Open Space Conferences/Technology

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Open Space Conferences/Technology

🔥 Open Space Technology (OST), also referred to as "Open Space Events", or "Open Space Conferences", or simply "Open Space", is a way to conduct conferences (symposia, large events and gatherings) that can also be used as an organization development tool.
One of the reasons Open Space conferences became quite popular over the years is their uniqueness compared to traditional pre-planned conferences:

• Pre-planned conferences are typically following a program that is planned well in advance of the conference and has a predetermined line-up of speakers. The speakers would typically be notified several weeks before the conference that they will be speakers. And usually the speakers will be experts in a particular area to be discussed or to be looked upon.
• Open Space events on the other hand allow everyone to participate and speak with people they may normally not have a chance to speak to. Let's look in some more depth at this interesting tool which organizations can incorporate into their OD toolbox.

Definition of Open Space Technology

The father of OST, Harrison Owen (2008) refers to it as: a method for organizing and running a meeting or multi-day conference where participants have been invited to focus on a specific, important task or purpose. Usually, the specific task or agenda of the meeting is (partly) unknown until people arrive at the meeting place. In Open Space conferences, the participants create and manage their own agenda of parallel sessions around a specific theme. These events require a minimum of five people according to Owen.

Origins of Open Space Technology

OST methodology was originally developed in the early 1980s by Harrison Owen. He owned a consulting firm which focused on culture and function myths in organisations. He then discovered the concept of open space after getting feedback from participants that they had the best conversations and/or exchange of ideas during the coffee breaks! Apparently when people are relaxed and are discussing topics without anyone being referenced as special or an expert in an area, they tend to participate more and openly share their ideas. Open Space was Owen's way of making the whole of a conference one big coffee break, albeit with a central theme (purpose, story, question, or "myth") that would guide the self-organization of the group.

Principles of the Open Space Technology

The process under this methodology is designed to be highly participatory, inclusive and collaborative. It can be an interesting organization development tool that managers can incorporate in their organizations to solve a problem or share ideas regarding a particular area of interest. Owen claims that OST is guided by four principles which are explained below:

1. WHOEVER COMES IS THE RIGHT PEOPLE
   This principle assumes that since people choose the sessions or meetings they want to attend, the people that attend the conference are the right people. Even if a session only has two participants, these two people might be exactly the right people to meet at that time to do something great together.
2. WHATEVER HAPPENS IS THE ONLY THING THAT COULD HAVE HAPPENED
   Under OST events, no one can predict the ideas that might be raised or what might end up being discussed. Hence, anything or any issue that is raised during the meetings would have been meant to be addressed. Therefore, participants are invited to concentrate on the moment with an open mind in order to thoroughly exhaust the topic at hand or find ways to solve a problem.
3. WHENEVER IT STARTS IS THE RIGHT TIME
   This principle implies that participants may get creative or get ideas at different times during the meeting. Hence, whenever the idea or creativity strikes, the participant can immediately bring forth the idea without waiting for a specific time. Therefore, participants should be attentive to a moment when creativity arises. Whether that is as part of the group sessions or in one to one conversations at the lunch buffet or during a coffee break.
4. WHEN IT'S OVER, IT'S OVER
   Although participants are allowed to be creative in their own time, this principle subscribes to the view that getting the work done is more important than sticking to the schedule. After an issue was raised and a conversation has taken place and is deemed finished, the topic will be closed for discussions. If they finish their topic earlier, they can also close the session and do something else instead.

Owen goes on to outline a law under this methodology which can be observed. It is the "law of the two feet" which states that if one finds themselves in a situation where they are neither learning nor contributing, they will and should move somewhere where they can contribute or learn.

Merits of Open Space Conferences. Benefits

Below are some of the main advantages of OST:

1. ENCOURAGES COLLABORATION AND INNOVATION
   Since such events provide a platform from free and open dialogue, managers can benefit from increased innovation alongside employees’ creativity as they will be sharing different perspectives and ideas relating to the topic at hand.
2. EMPOWERS PARTICIPANTS
   Participants usually feel empowered as they participate in topics of their interest thus it leads to more commitment and responsibility from employees in particular. Also, it allows them to keep engaged in the topic at hand.
3. ENHANCES PROBLEM SOLVING AND DECISION MAKING
   Since participants bring to the table their different views, it allows managers to gain insights from the collective intelligence of the participants which will inherently contribute to more effective decision making and solutions
4. SUPPORTS ORGANISATIONAL LEARNING AND KNOWLEDGE SHARING
   The participants combine and share their knowledge in the meetings. Therefore each and every participant will have an equal opportunity to learn from others’ experiences and knowledge.

Drawbacks of Open Space Events. Pitfalls

OST has several drawbacks, the main ones are outlined below:

1. LACK OF STRUCTURE
   OST lacks structure and relies heavily on self-organisation which may be difficult to some managers or employees who love structured programs or ways of solving problems.
2. UNEQUAL PARTICIPATION
   Since OST does not have a structure, some participants may dominate the discussions and leave little or no room for introverts who may need to be given space and attention to make them participate.
3. TIME MANAGEMENT IS HARD
   OST as a tool can be time consuming as it usually accommodates a large number of participants as well as multiple discussion topics at times. Hence, it may be difficult to effectively manage time and give enough attention to all the topics.

Overall, OST can be used in developing the organization as a whole as it empowers participants, facilitates collaboration and supports organizational learning. The tool may be useful to managers in fostering a culture of inclusiveness and creativity thus leading to a more engaged workforce. Despite of its benefits, managers also have to consider the challenges that come with OST such as its lack of structure and difficulty in managing time effectively.

⇨ I'm looking forward to your comments.

References
Owen, Harrison (2008). "Open Space Technology: A User's Guide". United States: Berrett-Koehler Publishers.
Abadesco, Enrique V. Jr. (2015). "An updated definition of organizational development". Business Inquirer.

		Comments Rating
		2 Maurice Hogarth Consultant, United Kingdom
	Conference Communication for Participation and Performance This is an approach that we used at the Ford Moto Co., during my time with them during the 1980s. We were not aware of Harrison Owen. Our use of this approach was due to having come across the Metapla...