AW: 2108 -- Remember the Number

Thu Jun 12 10:20:58 PDT 2003

Dear Harrison and Michael,
Thank you both for taking the time to respond so carefully. Although large
OST events are not unusual, you have certainly done the largest and I think
the only example of such a large one in only one day rather than a multi day
design. This event has given us all a chance to learn from you and your
experience and I think that there is more learning to be done.

Your responses generated further questions and comments within me.

1. I was interested in both of you commenting that announcing the topics was
an integral part of OST for you and that this was not on your list of "one
more thing not to do". I would be very interested in what your lists of
integral ingredients for a well done OST meeting are---not just the
description in the User's Guide but what you actually do in your OST
facilitation.
2. I was interested that Harrison notes that 1 1/2 hours for the
opening/agenda/marketplace is standard and for Michael that a built in
coffee time before the first session is standard. I had remembered being
taught by Harrison to get this all done as quickly as possible and
preferably in less than an hour so that the energy didn't diminish. It
appears from your reporting that the energy doesn't diminish even with 2
hours before the first session.
3. Your design allowed you three session times. I would be very interested
in hearing more about your decision making of having 3 rather than more
session times and why you chose the length of time for each session that you
did.
4. As I understand it, the agenda wall was the full use of three walls that
were set up so that every meter there was a number posted, for the report
number---this had the topics posted side by side and always allowing for a
meter. How did you handle the space and time assignments with what you set
up. And where on the wall did those extra topics that you had not counted on
go? Do you have any recommendations for us about using this kind of
organized agenda wall? Could people easily find the topics for any given
time slot to see easily what the choices were to choose from--or did they
have to walk along to read the three walls?
5. Harrison, you note that one of the reasons you chose Michael to work with
you is that he would do a good job of dealing with the logistics and of
working effectively with the client. What work in your opinion does the
facilitator (or in this case designate) take on regarding the logistics and
what is expected in "dealing with the client"? And Michael, what was the
pre-work that you had to do. How many meetings were involved and what kind
of things did you need to cover and to get involved in? I think there was
some brilliant decision making for some very difficult challenges such as
the cushions on the floor, the balloons from which to hang the signs and so
on.
6. What were the client expectations for this one day OST event? What were
you assisting the client to achieve? I note in reading the reports that the
reports themselves are often vague and probably mean something only to those
who participated in that particular discussion (this is not unusual for OST
reports unless the report form has more structure). Did the client
expectations/goals get met not only for the event itself but expectations of
what might emerge following the event?
7. I noted with great curiousity that you both did your own unique style of
the opening rather than one being a translation of the other. I am
fascinated to hear more about this because it taps right into the answer of
the question of "what does it mean to open space?". Based on two different
openings within the same group within the same time, there is clearly
something that is in common that actually opens the space. Any comments that
you have regarding this would be appreciated. I also know, having
experienced each of you "opening space" that you each have VERY different
energies and styles.
8. I was also interested  by your comments, Harrison, regarding "Effective
Open Space facilitation requires the subtle, conscious, and sensitive use of
both." referring to the facilitator tapping into his/her male and female
energy and the male/female energy in the group. I wonder if you could please
say a little more regarding your assessment of "Effective Open Space
Facilitation" rather than Ineffective Open Space Facilitation. Is it somehow
tied into this male/female energy in your opinion?

Again, both of you, thank you for this great story to learn from.

Blessings to you and to all with whom you make Genuine Contact,
Birgitt

Birgitt Williams of Dalar International Consultancy
www.dalarinternational.com

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  -----Original Message-----
  From: OSLIST [mailto:OSLIST at LISTSERV.BOISESTATE.EDU]On Behalf Of Harrison
Owen
  Sent: Thursday, June 12, 2003 9:16 AM
  To: OSLIST at LISTSERV.BOISESTATE.EDU
  Subject: Re: AW: 2108 -- Remember the Number

  At 10:09 PM 6/11/2003 -0400, Birgitt wrote:

    The group raised a number of questions that we hope we can do some
learning from you about.
    1. The next time, would you have had participants announce their topics
or would you have left the announcing part out? What happened to the energy
when this part took so long (about two hours?)?

  The actual "announcements" took about 30 min. We had, in fact allowed 2
hours from the start until the beginning of the first session -- just to be
safe. As it turned out, the group was a little slow in arrival (big party
the night before) so we got started for real a little "late" -- which of
course was the right time. And so it turned out that everything took place
in the "standard 1 and 1/2 hours. I would never leave the announcements
out -- for lots of reasons. 1) Hearing the topics is a natural "edit" -- if
somebody says "my topic" I don't have to. 2) Announcing the topic is and act
of commitment -- most important expression of passion AND responsibility.
And yes -- it did seem to go on. . . it always does, I find. But it was
truly awesome.

    2. The next time, would you limit the number of topics as you did this
time. Your agenda wall with its very clear organization for topics  was
interesting but it is my understanding that you planned for 160 topics but
many more were generated and there was no planned way to deal with them. It
didn't look like the agenda wall left any room for the "unplanned". And yet,
maybe limiting the topics was necessary.

  We did not limit the topics. We had guessed (or more exactly Michael and I
guessed) that 150 would be the max. Prior to the gathering Michael and I
placed informal bets (Beer for all team members bought by the loser) -- but
both were off by a wide margin. So we all drank a lot of beer. As for more
spaces -- just blew up more balloons. Seemed to work perfectly.

    3. The next time, would you have used cushions on the floor as you did
to accomodate the number of people. We thought that there was probably a lot
of discomfort esp when we became aware of how long people had to be in their
seats for the agenda building.

  Given the space available -- there was no choice but cushions. We did have
chairs around the edges for those who's age or egos prevented sitting on the
floor. Personally i didn't hear any complaints, and for sure the cushions
(along with the balloons and floating signs) contributed to the total
atmosphere. So yes -- chairs would have been nice. But the cushions were
brilliant (Michael's Idea).

    5. Could one of you have facilitated this meeting on your own or did it
really require the two of you to "open" and then "hold" the space. What was
your reflection about it being so much male energy in the facilitation--two
men opening the space instead of one male and one female? Did you feel that
sharing the opening of the space was a positive effect on your own energy or
did co-facilitating deflect some of your energy to your partner?

  One person, speaking both English and German could easily have handled the
situation. But doing it together (speaking just for myself) was a real treat
and privilege. The Program said that I would do the opening, and Michael
would translate. At the very beginning, I made it clear that was not the
case. I said, "Michael will do his thing, I will do mine -- and with luck we
will arrive at the same place." We did. When it comes to the male/female
energy thing I have to say that it had occurred to me to invite a woman
partner, and there would have been a number of wonderful candidates. I chose
Michael for two reasons. First, I had absolute confidence in his ability to
deal effectively with the difficult logistics and work effectively with the
client. Not that others couldn't have -- but with Michael, there wasn't even
a speck of worry. The second reason, and probably the major reason, was that
Michael and I had worked together long enough and often enough so that I
knew there would be an easy flow between us. Two people in a single dance. I
called it a "duet" -- changing metaphors. But dance or song -- it did flow.
And was there too much male energy? That is a question that somebody else
will have to answer, but my feeling is, no. Male and female energy is
something that all of us, regardless of gender, possess. Effective Open
Space facilitation requires the subtle, conscious, and sensitive use of
both. Some people can do this first time, no practice, just go. Personally I
have found that I can "do" male energy quite well -- but I have to make a
special intent to honor my feminine. It has been an interesting journey of
67 years, but I think I am making some progress. Perfect, no -- but
progress.

    6. What is the real advantage in a large OST meeting such as this one?
What was accomplished that could be cited as  tangible results? Would it
have been better to break the large group into smaller ie:600 person
simultaneous OST meetings? Would that have been better for the participants.
We noted in the pictures that some of the breakout groups had hundreds of
participants and we were imagining that it would not be very
fulfilling---but Erich pointed out that likely these in fact were like
classes continuing on with masters from the "constellation work" so they
were not meant to be really interactive.

  There is something truly awesome when you have the  Whole System in the
room. There is a richness and energy that you will not find in any other
situation. At a practical level -- our experience in Wuerzburg demonstrated
to me that given the space, numbers aren't an issue. I have tried dividing
large groups in the same area -- and found that they all got back together
again anyhow. Of course, we have also done simultaneous, multi-site OS --
but that was due to budget and travel constraints. And were it possible to
do them again, I would have opted for a single site. The fact that the break
out sessions got rather large does not relate to the total size of the
group. I have worked with groups 1/4 the size (500) and had large (75)
sessions. My learning is that whatever we learned about "Optimal Group Size"
isn't worth much -- The real criteria in not numbers, but does it work? I
have seen groups of 2 being totally dysfunctional and groups of 75+ just
flying. And of course there is always the Law of Two Feet. If the group is
too big (multiple issues) use 'em. Of course, there is a learning curve,.
and in a one day OS, some folks are still caught in concrete. But they
learn.

    7. In what circumstances would you recommend such a large OST meeting
and what could the client expect to achieve?

  Criteria for use??? Same as always. Issue of major, common concern, lots
of diversity. mind blowing complexity, presence of conflict... Open Space.
The numbers don't matter.

  Harrison

  Harrison Owen
  7808 River Falls Drive
  Potomac, MD 20854 USA
  phone 301-365-2093
  Open Space Training www.openspaceworld.com
  Open Space Institute www.openspaceworld.org
  Personal website http://mywebpages.comcast.net/hhowen/index.htm

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