Open Space Technology

Open Space is a facilitation method that enables diverse groups of people to collaborate effectively on complex issues in a self-organizing manner. It’s particularly useful when the topic is broad, the participants vary in expertise, and the desired outcomes are not predetermined.

How It Works

In an Open Space session, participants gather together to create their own agenda around a central theme. The process typically involves:

1. Opening Circle: Everyone comes together in a large circle. A facilitator introduces the theme and explains the Open Space principles.
2. Agenda Creation: Participants are invited to propose topics they are passionate about and write them on pieces of paper. They announce their topics to the group and post them on a visible schedule grid, choosing a time and place for discussion.
3. Breakout Sessions: Attendees self-select which sessions to join based on their interests. Multiple sessions run in parallel.
4. Discussion and Collaboration: In each session, participants explore the topic, share insights, and document key points.
5. Closing Circle: Everyone reconvenes to share summaries, reflections, and next steps.

Core Principles

Open Space operates under four guiding principles and one law:

1. Whoever comes are the right people: The participants who are attracted to a topic are those who can contribute most significantly.
2. Whatever happens is the only thing that could have: Focus on the present moment and the value it brings.
3. Whenever it starts is the right time: Creativity doesn’t follow a strict schedule.
4. When it’s over, it’s over: When the discussion has run its course, move on to the next meaningful activity.

The Law of Two Feet:

Participants are encouraged to take responsibility for their own learning and contributions. If they find themselves neither benefiting nor contributing in a session, they should use their “two feet” to move to a place where they can.

Benefits

• Empowerment: Participants have the freedom to shape the agenda, leading to higher engagement and ownership.
• Collaboration: Fosters cross-pollination of ideas among people from different teams or disciplines.
• Efficiency: Accelerates problem-solving by allowing simultaneous discussions on multiple topics.
• Adaptability: Scales effectively for small groups or large gatherings of hundreds of people.

Open Space in LeSS

In Large-Scale Scrum (LeSS), Open Space Technology aligns well with the principles of lean thinking and systems optimization. It facilitates:

• Cross-Team Learning: Encourages knowledge sharing across different teams and departments.
• Self-Organization: Teams self-select topics that are most relevant to their work and interests.
• Transparency: Open discussions promote visibility into challenges and opportunities within the organization.
• Continuous Improvement: Collective insights lead to actionable ideas for enhancing processes and products.

Implementing Open Space

To successfully implement Open Space in your organization:

• Define a Clear Theme: Ensure the central topic is compelling and relevant to all participants.
• Provide a Conducive Environment: Arrange a comfortable space with necessary materials for collaboration.
• Trust the Process: Allow the self-organizing nature of Open Space to unfold without imposing control.
• Facilitate, Don’t Dictate: The facilitator’s role is to set the stage and then step back, intervening only when necessary.

Conclusion

Open Space Technology is a powerful method for unleashing the collective intelligence of a group. By creating an open and respectful environment, it enables organizations to tackle complex issues creatively and collaboratively.