Teilnehmerzahl
170
Dauer
3 days
Sprachen
Englisch
Documentation from the workshop:
Bios – Blended & Integrative Open Space
11 a.m. May 14, 2010
Juliane and Holger started the workshop by asking the group to share what virtual tools they have been using for Open Space. The list included the following:
* Yammer, Blogs/Facebook/Twitter/IRC/Blogs/Mind-mapping/Telephone/Conference/Peanut Butter works/Tool blog (only in German)
* Shared agenda, Author stream, Shared documents in Google/Drop Box to exchange documents but does not always respect the format; Webex, Mixxt/ Ning/Live Meeting/
* Google Wave, Netwave similar to Linked in/ Viadeo in France/Doodle/Etherpad/Wiki/ Status.net (a microblogging platform)
* “Whole Person” facilitation process is an alternative meeting method; people are sick and tired of meetings as they are now in their workplace; looking for alternatives.
Different people work on different platforms; Need ways to real life OS to virtual distance methods. Want to include multiple tools that capture written, visuals, film, etc.
Holger describes a client event where they set-up a Ning platform beforehand primarily for socializing. The conference which included a major of the Agenda as Open Space provided time at the end of the afternoon for people to utilize different media tools to capture reports, experiences, etc. It was an event where people were able to live/learn Open Space, World Café plus learn about a variety of virtual tools.
The goal of using tools is to:
* Improve documentation
* Improve action after
* Improve and retain the memory of our Open Space experience
Holger and Juliane provide a one-pager (see attached) describing the Blended and Integrative Open Space (Bios) which focused on the Pre-work, Actual and Post-work of Open Space.
Stages include:
1. Sponsor (scoping the assignment) topic, theme, purpose, materials, on-line library
2. Steering Group preparation for those organizing the event especially when people are not in one single location and will need to communicate virtually. Objective is the make the communication transparent; is it also possible to begin the spirit of self-organization at that point.
3. Invitation where we start the connectivity between participants before the actual Open Space event.
4. Open Space Event itself including documentation which can even extend to the outside world (people not attending but part of the group)
5. Notes, Action, Progress
Multiple tools can be used
Holger then asks the group to describe the challenges they see in each of the above steps/stages
* There is a need for simplicity; must acknowledge the different levels of technical competence of participants; wise to reduce the number of tools.
* The initial log-on can be a problem at times. Would be nice to avoid log-in but not always possible; often to protect access to the site and to the information
Pre-work with client
* In the pre-work with client, we must spend time outline the risks of using multiple media tools; risks he/she may not fully understand. At times providing too many tools can be a danger.
* On-line library: the question to ask from perspective of sponsor, what does he really need or want. One participant mentions that information on OS site is not user friendly to client; also Wikipedia could leave a negative impression. Another participant says it’s not about the client understanding Open Space the process; it’s about what the client is looking to achieve in Open Space, be mindful of their goals and the sustainable results they are looking for. The need is perhaps more for an individualized library tied to the specific needs of client recognizing that at times we are dealing with HR representative or Mgt who will have different questions and needs.
* Do we need to reduce the number of tools recognizing a mixed target group?
* Working with a large organization can be difficult also as they may be restricted in their access to certain media; should we then use they own tools/platforms I.e. Lotus notes to make it easier for them.
* Also we don’t want them to have to download new software.
* Then we can’t only think of corporate clients; many other non-profit organizations with different needs. In non-developed countries, access to internet is non-existent; even getting to a phone is difficult. Some client situation are such that some people live in countries where all is available and others in the same group have almost nothing which limits their representation on the organizing committee. How do we make them feel comfortable? Many are not comfortable with wikis and continuous connectivity.
* Then interestingly, internet access is growing exponentially. Available in poor countries like Bolivia; more people connected in China than Germany.
* In future, we will all connect through cell phone.
Pre-work with steering/facilitating team
* Role of facilitator is not always easy; sometimes need a strong moderator. At times, long periods of silence as people wonder if they can speak and then everyone speaking at once.
* Suggestion of using white board with a large circle and people sitting around the circle. Talking stick in the middle and by computer, can even simulate picking up the talking stick, speaking and then putting it back in the middle. This can also be done on a simple conference call.
Invitation
* Main purpose is to socialize and start connecting people. Risk is that if only a few participate, it could give an impression that no one is interested in the upcoming event or another risk is that we make assumptions based on some but not being represented in this initial group.
* Then the assumption is that people who are passionate and excited about the upcoming event are those who will show up on a Ning site beforehand.
Open Space Event
* Discussions about using technology during the event i.e. twittering, using computer, etc. Challenge of protecting privacy and then allowing people to use technology without taking away from the spirit of Open Space.
* What is the protocol? What are the guidelines? This should be discussed with the client beforehand; will vary client by client.
* Issues of trust, safety; people who do not want to have their photos taken or broadcast on the internet. To broadcast photos, it is the law in many countries that you need signed permission. A solution is to use an arm band clearly identifying for example that this person does not want their photo taken. Others may sent photos and notes to a group for approval prior to publishing to assure that what needs to be confidential remains so.
* Use of computer, blackberry for some is a way to get away, to take notes quietly to reflect or even to connect one on one with a few others when one is less comfortable speaking to a larger group.
* Having a twitter wall on a big screen, capturing live in the moment experiences, also photos being immediately uploaded. Later this becomes an important data bank and reference.
* If notes are too condensed, at times the essence and richness of discussions can be lost.
Action Planning/Follow-up
* Goal is to have sustainable action using all kinds of social media. The challenge is how to transport the atmosphere of an Open Space meeting to the follow-up phase.
* Ultimately the group decides which social media tools to use. This decision and perhaps even the training is best if accomplished as part of the pre-work discussions not as an after-thought in the moment.
Workshop Convener
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Juliane Neumann and Holger Nauheimer
Other participants
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Suzanne Daigle
Susanne Korsmeier
Ineke Hurkmans
Peter Otto
Matthias Bär
Petra Pinger
Johannes Ponader
Annette Heiß
Claudia Antoni
Lucian van den Plaats
Hempal Shrestha
Thomas Herrmannn
Frank Little
Ceren Bebek
Gabriela Ender
Beate Hardensett
Romy Shovelton
Miriam Notowicz
Christine Koehler
Bettina Warwitz
