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I recently had the chance to both plan and participate in a two day conference that used Open Space Technology. This event was the most enjoyable conference I have ever attended, and probably the most energizing. In part that was due to the awesome group of people that participated, but also because of the incredible freedom that Open Space allows. It seems like a great format to use when trying to solve problems of change at an organizational or larger level.

What is Open Space?
Open Space Technology isn’t a new gadget or type of internet connection. It’s a set of tools for “organizing” (you’ll understand in a short while why that word is in quotes) a meeting or conference. An Open Space meeting is as unlike a traditional, agenda-driven meeting as you could possibly have without outright chaos. At an Open Space event, every participant has equal responsibility for setting the agenda, choosing discussion topics, participating in topics, and closing the event.

Anyone can lead a discussion. Participants are not obligated to stay with a discussion from beginning to end. Rather, they can come and go as they please and go where their energy takes them. The only restrictions are that the discussions should relate to the theme of the event and everyone should follow the rules explained below.

Planning
The logistics for an Open Space event are somewhat different from a traditional conference. Because people tend to wander around and you can’t predict when a discussion will end, or even how many discussions will occur, room and food arrangements have to be flexible. We handled this by:

• Starting every morning with a high-protein breakfast and an opening. The breakfast was to fuel everyone up for lots of good discussion. The opening provided a small amount of structure and got everyone on the same page. One morning we had a speaker summarize the topic of discussion and provide some background information. The next morning we summarized the discussions from the previous day.
• Having many types of spaces available for discussion. Because the event was in the summer, we had indoor and outdoor spaces available. We were also able to reserve traditional classroom type spaces and less formal lounge areas.
• Sticking with buffet meals. We made sure food was available for at least 2 hours and chose portable foods so that everyone could eat when it was the best time for them.
• Keeping a central Marketplace and information area. The Marketplace is where participants sign up to lead discussions and post where they are meeting. Conference staff also manned the information area in case anyone got confused or needed help making dinner reservations.

The Rules
Open Space does have some very important rules that make the difference between a successful event and chaos.

• Law of 2 Feet. Every participant has the right and responsibility to use their own 2 feet. This means that they should choose conversations that interest them. When their interest wantes, it’s time to move on
• Keep Notes. In order to document the discussions and suggestions in a way that allows for progress, one person in every conversation needs totake responsibility for taking notes. To make this easier, we provided a template.
• The Four Principles. These help people get into the right state of mind:
  1. Whooever Comes are the Right People
  2. Whatever Happens is the Only Thing That Could Have
  3. Whenever it Starts is the Right Time
  4. When it’s Over, it’s Over

The Moment of Truth
On that first morning of the event, after the opening presentation, we opened the marketplace to the participants. Then we waited. A flood of thoughts ran through my head. “What if no one has a topic? What if no one wants to join any of the topics? Have I just put over a year of my life into planning a failed experiment?!”

Within 30 seconds people started filling in spots and organizing topics. Within 5 minutes nearly every available space was taken and we started to smile. Within 10 minutes the building was filled with engaged conversations and we were ecstatic. This stuff really works!!

The Results
This event spanned two days and a total of about 10 hours of actual Open Space. Day 1 focused on defining the issue and problems at hand and Day 2 was about suggesting solutions. The participants did a great job on problem definition and came up with some solid solution possibilities.

The greatest benefit of using the Open Space format is that everyone had a voice in the process, and therefore they had buy-in in the solutions. This can make a change process so much easier! Rather than dealing with resistance from a top-down or poorly fitting solution, the Open Space process takes the time to unearth a solution that feels right for everyone. Is it possible to have a crush on a meeting format?

For Further Research

• Michael Herman is definitely THE MAN when it comes to Open Space. I’m sure he’s also the Man in several other respects, but I don’t know what those might be. Anyways, he maintains a great site that has everything you need to plan an Open Space event from beginning to end.
• Harrison Owen pioneered Open Space over 20 years ago. His book, Open Space Technology: A User’s Guide, is the definitive guide in the field.
• Finally, check out this great time-lapse video that shows an entire day of Open Space in 30 seconds.

I would love to hear from people who have had experiences with Open Space. Please leave a comment and tell us your story!

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