  the "scores" were.  It
is a neat process because there is a real visual aspect to where passion is.
We used multi-coloured dots so it looked a little bit like a rainbow when
there was lots of passion.  The rainbow effect had much meaning (not
planned) to the people in the group (then native elder with the name rainbow
woman, lesbian women etc as well as being a sign of hope).  Once the top
topics were identified, we separated them from the rest and read them aloud.
Then I asked if anyone thought that some of the topics that did not make it
to the top votes were really subtopics of the top ones - can inform
discussions on the main topic.  This is not meant to be a forced fit. We
take the subtopics and post them under the main topic.  I try to get
informal consensus, particularly asking the convenor if they think it fits.
Some topics relate to all or many others - so I write the topic number under
it.  I remind people that none of the topics will get lost, as they are part
of the report.  They are just not where the energy of the group is.

2.  Did the original "owner" of the agenda item facilitate the additional
meeting following the top priority identification?
I invited a volunteer to lead the discussion of next steps. If nobody is
forthcoming, I ask the original convenor. If nobody comes forward, then I
suggest that while it is important, it does not seem to be where the energy
is. I think it is important at this time to remind people of the givens
e.g., what is going to happen next.  In your case, it sounds like the
recommendations that come at this stage are just that and the senior team
will be making decisions.  I would also include this information in the
opening on the first day.  I ask the discussion leaders to volunteer just to
get the topic going.  They do not have to volunteer to be the champion of
this activity if that is what is required.  That will hopefully be
identified in the group.

3.  Did people complete additional reports on any further discussions re the
agenda item?
I give each group a piece of flip chart paper with the key questions to
address in action planning (your design team might want to identify some
important questions).  That is not to say the group will  address them all,
but it does give a starting framework.  I usually ask them to identify the
name of the topic (it might change), who is willing to champion or animate
the topic, who is willing to help, what are the next steps, funding/resource
requirements.  It depends on what the design team is going to do with the
information.

The reports come back on flip chart paper.  While they are in discussion, I
usually enter the voting results and the combinations that emerge  into the
computer and print it off as a part of the report..  You could give that to
the design team (as well as ensure copies go to the participants).  Given
the time squeeze that you have between the prioritizing and the design team
meeting, the best you might get is the flip chart reports to give the design
team.  My colleague and I entered the data for the meeting that I was
describing and integrated it into the complete report of proceedings that
was going out to everyone and the website (including a report that did not
get entered the day before).  So, you might negotiate with the leaders to do
that after the closing.  They give a brief report back to the entire group
just before closing.

The will be closing the meeting around 11 and then the design team will meet
in the pm to begin to sort thru what came up and move forward with their org
design...so the design team is concerned about what form the data will be in
(they know they'll have the book)...any suggestions here?

See above.  It probably would not take long to get the information entered
if you leave your newsroom intact and if people volunteer.  You might
negotiate with your sponsor to have someone available to do that data entry
if you think there is not a commitment or time for the group leaders to do
that.

Again, thanks for your valuable input.
You are welcome. I have learned from the generosity of others and so I am
happy to share too.  Good luck.
Michelle Cooper

Linda Olson


-----Original Message-----
From: Michelle Cooper [mailto:coopgrp at INTERLYNX.NET]
Sent: Thursday, March 09, 2000 9:32 AM
To: OSLIST at LISTSERV.BOISESTATE.EDU
Subject: Re: Diversity and disability in Open Space


<<<How have folks done the ID process (voting, etc)and what would work with
60plus people?>>>

Linda;
The event that I facilitated with a colleague last weekend had a format
similar to what you describe- 1 1/2 days for open space discussions and
priority setting.  The first full day was creating the agenda and the
discussions.  We ended the first day with evening news.  We chose not to do
a "closing" the first day, as we wanted the principles and law to carry over
to the priority setting.  The reports were printed overnight and distributed
the following morning.  About 75 people (from the original 100)
participated. We gave the group about 1/2 hour to review the reports and
gave them 5 "hot dots" to use to identify the priorities.  Participants were
asked to put their dots (could be distributed in any way they wanted) on the
topics that they thought were most important to move forward and for which
they had had energy to help move forward.  Six priority issues emerged and
other topics were identified as subsets of those top issues. This took about
40 minutes (even when we had the reports being interpreted in ASL).
Individuals volunteered to lead discussion for one hour about next steps or
action planning for the top priorities. The principles and law were still in
place for these discussions. They came back and reported (briefly) to the
group at the end of one hour.  There was some pretty detailed next steps
established by some groups We  did closing after the report back.

It was simple and worked pretty effectively for the number of people that we
had. I agree with Harrison that you would need some technology help for a
very large group.  I have not tried the technology myself yet (as I have not
had to deal with the very large numbers myself).  There is also a technology
that I have seen used called Resolver technology.  The company is based in
Toronto.  It was quite effective, but adds a fair bit of expense for the
organizers as one must pay for the consultant and equipment (hand held
voters like remote controls for each person).