[OSList] Online Open Space with more than 1000 people?

Tue Apr 26 11:20:03 PDT 2022

Chris,
One of the big learnings that I had early on is that organizations that
operate in an environment of over-regulation, and as you mention, the
disparity between researched best practices and the governing laws, is that
the people in the organizations often assume more restrictions than
actually exist. I am not saying that there aren't way too many regulations
and these can have a  detrimental effect. I am saying that as a consultant,
I help the people probe what is actually a 'given' or 'non-negotiable' and
what is not. There is often a little (or a lot) more space that can be
worked within than is generally assumed.

For this reason, I find that clarifying the 'givens' demonstrates the value
of opening more space than when the givens are 'assumed.

We had more than one situation in which, when considering the givens, an
organization, even a small organization, had as a given, "if a topic comes
up to move something forward that is outside of the current laws, this
organization will put resources into changing the laws' and on some few
occasions, the given was "if a topic comes up to move something forward
that is outside of the current laws, we will go ahead with it regardless of
the laws".  This work on the givens, the conversations that emerge in the
planning for the OST, make a difference.

in genuine contact,
Birgitt
[image: Picture]

*Birgitt Williams*
*Senior consultant-author-mentor to leaders and consultants  *
*Specialist in organizational and systemic transformation, leadership
development, and the power of nourishing  a culture of leadership.*
www.dalarinternational.com

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On Sat, Apr 23, 2022 at 4:20 PM Chris Kloth via OSList <
oslist at lists.openspacetech.org> wrote:

> As someone who has had early childhood system clients for decades, I want
> to reinforce Birgitt's observations, especially about how important prework
> is to getting the whole system in the room.
>
> One additional layer I will add is government and politics. Early
> childhood education (ECE), especially subsidized and other publicly funded
> ECE  is highly regulated. There is usually federal, state, and local
> regulation and, very frequently, the regulations are not in alignment.
> Public funding is rooted in compliance - the "givens" Birgitt refers to.
> Also, regulations typically lag research on best practices, creating
> another source of tension.
>
> From my perspective, early childhood education is one of the most critical
> public policy matters in the US. I'm glad you are taking it on. Best wishes.
>
> Shalom,
>
> Chris Kloth
> Principal/Lead Consultant
> ChangeWorks of the Heartland
> 254 South Merkle Road
> Columbus, OH 43209-1801
> Ph: 614-239-1336
> Cell: 614-907-2409
> Fax: 614-237-2347
> Email: chris.kloth at got2change.com
> Web: www.got2change.com
>
> Pronouns: he, him, his
>
> White Silence is Violence
>
> Think Globally, Act Locally
>
> On 4/21/2022 3:40 PM, Birgitt Williams via OSList wrote:
>
> Hi Lucas,
> First, I was excited to see that the topic was child welfare, a very
> important topic with a decision time of yesterday....in other words, long
> overdue as our child welfare systems have many problems leaving vulnerable
> children at risk.
>
> Then, when I saw it was only six hours, I went into my 'oh crap' mode as
> this is one of my personal pet peeves. My career began in child welfare and
> it is one of the reasons why at age 21 I decided to become an
> organizational consultant that could influence systems. So yes, whole
> system in the 'room' is great. However, the amount of time for such a
> complex topic and so very much that needs to be addressed and changed is so
> completely inadequate.
>
> I believe that there is one more important consideration beyond the
> technology and beyond the facilitation. This is about prep...figuring out
> who should be invited, getting the invitation right, and getting the givens
> right at the very least. Who defines the 'whole system' and is it
> sufficiently inclusive...will parents, children, foster children, former
> foster children, and people who are now adults who needed the child welfare
> system when they were younger. The givens will be challenging to work out.
> Is the OST meeting to be set up for action or only for conversation/input?
> If set up for action, is there a budget to support follow through and what
> are the givens associated with budget? If there is to be action, is there a
> structure envisioned to support action, or is it an event that if there is
> an idea that appeals to someone, they just go and do it? So many more
> questions that need to be thought through for the greatest harvest from
> this event.
>
> in genuine contact,
> Birgitt
> [image: Picture]
>
>
> *Birgitt Williams*
> *Senior consultant-author-mentor to leaders and consultants  *
> *Specialist in organizational and systemic transformation, leadership
> development, and the power of nourishing  a culture of leadership.*
> www.dalarinternational.com
>
>
> >> Learn More & Register
> <http://www.dalarinternational.com/upcoming-workshops/> for any of our
> upcoming workshops here.
>
>
> PO Box 19373, Raleigh, NC, USA 27613
> Phone: 01-919-522-7750
> Like us on Facebook
> <https://dalarinternational.us1.list-manage.com/track/click?u=35ed818c946a88ba7344da05f&id=6677c35b38&e=e7zyhHfiqG>
>
> Connect on LinkedIn
> <https://dalarinternational.us1.list-manage.com/track/click?u=35ed818c946a88ba7344da05f&id=c26173f86b&e=e7zyhHfiqG>
>
>
>
> On Thu, Apr 21, 2022 at 2:15 PM Lucas Cioffi via OSList <
> oslist at lists.openspacetech.org> wrote:
>
>> Hi All,
>>
>> Someone asked me for advice about hosting an online open space with 1500
>> people who work on child welfare.  They want to get the "whole system in
>> the room", including government, professionals, families, etc.
>>
>> I can see that there are at least two separate parts to this challenge:
>> tech/software and facilitation.
>>
>> *1. Tech/Software:* What technology decisions would you make to
>> accommodate 1500, since the capacity of Zoom meetings is 1000?  I wrote up
>> my thoughts on this part at the bottom of this email.
>>
>> *2. Facilitation:* This is the main question that I have for colleagues
>> on OSLIST.  What special design considerations would you have during an
>> open space (online or not) with more than 1500 people?  Here are some
>> questions that come to mind:
>>
>>    - How many sessions do you think people will propose if this is a
>>    1-day, 6 hour event with 3-4 rounds of discussion sessions?  I searched
>>    OSLIST and found this from Harrison in 2016: "Rule of thumb... for
>>    all these years.... 5 break our rooms/spaces per 100 participants. For
>>    smaller groups (+- 50) a large room with nooks usually works better.
>>    I’ve had groups of 25 with 4-5 groups working at the same time."  So
>>    that would mean 50 spaces, therefore up to 150 sessions, but I would expect
>>    that the rule of thumb acts more as a maximum as groups get larger, because
>>    there's probably a lot of duplicate topics as groups get larger.
>>    - If there are 150 sessions proposed, do you give everyone a chance
>>    to speak their session to the large group or just view the list of
>>    sessions?  If everyone had just 15 seconds then that would be 38 minutes of
>>    just listening to session topics.  Ahh!!
>>    - How do you make it easy for participants to merge their sessions
>>    together?  I guess they could ask to move to a Zoom breakout room and we
>>    could pair them off for a moment, or they could connect with each other in
>>    chat -- that seems practical.
>>
>> My thoughts on tech options are below.
>> Any other thoughts that you have?  Thank you!
>>
>> *Lucas Cioffi*
>>
>> QiqoChat | Lead Software Engineer
>>
>> lucas at qiqochat.com
>>
>> +1.917.528.1831
>>
>>
>>
>>
>> Live Online Events | Engaging Communities | Real Collaboration
>>
>> Drop in for open office hours! <https://learn.qiqochat.com/events>
>>
>>
>>
>>
>> Options for handling more than 1000 people in Zoom + Qiqo
>> Qiqo has a max capacity of 2500, and Zoom has a max capacity of 1000
>> *interactive* participants in a single meeting.  There are several solid
>> options for increasing the event size above 1000 people.
>>
>> *Option 1:* We can connect two 1000-person Zoom meetings together, where
>> the second room is an overflow room.  The people in the overflow room can
>> hear what is going on in the first room and can speak & use the chat with
>> each other but they cannot speak & use the chat in the first room.  (The
>> technical way this happens is that a second facilitator joins the overflow
>> room from their Zoom app, then they join the first Zoom meeting through
>> their Web browser Chrome/Firefox/Safari/etc and then they screenshare that
>> into the overflow Zoom meeting).  The facilitator in the first room can be
>> the voice for people in the overflow room and can speak into the first room
>> what is happening in the chat of the overflow room (if they have the
>> overflow meeting open in their browser.  You can have up to 1000 other
>> people with this option.  We will add to our staff a skilled moderator for
>> the overflow room so that people there feel engaged and not that they are
>> passively watching and left out.  You can also add the livestream in option
>> 2 (below) to this option so people can choose from the main Zoom, overflow
>> Zoom, and the livestream.
>>
>> *Option 2:* We can livestream from the 1000-person Zoom meeting into
>> QiqoChat so that anyone who joins after the meeting reaches capacity will
>> be able to see the livestream from the same page where they are.  We have
>> several options where everyone can be in the same chat (outside of Zoom) or
>> we can use the regular chat inside of Zoom for the main room and have an
>> overflow chat for everyone watching the livestream.  You can have up to
>> 1500 other people with this option.
>>
>> *Option 3:* Today we requested that Zoom increases the max capacity of
>> their meetings to 2000 people.  They have never done that for any customer
>> as far as we know, however we have several months and they may be able
>> to make this happen.
>>
>> *Option 4:* We could use a Zoom webinar (and make each speaker a
>> panelist for a minute) instead of a Zoom meeting but then people wouldn't
>> see everyone in the room.
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