[OSList] Open Space for just 2 hours and 10 people - any advice?

Suzanne Daigle sdaigle4 at gmail.com
Thu Dec 22 19:22:06 PST 2011


Dear Leslie,  So excited for you!  Breathe in, smile and imagine how
wonderful it will be --- your first time! Yes I know it will be short with
such a small group. I agree with everything that Jeff said. I have
facilitated short Open Spaces like this and in my intro referred to it as a
"taste of Open Space". I wanted participants to get the essence of the
process, have a wonderful experience yet I wanted them to also know that to
truly engage in the important theme that is before them usually requires
more time.

A few things that I might add which you may want to consider:


   - Make the group feel part of this pilot experiment; in informal
   conversations you may have a chance to express how appreciative you are to
   have them be part of this pilot project, this mini Open Space. The fact
   that it is brief may not provide the opportunity to have deep discussions
   on the topics but in the spirit of the principles "whenever it starts is
   the right time" and "when it's over, it's over"...well those discussions
   can well continue beyond the two hours in later meetings. This pilot is an
   opportunity for MANY topics to emerge that people are passionate about and
   want to take responsibility for.


   - Will the boss be the host announcing the theme as would typically
   happen in an Open Space? If this was not the plan, you might consider
   having the boss or someone else welcome the group and announce the theme.
   Engage that person in the process ahead of time, explaining what the role
   of a host is, that their welcome should be brief with emphasis on the theme
   and why it's important to the group. Having an informal conversation
   beforehand with the sponsor/leader/host is another great opportunity to
   engage in a conversation about the self-organizing/shared leadership
   quality of an Open Space. I provide a few guidelines to the host to help
   them prepare their welcoming remarks.


   - Picking up on an idea from Lisa Heft, I have done simulations with
   clients prior to the official Open Space to give a small planning team an
   experiential feel for Open Space.  In doing so, I have placed extra chairs
   in the small circle inviting the planning team participants to imagine
   others who might be sitting in these seats and what their topics might be
   related to the theme. For example with a group of 10 you might consider
   adding 3 to 5 empty chairs.  It's a way of "inviting diversity" in the room
   when you have a group that knows each other well, who have the habit of
   meeting and where the dynamic might be mildly coercive. Also your theme may
   intend training for others who are not in the room. So in addition to
   identifying topics that individuals there are passionate about, they might
   have a few other topics that they imagine others who are not there might
   propose related to the theme. I remove those chairs for closing circle.

   - I have seen it happen where the group because it is so small chooses
   to stay together. I agree with Jeff in accepting to let it go should that
   happen. At the same time, as I open the space, as brief as my  remarks
   might be, I try to ground myself in the deep principles and law of 2 feet
   which invite anyone who cares to do so to identify topics that they are
   passionate about which is at the heart of Open Space.  In my own spiritual
   preparation, whether the group is small or large, I want to open the space
   in a way that knows "whoever is there are the right people". When people
   stick together in a small group, it's often because they are so engrained
   in the hierarchy or used to complying with whoever have the most
   influence/power in a group. That's why is also helps to have that short
   conversation with the leader/boss.

Anyway, I hope my ramblings make some sense. They are yours if you feel
they fit to your situation. In the end, I just wanted you to know that I
have often facilitated Open Space when the conditions were not ideal...
group small and not as diverse, not enough time, etc.   Looking back, I
have never regretted introducing Open Space under those circumstances. As
one client once said to me when we were facing such hurdles, "I know you
could open space in a pit in the dirt." I smile as I think of this because
in prehistoric times, we all just sat in a circle in a cave or not so long
ago, it was really wonderful sitting around the kitchen table, everyone
equal talking about stuff that matters.

Merry Christmas Leslie.  Know that I and others are rooting for you!   And
thank you for being so open in asking all of us to contribute.

Suzanne


On Thu, Dec 22, 2011 at 8:14 PM, Jeff Aitken <r.jeff.aitken at gmail.com>wrote:

> Hi Leslie,
>
> Beneath my remarks is one thing that I've seen in tiny ost meetings: even
> when we explain the law and the insects really well in the opening, I have
> experienced that a group of 12 or fewer is susceptible to a sometimes
> mildly coercive dynamic which results in the whole group staying together
> instead of using the law to break out into smaller groups. it's not always
> coercive but it sometimes feels that way. other times I see an enthusiastic
> choice to stay together rather than break out. and other times there are
> topics and insects all around the room.
>
> when learned quickly that I would not find a way to intervene in this
> dynamic, I found one way to make life a little easier (call attention to
> the shorter session times) and the rest is letting go.
>
> hope this helps.
>
> Jeff
>
>
>
> On Thursday, December 22, 2011, Jeff Aitken <r.jeff.aitken at gmail.com>
> wrote:
> > Hi Leslie,
> >
> > This will be a good meeting, tho it's hard to say whether it will also
> look like an open space with more people and more time. so I don't know if
> the goal of being a pilot test will be met in that way. people will
> experience the opening and the principles and law and the agenda wall, and
> that will be good, and their topics will be posted, and there might be as
> many topics as participants, or not.
> >
> > the practice of letting go as a facilitator is unique in a tiny ost.
> participants might do what is typical in a larger ost, move into small
> groups and make the change at the session time and come back for the
> closing.
> >
> > yet they might instead make a group choice to stay together and cover
> the agenda items on the wall as a whole group. in that case I would remind
> them gently that the time available for each topic is now shorter - ten
> topics in an hour is six minutes each for example - and suggest they write
> that down on the agenda posters. then let go, don't offer to facilitate
> actively, hold space as they go thru the session times. it may feel weird
> to not be engaged, but it will be fine.
> >
> > they might also make the choice as a whole group to cover just one
> agenda item for the entire time, or two, and the other topics will not be
> touched upon at all.
> >
> > so I suggest to consider how these differences may impact the outcomes
> you want from this ost (will there be notes on each topic even if it's not
> talked about at length?) and how you reflect on the event in the closing
> circle and in communication with boss and staff afterward. (was this a
> typical ost, just shorter, or did it look a little different?)
> >
> > I also might suggest longer session times and a shorter opening and
> closing circle for the small group. 20-40-40-20?
> >
> > go Leslie!
> >
> > Jeff
> > San Francisco
> >
> >
> >
> >
> > On Thursday, December 22, 2011, Leslie Zucker (Creative/DC) <
> LeslieZ at creativedc.com> wrote:
> >> Hello everyone,
> >>
> >> I got such great feedback last time I tried this, I’m giving it a
> second try… thanks in advance.
> >>
> >>
> >>
> >> I have been asked to facilitate a small group of just 10 people in a
> pilot test of a short Open Space of just two hours. I tried to get more
> time, but that’s all the boss felt comfortable with.
> >>
> >> It’s already scheduled for this coming Wednesday the 28th – that’s in 6
> days, gulp!
> >>
> >> The purpose is to gather their input for an initial training needs
> assessment.
> >>
> >> The 10 people are all from the same division within my company – but
> not my division.  I will facilitate it – my first time facilitating an Open
> Space.
> >>
> >>
> >>
> >> The invitation to them and agenda I’ve drafted are below…. Any
> reactions, words of advice, wisdom, tips, etc?
> >>
> >>
> >>
> >> Invitation I plan to send to the invitees tomorrow…
> >>
> >>
> >>
> >> What training matters to you? What is urgent now?
> >>
> >> Come join us for a fun and provocative gathering on Wednesday, December
> 28th 2:00 - 4:00 PM to discuss these questions.
> >>
> >>
> >>
> >> Held in the large conference room – 7th floor. No need to bring or
> prepare anything – just yourself and an open mind!
> >>
> >> By the end of this gathering….
> >>
> >> ·         Every issue of concern to anybody will have been raised, if
> they took responsibility for doing that.
> >>
> >> ·         All issues will have received full discussion, to the extent
> desired.
> >>
> >>
> >>
> >> And just a day or two later, the issues and discussions will be
> documented and in the hands of all participants.
> >>
> >>
> >>
> >>
> >>
> >> And from here down is my own preparation…
> >>
> >>
> >>
> >> Draft Schedule
> >>
> >> 2:00 - 2:30: Opening Circle / Create agenda / Marketplace  (with 2
> timeslots, 3 locations each)
> >>
> >> 2:30 - 3:00: Session 1
> >>
> >> 3:00 – 3:30: Session 2
> >>
> >> 3:30 - 4:00: Closing Circle
> >>
> >>
> >>
> >> Preparations
> >>
> >> Signs of:
> >>
> >> ·         4 principles,
> >>
> >> ·         1 law,
> >>
> >> ·         two questions,
> >>
> >> ·         time slots,
> >>
> >> ·         location of groups
> >>
> >>
> >>
> >> Graphics of:
> >>
> >> ·         bumblebee,
> >>
> >> ·         butterfly,
> >>
> >>
> >>
> >> Supplies:
> >>
> >> ·         Masking tape,
> >>
> >> ·         markers,
> >>
> >> ·         flip charts,
> >>
> >> ·         construction paper (for the agenda topics),
> >>
> >> ·         Blank template for notetakers: Title of session, Convener,
> List of participants, Discussion and recommendations
> >>
> >>
> >>
> >>
> >>
> >>
> >>
> >> Leslie S. Zucker
> >>
> >> Training Manager
> >>
> >> Human Resources Division
> >>
> >>
> >>
> >> Creative Associates International
> >>
> >> 5301 Wisconsin Ave. NW, Suite 700
> >>
> >> Washington, DC 20015
> >>
> >> Office: 202-772-0022
> >>
> >> Fax:    202-363-1258
> >>
> >> Email:  LeslieZ at creativeDC.com
> >>
> >> Website Address:  www.creativeassociatesinternational.com
> >>
> >>
> >>
> >>
>
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-- 
Suzanne Daigle
NuFocus Strategic Group
7159 Victoria Circle
University Park, FL 34201
FL 941-359-8877;
CT 203-722-2009
www.nufocusgroup.com
s.daigle at nufocusgroup.com
twitter @suzannedaigle
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