[OSList] how to organize record of proceedings in a 3h1/2 OST format ?

[Michael Herman]

if you do like harrison has described, christine, just be sure and set a
clear deadline for getting the notes in.  anything in by that deadline, you
can promise to package up and send out by some number of hours or days
after that.

another alternative is what i think michael pannwitz for invented.  it's a
gallery wall created by giving each convener a single sheet of poster
board.  the task for all conveners is to process their notes onto the one
sheet and post on the designated wall.  this allows for the important step
of processing (by limiting firmly to a single sheet), can happen quite
quickly (even last session can get posted), and then these things are all
visible for all ppts, even quickly enough for voting after some time to
review.  the invitation is for people who were in the group to take turns
representing their session, standing nearby to answer questions, during the
review 20-30 minutes.  the last sessions can usually be processed and
posted within that 30 mins.  then the lot of what goes up can be easily
typed later, or just photographed.

either way you go, it is helpful to make a template page for taking notes,
giving space on the letter-size page for issue, convener, ppts, and summary
-- and any special instructions for how the notes processing is to work (in
just 3-4 sentence blurb at top).  then give this form to each convener as
they announce their session in the opening.  this helps get the notes
process "out there" in a quiet way, reinforcing the responsibility (which
can get lost in short sessions like this).  incidently, having these forms
in hand at the microphone is also an easy way to signal anyone who might
tumble into speechmaking in announcing their issue -- just gently offer
them the page and they get the clue that they've probably said enough.

m

--

Michael Herman
Michael Herman Associates
312-280-7838 (mobile)

http://MichaelHerman.com
http://OpenSpaceWorld.org




On Tue, Nov 20, 2012 at 7:07 AM, Harrison Owen <hhowen at verizon.net> wrote:

> Christine – 3 ½ Hours is short indeed, but I wouldn’t have a special time
> for typing. As you say, that will break the flow and reduce the time
> available in the closing circle. But there is another reason which is quite
> practical. The simple fact of the matter is that only a very small
> percentage of the group will be writing reports – and what are the rest
> supposed to do? I think if you just handle reports the way we always do…
> Tell folks to write them when they can and you will find, I think, that the
> conveners will honor their commitments even if they have to miss a session.
> Of course you will have the problem you always have – what to do about the
> last session?? So for that, and just to give yourself a safety margin, I
> would offer a common email address to which Reports can be sent, and be
> sure to give a cut-off day/time. Should have no problems.****
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> *From:* oslist-bounces at lists.openspacetech.org [mailto:
> oslist-bounces at lists.openspacetech.org] *On Behalf Of *christine koehler
> *Sent:* Monday, November 19, 2012 4:33 PM
>
> *To:* OSLIST
> *Subject:* [OSList] how to organize record of proceedings in a 3h1/2 OST
> format ?****
>
> ** **
>
> Hi dear OS community
>
>
> I'll be facilitating soon a short OS event of about 3h1/2, at the end of a
> 2 days conference for women involved in politics.
> The host insists on having typed proceedings, because she expects the OS
> part to boost empowerment in participants and encourage them to be more and
> more professional in their involvement (and stay in politics in spite of
> all kind of troubles women face in this kind of career.).
>
> In the beginning she was thinking of having staff type reports but I
> discouraged her and she agreed to it. So we will have computers to type
> reports . Reports will be typed by participants themselves.
>
> However I never organized typed reports within such a short event so I
> would appreciate your advices and experiences.
> Right now I suggested 2 rounds of one-hour-session then a break of 1/2h in
> order to type reports then closing circle. But that makes the break quite
> late in the afternoon and just before the closing circle: this doesn't feel
> optimal.
>
> What would you suggest ?
>
> Christine ****
>
>
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