#53 Open Space Technology (OST)

1. Method Name

Open Space Technology (OST)

2. Alternative Names

Open Space, Unconference

3. Brief Description

Open Space is a method for organizing and facilitating meetings or conferences in which the participants themselves create and manage the agenda. It is based on the principle of self-organization around the topics that are most important to the participants.

4. Purpose / When to Use

It is used to address complex and urgent issues that require the engagement and creativity of a large and diverse group of people (ranging from 20 to 2,000+). It is ideal when there is no clear-cut solution and ideas and action plans need to be generated quickly.

5. Procedure / How to Apply It

1. Preparation: The facilitator sets up the space with a central circle of chairs and a large wall (“marketplace”) where the agenda will be displayed.
2. Opening: The facilitator explains the main topic and introduces 4 principles and 1 law:
- Principles: 1. Whoever shows up is the right person. 2. Whatever happens is the only thing that could have happened. 3. It begins when the time is right. 4. It ends when it’s over.
—The Law of Two Feet: If you find yourself in a situation where you’re neither learning nor contributing, use your two feet and move somewhere where you’ll be more useful.
3. Setting the Agenda: Participants who have a topic they want to discuss write it down on a piece of paper, announce it to the others, and place it on the “marketplace” in a specific time and location slot.
4. Group Discussions: Participants move freely between discussion groups based on their interests (thanks to the Law of Two Feet).
5. Collection of Outputs and Convergence: The outputs from each discussion are recorded, and at the end, they are all summarized, and next steps are agreed upon.

6. A Real-World Example

The city wants to create a new development strategy and will invite 100 residents, business owners, and activists to an all-day Open Space event. Topics will include, for example, “How to improve cycling infrastructure?”, “More green spaces in the city,” and “Supporting local businesses.” Throughout the day, specific ideas will emerge, and working groups will be formed to continue working on these topics.

7. Benefits

- High level of engagement and energy: People discuss topics that truly interest them
.- Quick and effective resolution of complex problems
.- Promotes self-organization and accountability
.- Suitable for large groups.

8. Risks / Limits

- It requires courage on the part of the organizers: Managers must be willing to relinquish control over the agenda
.- It can seem chaotic: For people accustomed to traditional meetings, the initial chaos can be unsettling.
- Not suitable for simple topics: It’s pointless if you just want to present a decision that’s already been made
.- Results aren’t guaranteed: The quality of the results depends entirely on the participants’ engagement.

9. Practical Tips

- Trust the process: Even if it seems chaotic at first, the process works. The important thing is not to interfere and to let it run its course.
- The “two-feet rule” is key: Remind participants to actively use it. "Bumblebees" (people who pollinate various discussions) and "butterflies" (people who just relax and create space for conversation) are an important part of the process
.- Make sure you have a good facilitator.