Ingrid Olausson wrote:
Michelle, Diane and others.I had 5 regional Open Space Conferences in a row in the same organization last fall. And I did a convergence process like the ones you have described, but a little more simple and also more selforganized (thanks to several ideas on this list).I am sorry but this has to be detailed (by the way it is often from the most detailed ideas I get the most help). So here it goes:We had almost two days (until 3 pm the second day). All reports were handwritten on A3-sheets and put on the wall and read successivly during the conference (we had no printing service).The second day before lunch we did the voting process with 5 dots (the smallest size). We voted on the issues on the bulletin board ( I think that is the best and easiest to overlook). I had put them in a row and taped a piece of crossruled paper below each one of them.The participants were instructed to put the dots in the squares (one on each of the most important issues or several at one or more of them, just as you do). The squared paper with the dots in rows makes it really easy for everyone to count the dots quickly. The voting was made during a coffebreak and it really creates a lot of fun and talking.After the voting I did instruct the conveners (the ones that own their issues) to group the issues so that issues (perhaps with fewer dots) could go together with other of their kind. Once I let them do it in silence, but I found it be more dynamic when they could discuss their choices under way. This can be a very quick process, at the most ten minutes.Then I called out the issues that were clustered together and asked for an initiator for each cluster (there were 5-6 in each conference with 40-50 participants). This was my only interaction during the whole process. Diane, I also use the term initiator (there is a very good Swedish word for this that means someone who moves things forward). I told them that the initiatior didn't have to pursue the actions decided on but were responsible to convene the group work during the last session.Then the participants could sign up for the issues and actions they wanted to be a part of. They had to write their name on the issue (or cluster) they wanted to plan for during the last session. And if they wanted to participate in one or two other groups later on they could sign up with a (2) after their name. Then I gave them a paper where they could fill in the issue (perhaps a new wording), participants, prioritized actions, when to meet next time etc. After a one hour session the initiators were asked to give a three minute report on actions decided on.
Ingrid, my approach is mainly like yours, with a few notable differences. During the topic discussions, I rewrite the topics onto newsprint chart paper with graph lines (usually two topics per page, the first at the top, the second halfway down). I learned about using fewer dots and instructing them to put the dots in rows after my first large OS event where I ended up cross-eyed and hungry after spending the entire lunch hour counting over 1000 dots that were placed randomly on each page. After the voting, I have always been prepared to ask the total group (rather than limiting this process to initiators) if any natural groupings have emerged for them. Participants have always begun that discussion and made the decisions with no intervention from me. I then invite individuals to commit to being Champion (the person who will move the priority forward to completion) for a priority by writing their name, with the word "Champion", their phone number and email address on the priority page. The Champion can be one of the Initiators or not - it's whoever has passion and will take responsibility. Sometimes there is more than one Champion who self-identifies for a particular priority. In that case, they decide to co-champion or however they want to work the leadership. Other participants are encouraged to volunteer as members of the Action Team for one or more of the priorities by signing their names, the words "Action Team Member", phone numbers and email addresses on the priority page (sometimes I suggest they use post-it notes for this). Everyone is given a suggested approach sheet (desired outcome, next steps, milestones, next meeting date, names and pertinent data for each Action Team member, etc) for the Action Team meeting. The Champions are then responsible for making sure the meeting is facilitated, notes are taken, a brief report prepared and delivered to the large group after the meeting. I then close the space. In harmony --BJ |
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