[OSList] OS for 1200+
Ian Andersen via OSList
oslist at lists.openspacetech.org
Fri Oct 7 00:17:48 PDT 2016
Dear Harrison,
Thank you for sharing your story of the psychiatrist you worked wit Michael P. I love the idea of the balloons tied to chairs. And I am grateful for the reminder to keep things simple and self-organised.
Warm regards,
Ian
Sent from my iPhone
> On 2 Oct 2016, at 22:10, via OSList <oslist at lists.openspacetech.org> wrote:
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> 1. Re: OST for evaluation (R Chaffe via OSList)
> 2. Re: OS for 1200+ (Ian Andersen via OSList)
> 3. Re: OS for 1200+ (Harrison Owen via OSList)
>
>
> ----------------------------------------------------------------------
>
> Message: 1
> Date: Sun, 2 Oct 2016 08:49:52 +1100
> From: R Chaffe via OSList <oslist at lists.openspacetech.org>
> To: Anne-B?atrice Duparc <abeaduparc at yahoo.com>, World wide Open Space
> Technology email list <oslist at lists.openspacetech.org>
> Subject: Re: [OSList] OST for evaluation
> Message-ID: <EAFD97F2-0DBB-48F6-8CC1-1D7C824E4860 at gmail.com>
> Content-Type: text/plain; charset="utf-8"
>
> Anne
> I was asked to evaluate a major campaign costing in excess of AU $100 million dollars and I was allocated 3 hour opportunities to meet with groups. I did it my way, Open Space, and the sponsor was very pleased. The results were used to transform the business with some of the recommendations still being worked through 13 years later. Do what you believe will generate the best outcomes, the participants mostly do not have any idea of process they just respond to invitations. Open Space provides a wealth of opportunities for effective engagement on many levels. The length of time is not the issue it is how we use it!
>
> Regards
> Rob
>
>> On 2 Oct 2016, at 12:21 AM, Anne-B?atrice Duparc via OSList <oslist at lists.openspacetech.org> wrote:
>>
>> Hi everyone,
>>
>> I was asked to facilitate an annual meeting (3 hours) which purpose is the evaluation of a series of events taking place every years. The evaluation concerns the organization of the events and the events itself, in order to know what went well, what did not and have some hints for the following season. The events are festival districts sponsored by the city but mainly organized by volunteers with some fundings of the city. They take place all around the city, with second hand good sales, music, cultural events, food. They are very popular but were downsized this year due to a diminished budget allocation.
>>
>> I wonder if any of you has ever used OST for the purpose of making such evaluations. I really would love to use OST in this context, but I am not sure if it would bring the desired outcomes. Moreover an evening is a really short amount of time for an OST...
>>
>> Thanks for any hints,
>>
>> Anne-B?atrice Duparc
>> 00 41 76 378 69 98
>> Accompagnatrice de processus participatifs
>> _______________________________________________
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> Message: 2
> Date: Sun, 2 Oct 2016 11:55:44 +0200
> From: Ian Andersen via OSList <oslist at lists.openspacetech.org>
> To: Lisa Heft - <lisaheft at openingspace.net>
> Cc: OSLIST <oslist at lists.openspacetech.org>
> Subject: Re: [OSList] OS for 1200+
> Message-ID: <1DFC2DE4-3FA4-4687-BA3D-40C59E6FA361 at gmail.com>
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>
> Dear Lisa,
> Thank you so much for this comprehensive roadmap through the challenges. Clearly, my main concern is the mechanics of agenda setting and harvesting with so many people, while keeping them safe. And of doing that within the time and logistics constraints of the venue. I am relieved to learn that it is not outlandish to think in terms of these numbers but possibly now more worried about what it would take to hold it all together. I am still hesitating on format - OS or caf? - and I see now I will have to decide not only based on process needs but also on rearrangement capacity of the hotel crew.
> I also realise acoustics is a major issue. Usually I try to keep groups 5-10 yards apart but there may not be enough space for that.
> I will be sure to keep everyone posted as to how it lands. :-)
> Warm regards,
> Ian
>
> Sent from my iPhone
>
>> On 1 Oct 2016, at 21:54, Lisa Heft - <lisaheft at openingspace.net> wrote:
>>
>> Dear Ian -
>>
>> My own learnings, using Open Space with groups of 1,000, 2,000, 3,000 and 3,500 people:
>>
>> The process is the same. The sense of discovery and (surprisingly) intimacy in each conversation circle is the same.
>> Only the space planning is different, but only slightly.
>>
>> Imagine the huge room - perhaps it is a convention center or an exhibit hall.
>>
>> To me, it is a safety and a time issue, the way I set up the room at the start. Too dangerous / difficult / huge to make an actual circle (or concentric rings) for an Opening Circle. So instead, I invite participants to come in and sit anywhere to start, and they are sitting in pre-set circles-of-chairs all across the room. And then everything I do is -implying- a circle, still - because that is what so many of us have learned in our sharing about rooms and set-ups. Always, circle.
>>
>> Therefore, just like for a small room, I divide the expected number of participants by (an example) 12 (circles of 12 chairs - I make smaller circles for smaller groups but find that more than 12 chairs makes it hard to hear in a group / in a room where everyone is talking at once.)
>>
>> I see if that number of circles (plus a few more) can fit into this super-large room. With more space in between the discussion circles than (example) a banquet table seating. Because banquet spacing is too close together with everyone talking at once. Nobody would be able to hear.
>>
>> As sound and focus (microphone) is difficult in a huge room, I ask for a (example) 6x6 foot / 2x2 meter (does not have to be exact) platform just a few steps up, to raise the facilitator a bit higher. I also dress in a bright color (different than my usual black which is for less focus) so I can be seen.
>>
>> I align the circles in straight rows. This is essential to me: It is both for safety and for navigation. I put up ?arena? signs. Like ?A - K? and ?L - P? and so on - on the wall, at the end of each row. So a participant can navigate easily without a map, just like in a sports stadium.
>>
>> I put a letter and materials (a stack of participant sign in sheets, a stack of white paper, several pens, a stack of notes-taker form cover sheets) in the center / on the floor of each discussion circle.
>>
>> For topic signs - as participants cannot reach too high up, even those with full mobility, and as there are a lot of people for participants to see over when they look at the agenda wall - I imagine a) a bit larger is useful for sight, and b) people can only place let us say two topic signs tall on the wall. So while I often use A4/letter-sized paper for topic signs, in this case I use larger (in the US it is 11 inches by 17 inches) paper (I think for you it might be A3?). I also have them printed with ?Topic? and ?Convenor? - which I do not usually do. However in a super-large event I find it is so useful for documentation purposes to ensure people posting topics are reminded to add their names. Because this is a super-huge crowd, I might have more than the usual six feet (2-or-so meters) of furniture-free space all along the Agenda Wall. Because it is a super-huge crowd, maybe the Agenda Wall covers one, two, three or even four of the walls.
>>
>> I still use posters for the guidelines (I find that something like PowerPoint is gone from peoples? minds the minute the next image happens) - I just place more of them - like a set spread across each wall.
>>
>> If you were a butterfly on the ceiling of my room, you would look down and see a platform in the center. And though you would see the rows of separated discussion circles-of-chairs all nicely aligned - with some space in between each circle in those rows - you would also see a larger aisle in sort of a cross (+) formation. I am in the center on my platform. If I hold out one arm towards the Agenda Wall, that is a larger aisle. If I then hold my arm out to show the other three elements of that cross shape, those are the other larger aisles.
>>
>> In the three aisles that are -not- pointing toward the Agenda Wall, I place several long rectangle tables together to form a long long sign-making station in each aisle. Because this is not a circle / because it?s a way for people to ?come to the center? and make their topic sign.
>>
>> So when I have explained the process and then invite people to come up to create their topic signs, participants come to the nearest sign-making table, where there are already blank topic signs and assorted markers spread out across those stations. There is a microphone on a stand at the end of each station. I usually put a post-it on each sign with the time and discussion area on it - pre-affix those, in a super-large event. And mix / sort them out across each station. Helps things flow a bit faster, though I would not do that in a smaller event.
>>
>> I invite the first participant ready to then come up to their microphone, name their topic, and go post it on the Agenda Wall. (The Agenda Wall can have a huge arena-style ?10:00-11:00? etcetera in each location). I have a few helpers just stand at the wall with a marker in hand in case they see someone has forgotten to put their name on their topic sign.
>>
>> I continue ?in a circle? by indicating the next, next and next convenor to name their topic at the mic. I turn / pivot in a circle, continuing this circle feeling.
>>
>> Then we?re off and running (strolling, ambling, wheeling) through the day, as usual. Participants go up to the Agenda Wall (because the signs are bigger and not too many tall, they tend to spread out and also can see better over each other) and then look over at the arena signs and then go where they need to go.
>>
>> If I have helpers (very useful) they simply take (example) a quadrant of the room to keep neat and safe across the day.
>>
>> Documentation design always (to me) depends on how the relationships and ideas generated will be used post-event, how long is the event, what is the capacity for your team to collect and transcribe post-event - whatever is the full picture of what, why, for whom, within what time - which then informs the ?how? of documentation - and therefore its physical collection process (as in ?leave your documentation originals in these boxes? or ?bring your documentation to the Newsroom to transcribe it? or whatever. Just as it would be in a small OS event.
>>
>> Closing Circle is me / the facilitator welcoming people back (wherever they are sitting, in the discussion areas across the room, that is fine - and inviting a sampling of individuals to walk up to the microphones (which are still on a stand at the end of each sign-making station) to share reflections, and (again) I welcome each next speaker as I pivot / turn in a circle.
>>
>> If the event is across the day, one thing the sign-making stations are useful for is that they can turn into box-lunch stations mid-day. If lunch is included I perhaps have the large event space create a few more food stations in the corners of the room along which traffic can flow on both sides of those tables, as well. Whatever the site team recommends for most efficient traffic, food distribution and trash / recycling processes.
>>
>> I have had clients who have tried the addition of technology such as posting agendas on various screens and such - but participants still seem to look at a physical agenda wall, look at arena signs, and go where they need to go.
>>
>> I have tried making 15 minutes in between each session for movement across the room but I have seen participants simply stay longer or whatever - just like in a smaller event - they stay or go. So I continue to do back-to-back session times.
>>
>> And just as for any other OS event, all of this depends on what else happens before and after this section. That is if this is not the entire process of an entire event. Because for example it takes hours and hours for a site staff to set up a room. Is this room free for set-up before the OS? Free for hours after if there is another part of the overall event that must have a furniture re-set afterwards? And so on.
>>
>> Everything in context. Everything interrelated.
>>
>> And I am sure my colleagues have had other and different experiences, which I look forward to hearing about?
>>
>> Looking forward also to hearing the story of how it all goes for you, Ian,
>> Lisa
>>
>> Lisa Heft
>> Consultant, Facilitator, Educator
>> Opening Space
>>
>>
>>
>>> On Oct 1, 2016, at 5:53 AM, Ian Andersen via OSList <oslist at lists.openspacetech.org> wrote:
>>>
>>> Dear friends,
>>>
>>> I am in talks about hosting an OS for 1200+ pax. I have read Sharon Berlin Chao's report on 1000 under 4 hours. I was wondering if anyone else has tips or caveats to share? I am grateful for any help I can get! :-)
>>>
>>> Warm regards,
>>> Ian Andersen
>>> Brussels
>>>
>>>
>>
>
>
> ------------------------------
>
> Message: 3
> Date: Sun, 02 Oct 2016 09:49:19 -0400
> From: Harrison Owen via OSList <oslist at lists.openspacetech.org>
> To: "'Ian Andersen'" <sailorandersen at gmail.com>, "'World wide Open
> Space Technology email list'" <oslist at lists.openspacetech.org>
> Subject: Re: [OSList] OS for 1200+
> Message-ID: <002501d21cb3$c653cc70$52fb6550$@net>
> Content-Type: text/plain; charset=iso-8859-1
>
> Sounds like Lisa has it pretty well covered... but as usual I suspect she
> may be working a little too hard. For example "group areas." You could do as
> she suggests, but that presupposes, it seems to me, that you can prejudge
> the actual group size/volatility/sound level/etc. I've never been very good
> at that. In fact, I've always been wrong -- and there have never been any
> problems that the people couldn't take care of in creative and effective
> ways. So stealing an idea that Michael Pannwitz and crew used when we took
> on 2108 German Psychiatrists: A circus tent and numbered balloons. A large
> ball room will certainly do.
>
> I don't remember all the details, and hopefully Michael will
> supply/correct...
>
> We figured there might be 150 issues/groups. Turned out we were off (under)
> by a huge factor, but that is a later story. Anyhow, we blew up (helium) 150
> balloons and numbered them 1-150. While the folks were "at the Wall"
> deciding their personal course of action, we distributed the balloons all
> over the area, and placed two chairs by each. Each issue had a number, and
> when the folks were ready they just found their balloon and went there. If
> the group consisted of two people, they simply sat down. If the group was
> massive, they claimed additional space and went to work. If too noisy, they
> moved (practical application of the Law of two feet). No set up problems, no
> separation issues... The people, as usual took responsibility for what they
> cared for. And as usual, it worked perfectly. Almost time for a nap! (smile)
>
> Harrison
>
>
>
> Winter Address
> 7808 River Falls Dr.
> Potomac, MD 20854
> 301-365-2093
>
> Summer Address
> 189 Beaucauire Ave
> Camden, ME 04843
> 207 763-3261
>
> Websites
> www.openspaceworld.com
> www.ho-image.com
>
> -----Original Message-----
> From: OSList [mailto:oslist-bounces at lists.openspacetech.org] On Behalf Of
> Ian Andersen via OSList
> Sent: Sunday, October 2, 2016 5:56 AM
> To: Lisa Heft -
> Cc: OSLIST
> Subject: Re: [OSList] OS for 1200+
>
> Dear Lisa,
> Thank you so much for this comprehensive roadmap through the challenges.
> Clearly, my main concern is the mechanics of agenda setting and harvesting
> with so many people, while keeping them safe. And of doing that within the
> time and logistics constraints of the venue. I am relieved to learn that it
> is not outlandish to think in terms of these numbers but possibly now more
> worried about what it would take to hold it all together. I am still
> hesitating on format - OS or caf? - and I see now I will have to decide not
> only based on process needs but also on rearrangement capacity of the hotel
> crew.
> I also realise acoustics is a major issue. Usually I try to keep groups 5-10
> yards apart but there may not be enough space for that.
> I will be sure to keep everyone posted as to how it lands. :-) Warm regards,
> Ian
>
> Sent from my iPhone
>
>> On 1 Oct 2016, at 21:54, Lisa Heft - <lisaheft at openingspace.net> wrote:
>>
>> Dear Ian -
>>
>> My own learnings, using Open Space with groups of 1,000, 2,000, 3,000 and
> 3,500 people:
>>
>> The process is the same. The sense of discovery and (surprisingly)
> intimacy in each conversation circle is the same.
>> Only the space planning is different, but only slightly.
>>
>> Imagine the huge room - perhaps it is a convention center or an exhibit
> hall.
>>
>> To me, it is a safety and a time issue, the way I set up the room at the
> start. Too dangerous / difficult / huge to make an actual circle (or
> concentric rings) for an Opening Circle. So instead, I invite participants
> to come in and sit anywhere to start, and they are sitting in pre-set
> circles-of-chairs all across the room. And then everything I do is
> -implying- a circle, still - because that is what so many of us have learned
> in our sharing about rooms and set-ups. Always, circle.
>>
>> Therefore, just like for a small room, I divide the expected number of
>> participants by (an example) 12 (circles of 12 chairs - I make smaller
>> circles for smaller groups but find that more than 12 chairs makes it
>> hard to hear in a group / in a room where everyone is talking at
>> once.)
>>
>> I see if that number of circles (plus a few more) can fit into this
> super-large room. With more space in between the discussion circles than
> (example) a banquet table seating. Because banquet spacing is too close
> together with everyone talking at once. Nobody would be able to hear.
>>
>> As sound and focus (microphone) is difficult in a huge room, I ask for a
> (example) 6x6 foot / 2x2 meter (does not have to be exact) platform just a
> few steps up, to raise the facilitator a bit higher. I also dress in a
> bright color (different than my usual black which is for less focus) so I
> can be seen.
>>
>> I align the circles in straight rows. This is essential to me: It is both
> for safety and for navigation. I put up ?arena? signs. Like ?A - K? and ?L -
> P? and so on - on the wall, at the end of each row. So a participant can
> navigate easily without a map, just like in a sports stadium.
>>
>> I put a letter and materials (a stack of participant sign in sheets, a
> stack of white paper, several pens, a stack of notes-taker form cover
> sheets) in the center / on the floor of each discussion circle.
>>
>> For topic signs - as participants cannot reach too high up, even those
> with full mobility, and as there are a lot of people for participants to see
> over when they look at the agenda wall - I imagine a) a bit larger is useful
> for sight, and b) people can only place let us say two topic signs tall on
> the wall. So while I often use A4/letter-sized paper for topic signs, in
> this case I use larger (in the US it is 11 inches by 17 inches) paper (I
> think for you it might be A3?). I also have them printed with ?Topic? and
> ?Convenor? - which I do not usually do. However in a super-large event I
> find it is so useful for documentation purposes to ensure people posting
> topics are reminded to add their names. Because this is a super-huge crowd,
> I might have more than the usual six feet (2-or-so meters) of furniture-free
> space all along the Agenda Wall. Because it is a super-huge crowd, maybe the
> Agenda Wall covers one, two, three or even four of the walls.
>>
>> I still use posters for the guidelines (I find that something like
> PowerPoint is gone from peoples? minds the minute the next image happens) -
> I just place more of them - like a set spread across each wall.
>>
>> If you were a butterfly on the ceiling of my room, you would look down and
> see a platform in the center. And though you would see the rows of separated
> discussion circles-of-chairs all nicely aligned - with some space in between
> each circle in those rows - you would also see a larger aisle in sort of a
> cross (+) formation. I am in the center on my platform. If I hold out one
> arm towards the Agenda Wall, that is a larger aisle. If I then hold my arm
> out to show the other three elements of that cross shape, those are the
> other larger aisles.
>>
>> In the three aisles that are -not- pointing toward the Agenda Wall, I
> place several long rectangle tables together to form a long long sign-making
> station in each aisle. Because this is not a circle / because it?s a way for
> people to ?come to the center? and make their topic sign.
>>
>> So when I have explained the process and then invite people to come up to
> create their topic signs, participants come to the nearest sign-making
> table, where there are already blank topic signs and assorted markers spread
> out across those stations. There is a microphone on a stand at the end of
> each station. I usually put a post-it on each sign with the time and
> discussion area on it - pre-affix those, in a super-large event. And mix /
> sort them out across each station. Helps things flow a bit faster, though I
> would not do that in a smaller event.
>>
>> I invite the first participant ready to then come up to their microphone,
> name their topic, and go post it on the Agenda Wall. (The Agenda Wall can
> have a huge arena-style ?10:00-11:00? etcetera in each location). I have a
> few helpers just stand at the wall with a marker in hand in case they see
> someone has forgotten to put their name on their topic sign.
>>
>> I continue ?in a circle? by indicating the next, next and next convenor to
> name their topic at the mic. I turn / pivot in a circle, continuing this
> circle feeling.
>>
>> Then we?re off and running (strolling, ambling, wheeling) through the day,
> as usual. Participants go up to the Agenda Wall (because the signs are
> bigger and not too many tall, they tend to spread out and also can see
> better over each other) and then look over at the arena signs and then go
> where they need to go.
>>
>> If I have helpers (very useful) they simply take (example) a quadrant of
> the room to keep neat and safe across the day.
>>
>> Documentation design always (to me) depends on how the relationships and
> ideas generated will be used post-event, how long is the event, what is the
> capacity for your team to collect and transcribe post-event - whatever is
> the full picture of what, why, for whom, within what time - which then
> informs the ?how? of documentation - and therefore its physical collection
> process (as in ?leave your documentation originals in these boxes? or ?bring
> your documentation to the Newsroom to transcribe it? or whatever. Just as
> it would be in a small OS event.
>>
>> Closing Circle is me / the facilitator welcoming people back (wherever
> they are sitting, in the discussion areas across the room, that is fine -
> and inviting a sampling of individuals to walk up to the microphones (which
> are still on a stand at the end of each sign-making station) to share
> reflections, and (again) I welcome each next speaker as I pivot / turn in a
> circle.
>>
>> If the event is across the day, one thing the sign-making stations are
> useful for is that they can turn into box-lunch stations mid-day. If lunch
> is included I perhaps have the large event space create a few more food
> stations in the corners of the room along which traffic can flow on both
> sides of those tables, as well. Whatever the site team recommends for most
> efficient traffic, food distribution and trash / recycling processes.
>>
>> I have had clients who have tried the addition of technology such as
> posting agendas on various screens and such - but participants still seem to
> look at a physical agenda wall, look at arena signs, and go where they need
> to go.
>>
>> I have tried making 15 minutes in between each session for movement across
> the room but I have seen participants simply stay longer or whatever - just
> like in a smaller event - they stay or go. So I continue to do back-to-back
> session times.
>>
>> And just as for any other OS event, all of this depends on what else
> happens before and after this section. That is if this is not the entire
> process of an entire event. Because for example it takes hours and hours for
> a site staff to set up a room. Is this room free for set-up before the OS?
> Free for hours after if there is another part of the overall event that must
> have a furniture re-set afterwards? And so on.
>>
>> Everything in context. Everything interrelated.
>>
>> And I am sure my colleagues have had other and different experiences,
>> which I look forward to hearing about?
>>
>> Looking forward also to hearing the story of how it all goes for you,
>> Ian, Lisa
>>
>> Lisa Heft
>> Consultant, Facilitator, Educator
>> Opening Space
>>
>>
>>
>>> On Oct 1, 2016, at 5:53 AM, Ian Andersen via OSList
> <oslist at lists.openspacetech.org> wrote:
>>>
>>> Dear friends,
>>>
>>> I am in talks about hosting an OS for 1200+ pax. I have read Sharon
>>> Berlin Chao's report on 1000 under 4 hours. I was wondering if anyone
>>> else has tips or caveats to share? I am grateful for any help I can
>>> get! :-)
>>>
>>> Warm regards,
>>> Ian Andersen
>>> Brussels
>>>
>>>
>>
> _______________________________________________
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> To post send emails to OSList at lists.openspacetech.org To unsubscribe send an
> email to OSList-leave at lists.openspacetech.org
> To subscribe or manage your subscription click below:
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> Past archives can be viewed here:
> http://www.mail-archive.com/oslist@lists.openspacetech.org
>
>
>
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