The Magic of Open Space
How we get to harvest the wisdom of the crowd
What do you think of when you hear the term Open Space? Does it create a vision of wide open plains where there is space for contemplation? Does it make you think of an available space at a table? Or maybe you see a blank sheet of paper that is calling for you to jot down your thoughts and ideas?
These images are perfect for having the frame of mind to participate in an Open Space session. I am passionate about promoting and facilitating Open Space event because the flow of the energy is exhilarating whether the sessions are held virtually or in person. There can be a level of tension, or anxiety at the start of an Open Space event, if those attending are not familiar with the idea of open space and not in their comfort zone. But as we move through the steps of collaboratively creating a free flowing agenda and curiosity bubbles up on what sessions people want to attend from the marketplace, the anxiety is often replaced with the energy that comes with the discovery of something new. Something new fully shaped in that moment by the needs, expertise and commitment by those present.
“ It is important within open space that there is a recognition that everyone has unique contributions that when coming together, can create a brilliant and out of the box solution.”
Open Space sessions ask participants to open their minds and to be a bit vulnerable because it requires everyone to come together as a group and explore things that are unknown. The outcome of the process is in my experience highly positive and with vibrant productivity, as Open Space allows solutions to be created that harvest the wisdom of the crowd while also honoring a broad range of personalities. Each person participates in a way that is comfortable for how they process information — whether it is as a host of a discussion, one on one brainstorming, or moving from topic to topic gathering a broad view of information and sharing across the group.
“Though this format requires participants to be a bit vulnerable, but the objective is to harvest the wisdom of the crowd while also honoring a broad range of personalities.”
Making it Work
In Open Space events facilitators guide participants in creating and managing the agenda. The agenda is built by participants offering up ideas for topics by writing them on a wall-size whiteboard or on a very large piece of paper — often refereed to as the “Marketplace wall”. Anyone who offer to host a topic will pick a timeslot and location for that topic to be worked on. If there are overlapping interests or if some people want to merge topics and co-host then topics will be moved around until needs are met. Topics on the wall will organically morf, expand or change during the time spand set aside for the Open Space event.
Individuals select what sessions they want to participate in. It is up to each person to decide what and how they want to interact within each topic. While working through the process each participant is able to utilize knowledge from others in order to position their ideas. Often the ideas from others push them to a new level of thought.
While it may sound like Open Space promotes a session or meeting that is unstructured and chaotic, this is not actually the case. Rather the sessions have a very distinct framework that the facilitators follow in order to successfully create the space that will encourage participation.
Within that structure 4 guiding principles are followed:
1: Whoever is there are the right people
2: Whenever it starts is when it is supposed to start
3: When it is over it is over – can be shorter or longer
4: Whatever happens is a gift – whatever happens is meant to happen for those people in that time and place
These principles also give flight to particular roles that each participant may fall into — but where you fall is entirely up to you.
- Host — guide one or more sessions on one or many topics
- Participant — attend sessions on any topic and provide input
- Bumble Bee — go from session to session — contribute in one session what was heard in another session (cross-pollination)
- Butterfly — reflective, embody beautiful solo introspection
Online Synergy
Many are familiar with Open Space sessions as in-person events but the process, group synergy and outcome can indeed also be accomplished when facilitated thoughtfully in an online environment. Choosing an online tool which can honor the essential mobility of Open Space participants is of crucial importance. Open Space is designed to evolve organically with the needs and wishes of the participants but one law has been put in place, often referred to as The Law of Mobility or the law of 2 clicks. Simply, this is that you choose what is right for you. If you no longer feel you are contributing or want to participate in a specific topic, you move on to another area, or take a break to process information on your own.
“The Law of Mobility gives you the freedom to participate where you feel you can have the most impact, and if you feel you are done with one topic, then you move on — fluidity is the key.”
I have hosted online Open Space events using Sococo, using a combo of zoom rooms linked with google docs, and most recently at our Future of Work conference we very happy with the Open Space environment Qiqo Chat enables us to create. Swoogo is another tool able to honor The Law of Mobility. But whatever tool you choose, utilizing synchronous and asynchronous communication methods are key as you curate the online Open Space environment before, during and post your event.
Online Open Space events have the sweet added benefit of welcoming people from different geographies to discuss and create together. For our upcoming Open Space gathering with the focus: Explore our Potential for Disruption, we are doing exactly that — bringing global thought communities on future of work together during a 24 hour long Open Space event with multiple opening and closing circles spanning all time zones of our globe!
Fluidity
Fluidity is the key in open space. Everything moves throughout the process — people, ideas, resources, beliefs — but it all revolves and relates to the overall theme set for the Open Space event. This motion ebbs and flows, but the work continues, session after session. In multi-day meetings, everyone assembles in the morning and evening for short “news” sessions, where things like new sessions, major breakthroughs, and dinner plans can be announced.
“Open Space facilitators must literally open up the space to be filled with the intentions, energy, questions and exploration that people are open to right now. “
Simple, yet powerful, Open Space starts with an invitation to co-create something new. This process is a great representation of collaboration and is useful for not just professional settings, but also for special interest groups. Quite often the result is a powerful, effective connecting of ideas which are documented and lead to actions and results quite quickly because they come from the group as a whole.
Organizations can benefit from Open Space because these sessions create a space for the right conversations to happen and build advocacy among all participants.
Get People On Board
Depending on mindset — the idea of working within Open Space could be intimidating or liberating. People may be concerned of what will come up and how effective results may be.
Think of Open Space as a new view into innovation. Innovation is not just about technology, but also in creating initiatives that benefit the human space in an organization. It is really all about collaboration and effectiveness. When people feel they have the space to contribute in their best way, they become inspired and an incredible ability to exchange and promote ideas becomes normal.
“Think of Open Space as a form of innovation — its all about collaboration and effectiveness creating benefits for the human space in an organization.”
How do you help people overcome the concerns and be open to working within the framework? You have to encourage a certain level of trust that the organic flow will happen, and enable a willingness to let go of the need to micro-manage the process. Participants have to be willing to let the ideas bubble up and have an open mindset to see the possibilities that may come from it.
Here the Open Space facilitator plays a central role in curating, opening and holding the space for intentional collaboration to happen. This is the art of hosting Open Space.
