Campus Ecologist

Volume 12, Number 1, 1994

Open Space Technology: Conferencing By Design

By Joan M. Burleigh and Suzan E. Hutchinson

Conferences are typically organized with a pre-set agenda, time allocations, meeting rooms, and selected speakers. While this design is appropriate for the dissemination of specific information and special skills, it impedes interaction between participants.

People are creative when allowed to fully participate in the space around them. An ecological perspective implies a relationship between individuals and their environment (Banning and Kaiser, 1974). Time and space are intentional human creations and both are a product of the individual (Owen, 1987). Banning and Kaiser and Owen suggest that people respond uniquely to their environments. Because of these factors, individuals in conference or problem solving sessions should have the opportunity to function in an environment which encourages their participation to meet their individual interests.

Open Space Technology

Open Space Technology (OST) is a way of facilitating conferences and symposiums without the restrictions imposed by pre-set agendas, and time and space requirements. Harrison Owen and others developed the concept of OST in the late 1980s. OST is a flexible approach to interactive learning and is used by organizations around the world for groups ranging from 5 to hundreds of individuals. The uniqueness of this conferencing concept is its openness which allows interaction of all participants in large or small group sessions.

Thought-provoking and stimulating problems, concerns, and interests are actively pursued in Open Space Technology meetings. With only a central theme and simple starting instructions from the facilitator, large and small groups are able to self-organize and self-manage their own conference. OST provides for flexibility and fosters an interactive forum to meet the needs of participants.

Basic Requirements for Open Space Technology

According to Owen (1992), Open Space Technology happens in time and space, and although the requirements are minimal, they are necessary. The first requirement is the creation of a theme statement. This statement is the primary mechanism for focusing discussion and inspiring participation (Owen, 1991). The second requirement is that the group must be interested and committed to the task at hand. Participants in the group are given the responsibility to develop the issues around the theme. The third requirement is space, which does not need to be elaborate, but should be comfortable and large enough for the participants to move about freely. The final criteria is the time required to complete discussions and conclusions surrounding the issues. Given freedom, responsibility and open space, a committed group of individuals participate in interactive learning at its highest level.

The Structure of Open Space Technology

There is a basic structure in addition to the minimal requirements that creates a supportive environment for participants to discuss their issues around the theme. The elements of this structure include an informal opening, at which time a facilitator gives the participants simple starting instructions about setting the agenda. To set the agenda, a participant writes down their issue along with the time and location to meet on the issue. ( A matrix with the various times and locations available for conference is pre-arranged so that this step is easily accomplished by all participants.) This process of agenda setting continues until all issues are identified. The issues are posted at a central location where individuals "sign-up" for the session(s) they want to participate in. This is accomplished by signing their name to a poster which announces the topic and includes the time and location of the meeting. This part of the meeting is chaotic. However, structure emerges from the chaos. The end result is that participants set the agenda and empower themselves to self-manage each workshop.

The Implementation of Open Space Technology

Owen (1991) outlines four principles and one law for the implementation of Open Space Technology. The principles are:

1. whoever comes is the right people,

2. whatever happens is the only thing that could have,

3. whenever it starts is the right time, and

4. when it's over, it's over.

Each principle states the obvious, and is important for keeping the participants focused on the important issues of the meeting. It also suggests that the participants dictate the flow of the meeting and determine the time of starting and ending. Furthermore, the creative moment does not pay attention to the clock, but is ruled by the issues at hand.

"The law of two feet" governs the meeting. According to Owen (1991), this law is the most important factor in the design of the meeting. If a participant finds they are not interested in or contributing to the discussion of a particular issue, they leave and find another session to participate in. The point is that the participant is responsible for which issues and/or groups they choose to be a part of. Not only does it allow participants the freedom to select meetings and the length of time to participate, but it also fosters the transfer of information across various groups.

Other elements to the basic structure and implementation process include on site-computing for real-time record keeping, daily announcements, flexible meal schedules, and the output of a formal report. The reader is referred to Open Space Technology: A User's Guide (Owen, 1992) for specifics on the implementation of these elements.

Practical Steps in Open Space Technology

Open Space Technology works well for diverse groups with complex questions around issues for which answers may not be clear. Many agencies with complex issues have transformed various operations using OST. Following are the steps these various agencies took to prepare and facilitate OST.

1. Preparation for the Meeting

Preparation for the meeting includes setting the central room in a circle (or concentric circles) for all participants; providing a hand-held microphone; supplying magic marker and paper; furnishing a bank of computers (optional) and, setting matrix of times and locations available for individual sessions.

2. Facilitation of the Meeting

The facilitator re-states the theme of the meeting. This is brief because the brochures/ invitations already explained the purpose of the conference.

3. Instructions to the Participants

The facilitator explains to the group that the participants create the issues. These issues are ideas around the theme they have passion forand are willing to take responsibility. The participants take responsibility for their issues by walking to the center of the circle and recording their topic on the paper provided, announcing the topic to the group and convening the session.

4. Establishing the Agenda

After the issues are presented, they are posted on a blank wall which is designated as the Community Bulletin Board. The individual creating the issue sets their agenda by selecting the time and place for holding the meeting from the posted matrix. The participant applies their selected time and meeting place to their topic. This process continues until there are no more issues presented on the floor.

5. Signing Up For and Attending the Meetings

Once the issues are posted at the Community Bulletin Board and the times and locations are applied, individuals "sign-up" for the issue(s) they want to participate in. Participants attend sessions at the designated starting times. Once in the meeting, the convener or someone selected by the convener records the proceedings. These proceedings are later entered into computers which are located in the central room. This real-time process keeps participants informed about those meetings they were unable to attend.

6. Closing the Meeting

When the session are over, participants return to the central location where chairs are again set up in a circle. At the closing, a hand-held microphone is passed around to each participant for them to share their observations, conference developments, and challenges for the future.

Summary

The strength of Open Space Technology is its ability to promote leadership, interaction, and comfort among individuals in their environment. OST reduces the time allocated for planning conferences and meetings, promotes an increased level of creativity and productivity, and empowers participants to freely exchange ideas and information. By using an unrestricted environment, individuals transform and develop their strengths.

References:

Banning, J & Kaiser, L. (1974). An ecological perspective and model for campus design. Personnel and Guidance Journal, 52, 370-375.

Owen, H. ( 1987). Spirit: Transformation and development in organizations. Potomac, MD: Abbott Publishing.

Owen, H. (1991). Riding the tiger: Doing business in a transforming world. Potomac, MD: Abbott Publishing.

Owen, H. ( 1992). Open space technology: A user's guide. Potomac, MD: Abbott Publishing.

Editors note: Joan M. Burleigh is a Research Associate in the Department of Electrical Engineering and directs the Central Auditory Research Center at Colorado State University. Suzan E. Hutchinson is a Research Associate in the Department of Civil Engineering.

Resource References: Physical Environments and Conferencing

C.M. Deasy and T.E. Lasswell (1985) in their book Designing Places for People outline the basic physical design considerations for people meeting together. They define a conference as "a gathering in which everyone is potentially a participant." (Deasy and Lasswell, 1985, p. 75). They contrast the conference to the lecture where participants remain more passive. From the requirements that are given by Deasy and Lasswell, pages 74-86, the following seem most important for designing conference spaces:

1. Every participant can see the face of every other participant.

2. Every participant can face the speaker.

3. Every participant can hear any speaker.

4. Every participant can face any visual presentation.

5. A circular table 6 feet in diameter can accommodate 6 or 7 people for a working conference and a 10 foot diameter can accommodate 10 to 12 people.

6. If conference arrangements create head-to-head spacing greater than 20 feet, some form of voice amplification will be normally required.

7. In accommodating large groups where more than one row of seats is required, the additional rows of seats should be elevated.

8. Where visual presentations and displays are a normal part of meeting agenda, a horseshoe configuration is more effective than a circle.

9. Any meeting space should provide a standing area.

10. For informal meetings:

a. Keep group size within 12 ft. circle.
b. Seating, tables, etc. should be easy to move.
c. Lighting should be adaptable.
d. Sound control and acoustics should be appropriate for meeting purposes.

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