Open Space Technology

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Open Space Technology (OST) is a method for organizing and running a meeting or multi-day conference, where participants have been invited in order to focus on a specific, important task or purpose.

In contrast with pre-planned conferences where who will speak at which time is scheduled often months in advance, and therefore subject to many changes, OST sources participants once they are physically present at the live event venue. In this sense OST is participant-driven and less organizer-convener-driven. Pre-planning remains essential; you simply need much less pre-planning.

The actual agenda-schedule of presentations is partly or mostly unknown until people begin arriving. The scheduling of which talk, on which topic in which room is created by people attending, once they arrive. At the end of each OST meeting, a debriefing doc is created summarizing what worked and what did not work so the process can go more smoothly next year.

OST began with efforts in the 1980s, by Harrison Owen. It was one of the top ten organization development tools cited between 2004 and 2013.[1]

History[edit]

Harrison Owen, an Episcopal priest and Civil Rights activist, developed the idea of OST in the 1980s, based on his experience of how coffee breaks and other unorganized encounters were the most productive parts of formal meetings.[2]

In the 1980s, Owen was considered by many large corporations to be one of several New Age consultants whose methods might encourage employee participation and interest in company problems.[3]

Central elements[edit]

Self-organization[edit]

Open Space meeting at NASA Goddard Space Flight Center

"Open space" meetings are to a lesser or greater degree "self-organizing." Participants and speakers have all been invited or paid to attend. However after confirming the overall theme and focus, the meeting organizer-sponsor is much less active. The details of the daily speaking schedule are to a lesser or greater degree created and organized by attending participants and speakers "on the day of."

Given the potential chaotic nature of "open space" meetings, when the event begins, the organizer-sponsor gives their best shot at focussing the theme, groundrules, values and energies of the conference. This often includes short introductions of each speaker present.

The organizer-sponsor explains the "self-organizing" process along with any rules for changing times, talks and schedules once they are made public. The ideal event facilitator is "fully present and totally invisible", "holding a space" for participants to self-organize, rather than micro-managing activity and conversations (paraphrase).[4]

Outcomes[edit]

Because the agenda of an Open Space meeting emerges, more like a living thing, what exactly is going to happen or be addressed is unknown to a lesser or greater degree. Still, several meaningful outcomes can and should be specifically built into the process (safety, trust, courtesy) (paraphrase).[5]

At the end of the best open space meetings, a debriefing doc is compiled summarizing what worked and what did not work, so the process can go more smoothly next time. This is often distributed physically or electronically to all participants. Constant improvement of meeting design is vital for attendees to feel taken care of and to creating the perception of value from the meeting preceedings.


Approaches similar to OST[edit]

Several other approaches share one or more features with OST: "unconferences", e.g. FooCamp and BarCamp. Both FooCamp and BarCamp are participant-driven, like OST, but neither is organized around a pre-set theme or aimed at solving a problem.

The first Foo Camp was organized by Tim O'Reilly and Sara Winge; because Sara had been a student of Harrison Owen, many elements similar to OST are used in Foo Camp.[6]

A design sprint (a meeting technique related to design thinking and pioneered by Google Ventures) is similar to OST in that participants are invited by an organizer to work collaboratively on solving a problem, with the help of a facilitator who is trained in running such meetings. (Google also sometimes uses OST methods.[7]) In a design sprint, all participants are asked to contribute ideas toward what the problem is and how to solve it, but in a design sprint the facilitator is not invisible but in charge, guiding participants through a (typically) five-day process whose output includes a prototype part-solution and a user-test by some typical "customers."[8]

Some meeting organizers use Open Space techniques in combination with other methods, to avoid what they see as "shortcomings" of OST, for example an atmosphere that is potentially unfriendly for introverts.[9][10]

See also[edit]

References[edit]

  1. ^ Abadesco, Enrique V., Jr. (December 20, 2015). "An updated definition of organizational development". business.inquirer.net. Philippine Daily Inquirer. Archived from the original on April 6, 2016. Retrieved July 18, 2018. A cursory review of the top ten OD topics, drawn from contents of the OD Practitioner (the quarterly publication of the US-based OD Network) from 2004-2013 reveal the following: Transformation and change; Coaching; Consulting practice; Diversity and inclusion; Appreciative Inquiry; Strategic management; Balanced scorecard approach; Teams; Complexity theory; Dialogic and large group interventions such as World Café by Juanita Brown and Open Space by Harrison Owen and; Leadership development
  2. ^ Deutsch, Claudia H (April 1, 2018). "Round-Table Meetings With No Agendas, No Tables". NYT. Retrieved July 18, 2018. An Episcopal priest and self-described civil rights activist, he held various governmental posts before becoming an organizational consultant 15 years ago. He developed the concept of "open space" meetings -- where attendees break into ad hoc groups to discuss topics with at least some consensus the topic has relevance. [the following is not a sentence. Part of citation missing?] After years of hearing people wax eloquent about the good experiences they had at meetings outside of the prearranged sessions. line feed character in |quote= at position 323 (help)
  3. ^ Cook, Karen (September 25, 1988). "Scenario for a new age". NYT. Retrieved July 18, 2018. Harrison Owen belongs to a new wave of consultants whose ideas are winning acceptance at some of the nation's largest corporations, including Polaroid, General Motors, TRW and Procter & Gamble. The consultants march under various flags - some are known as New Age consultants, others as transformational technologists or human resources specialists - but they all emphasize the importance of realizing each employee's potential.
  4. ^ Owen, Harrison (2008). Open space technology : a user's guide. San Francisco, Calif: Berrett-Koehler Publishers. ISBN 9781576754764. OCLC 897008244.
  5. ^ "What Is Open Space Technology?". OpenSpaceWorld.ORG. Archived from the original on 2015-05-18.
  6. ^ O'Reilly, Tim (March 8, 2018). "The True Inventor of the Unconference". LinkedIn. Retrieved July 18, 2018. Sara based the design of Foo Camp in part on the "Open Space" work of Harrison Owen from 1985, who is widely credited with developing the concept. However, Sara just discovered that Alexander von Humboldt, one of the world's greatest scientists, pioneered the idea nearly 200 years ago, in 1828!
  7. ^ Stillman, Daniel (December 1, 2017). "Google Design Sprints: How to build *your* Perfect Week". Medium. Retrieved December 31, 2018. I was particularly thrilled to see that the Google crew was into Open Space Conversations, since I’m a big fan. They’re almost the *opposite* of sprints: they are an un-designed conversation….or rather a minimal designed conversation that still gets groups to a solid set of agreements.
  8. ^ Knapp, Jake. "The Design Sprint". The Sprint Book. Retrieved July 18, 2018. On Friday, you'll show your prototype to five customers in five separate, 1:1 interviews. Instead of waiting for a launch to get perfect data, you'll quick-and-dirty answers to your most pressing questions right away.
  9. ^ Howard, Phil (2005). "Integrating open space 16 technology and dynamic facilitation (PLA 53)" (PDF). Participatory Learning and Action 53: Tools for influencing power and policy. IIED. Retrieved July 16, 2018. Open space technology is a very successful participatory process, but it has two potential shortcomings: it is difficult to produce documentation of discussions in meetings lasting less than two days, and the process does not always encourage empathic listening among participants. Integrating open space with another participatory process, dynamic facilitation, could address these weaknesses when modest additional resources are available.
  10. ^ Segar, Adrian (March 28, 2012). "A short critique of Open Space". Conferences That Work. Retrieved July 18, 2018. Open Space session topics are determined by individuals who stand up in front of the entire group and announce their chosen topic. Generally, this is much easier for extroverts, who have few difficulties speaking to a group extemporaneously, than introverts who tend to shun such opportunities. The end result is that introverts are largely silent during the opening process, and the subsequent Open Space sessions are biased towards those proposed and often dominated by a comfortably-vocal minority.

External links[edit]