Open Space
Open Space is a flexible and dynamic forum for engaging participants of all sizes in meaningful discussions around climate resilience. Participants propose topics they are passionate about or curious about, creating their agenda for discussions. Throughout the session, participants move freely between discussions, contributing ideas, and insights. Facilitators guide each discussion, ensuring active participation and capturing key points. The process concludes with a convergence session where insights and next steps are shared, fostering a sense of ownership and commitment to action among participants. Open Space empowers diverse groups to explore innovative strategies and solutions for building resilience in their communities.
Steps:
Opening Session:
Begin with a large group session to introduce the Open Space concept, explaining the principles and the overall theme related to climate resilience, such as "Innovative Strategies for Enhancing Community Resilience."
Participants are invited to propose topics they are passionate about or have questions on, related to the broader theme. These topics are then posted around the room on large sheets of paper or boards.
Creating the Agenda:
Each participant who proposes a topic becomes the facilitator for that discussion. They choose a location and time slot for their discussion, creating a makeshift agenda that others can join.
Ensure that everyone understands they can move freely among discussions, contributing as they wish.
Conducting Discussions:
Discussions occur simultaneously in different parts of the room or in designated spaces. Participants join the discussions that interest them and can move freely between them, according to the principles of Open Space.
Facilitators of each session guide the conversation but also encourage all participants to contribute actively.
Documentation:
Each discussion group uses flipcharts or sticky notes to record key points, ideas, and conclusions. This helps in capturing the collective intelligence of the group and ensures that ideas are not lost.
Encourage participants to take pictures or notes if they wish to keep a personal record of the discussions.
Convergence and Sharing:
Towards the end of the session, gather all participants back together for a closing circle where discussion leaders summarize their group's key outcomes and proposed next steps.
This is also a time for reflecting on the process, sharing insights, and discussing how the ideas generated can be acted upon.
Follow-Up:
Plan for follow-up actions based on the discussions. This could involve forming task forces, planning further meetings, or distributing a summary document of the proceedings to all participants.
Keep the momentum going by ensuring that the ideas and commitments made during the Open Space are taken forward in practical ways.
Duration:
Flexible, typically ranging from a couple of hours to a full day, depending on the complexity of issues and group size
Group Size:
Adaptable to a wide range of sizes, from small groups to over a thousand participants
Materials/Resources Needed:
A large open space with the ability to host multiple simultaneous discussions
Chairs and tables for various discussion groups
Flipcharts, markers, and sticky notes for each group to record ideas and discussions
Optional: Colored dots or stickers for participants to vote on ideas or priorities
Accessibility Considerations:
Ensure the venue is accessible to all participants, including spacious pathways and seating arrangements for those with mobility aids.
Provide materials in accessible formats as needed, including large print materials or digital alternatives.
Tips/Pointers:
Emphasize the four principles of Open Space throughout the process to help manage expectations and foster a productive environment.
Be prepared for moments of chaos or lulls; trust in the process and allow participants to navigate their own paths through the discussions.
Works well for Engaging large and diverse groups in meaningful discussions, especially when conventional meeting structures may stifle creativity or exclude minority opinions.
Given the flexible and dynamic nature of Open Space, it's important to have skilled facilitators who can help guide the process and intervene gently if necessary to maintain a constructive and inclusive atmosphere.