Open+Space

Agency in agenda-setting
 * OPEN SPACE**




 * What it is**

Guided development and implementation of an agenda that deals with a central theme. Uses the self-organizing capacity and ingenuity of participants to reach learning and knowledge sharing objectives. Participatory approach to identifying relevant learning and knowledge sharing content and methods.

Open Space principles

//Whatever happens is the only thing that could have happened,// because participants drive the process. Participants decide which session they want to join according to their interests and needs, which means //all those who attend are the right people.// //Whenever the work starts is the right time,// because creativity does not happen on a set schedule. //When it is over, it is over.// Move on to something else, even if the subject has been dealt with quickly. //The law of the two feet.// Use your feet to walk out from a session and move to another discussion whenever you feel you are not contributing or not getting anything useful out of a discussion.


 * When to use it**


 * To identify and address key issues for participants in one or two days.
 * Suitable for groups of any size.
 * To support informal learning, brainstorming, networking, deal making and collaboration within small groups who have identified common goals and acted upon them.
 * To address highly complex central themes that no single person or small group can understand completely.
 * To design action plans.
 * Not appropriate when there are specific agenda items to address, or when the participants are not already familiar with the central theme.
 * Suitable for retreats and strategic meetings.
 * Creates momentum and ownership of issues of interest

The 2010 Heads of Field Presences Meeting was carried out using the Open Space method. The table below lists the issues that were discussed, with links to the record sheets (accessible only to OHCHR Intranet users)
 * Example in OHCHR (please move to below "what you will need", when doing the layout. I'm having difficulties moving the table on the Wiki). **

 2. Steps Towards the Eradication of Torture 3. Access to Justice for Indigenous Peoples 4. Accountability of police ||< 22 || 2. Discrimination & Rights for all 3. HIV-related discrimination 4. Human Dignity 5. How to address discrimination through legislation ||< <span style="background-color: transparent; color: black; display: block; font-family: Arial; font-size: 13px; text-align: center; text-decoration: none; vertical-align: auto;">23 || <span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;"><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11px; text-decoration: none; vertical-align: auto;">2. <span style="background-color: transparent; color: #0000ff; font-family: Times New Roman; font-size: 9px; text-align: left; text-decoration: underline; vertical-align: auto;"> Role of regional offices <span style="background-color: transparent; color: black; font-family: Arial; font-size: 11px; text-align: left; text-decoration: none; vertical-align: auto;">3. <span style="background-color: transparent; color: #0000ff; font-family: Arial; font-size: 11px; text-align: left; text-decoration: underline; vertical-align: auto;">Reporting by field presences <span style="background-color: transparent; color: black; font-family: Arial; font-size: 11px; text-align: left; text-decoration: none; vertical-align: auto;">4. <span style="background-color: transparent; color: #0000ff; font-family: Arial; font-size: 11px; text-align: left; text-decoration: underline; vertical-align: auto;">Role/purpose of annual field meeting ||< <span style="background-color: transparent; color: black; display: block; font-family: Arial; font-size: 13px; text-align: center; text-decoration: none; vertical-align: auto;">62 || <span style="background-color: transparent; color: black; font-family: Arial; font-size: 11px; text-align: left; text-decoration: none; vertical-align: auto;">2. <span style="background-color: transparent; color: #0000ff; font-family: Arial; font-size: 11px; text-align: left; text-decoration: underline; vertical-align: auto;">Ending and Addressing Violence Against Women and Traffiking in Human Beings <span style="background-color: transparent; color: black; font-family: Arial; font-size: 11px; text-align: left; text-decoration: none; vertical-align: auto;">3. <span style="background-color: transparent; color: #0000ff; font-family: Arial; font-size: 11px; text-align: left; text-decoration: underline; vertical-align: auto;">Protecting the human rights of migrants ||< <span style="background-color: transparent; color: black; display: block; font-family: Arial; font-size: 13px; text-align: center; text-decoration: none; vertical-align: auto;">24 || <span style="background-color: transparent; color: black; font-family: Arial; font-size: 11px; text-align: left; text-decoration: none; vertical-align: auto;">2. <span style="background-color: transparent; color: #0000ff; font-family: Arial; font-size: 11px; text-align: left; text-decoration: underline; vertical-align: auto;">How to enhance OHCHR engagement in humanitarian action ||< <span style="background-color: transparent; color: black; display: block; font-family: Arial; font-size: 13px; text-align: center; text-decoration: none; vertical-align: auto;">29 || <span style="background-color: transparent; color: black; font-family: Arial; font-size: 11px; text-align: left; text-decoration: none; vertical-align: auto;">2. <span style="background-color: transparent; color: #0000ff; font-family: Arial; font-size: 11px; text-align: left; text-decoration: underline; vertical-align: auto;">How do we make operational the human rights indicators <span style="background-color: transparent; color: black; font-family: Arial; font-size: 11px; text-align: left; text-decoration: none; vertical-align: auto;">3. <span style="background-color: transparent; color: #0000ff; font-family: Arial; font-size: 11px; text-align: left; text-decoration: underline; vertical-align: auto;">How to make sustainable impact on Human Rights in Africa <span style="background-color: transparent; color: black; font-family: Arial; font-size: 11px; text-align: left; text-decoration: none; vertical-align: auto;">4. <span style="background-color: transparent; color: #0000ff; font-family: Arial; font-size: 11px; text-align: left; text-decoration: underline; vertical-align: auto;">Follow up on Open Space recommendations ||< <span style="background-color: transparent; color: black; display: block; font-family: Arial; font-size: 13px; text-align: center; text-decoration: none; vertical-align: auto;">55 ||
 * Open Space discussion topics at the O****HCHR heads of field presences meeting 2010**
 * < <span style="background-color: transparent; color: black; display: block; font-family: Arial; font-size: 13px; text-align: center; text-decoration: underline; vertical-align: auto;">Category of Discussion ||< <span style="background-color: transparent; color: black; display: block; font-family: Arial; font-size: 13px; text-align: center; text-decoration: underline; vertical-align: auto;">Discussion Record Sheet ||< <span style="background-color: transparent; color: black; display: block; font-family: Arial; font-size: 13px; text-align: center; text-decoration: underline; vertical-align: auto;">No. of Participants ||
 * < <span style="background-color: transparent; color: black; font-family: Arial; font-size: 13px; text-align: left; text-decoration: none; vertical-align: auto;">Administration of justice ||< <span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;"><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11px; text-decoration: none; vertical-align: auto;">1. <span style="background-color: transparent; color: #0000ff; font-family: Times New Roman; font-size: 9px; text-align: left; text-decoration: underline; vertical-align: auto;"> Illegal detention/securing release of prisoners
 * < <span style="background-color: transparent; color: black; font-family: Arial; font-size: 13px; text-align: left; text-decoration: none; vertical-align: auto;">Equality & discrimination ||< <span style="background-color: transparent; color: black; font-family: Arial; font-size: 11px; text-align: left; text-decoration: none; vertical-align: auto;">1. <span style="background-color: transparent; color: #0000ff; font-family: Arial; font-size: 11px; text-align: left; text-decoration: underline; vertical-align: auto;">Equality and Denial
 * < <span style="background-color: transparent; color: black; font-family: Arial; font-size: 13px; text-align: left; text-decoration: none; vertical-align: auto;">Field presences ||< <span style="background-color: transparent; color: black; font-family: Arial; font-size: 11px; text-align: left; text-decoration: none; vertical-align: auto;">1. <span style="background-color: transparent; color: #0000ff; font-family: Arial; font-size: 11px; text-align: left; text-decoration: underline; vertical-align: auto;">2020 Vision for OHCHR's field experiences
 * < <span style="background-color: transparent; color: black; font-family: Arial; font-size: 13px; text-align: left; text-decoration: none; vertical-align: auto;">Groups in focus ||< <span style="background-color: transparent; color: black; font-family: Arial; font-size: 11px; text-align: left; text-decoration: none; vertical-align: auto;">1. <span style="background-color: transparent; color: #0000ff; font-family: Arial; font-size: 11px; text-align: left; text-decoration: underline; vertical-align: auto;">Consultative Committees with Indigenous Peoples
 * < <span style="background-color: transparent; color: black; font-family: Arial; font-size: 13px; text-align: left; text-decoration: none; vertical-align: auto;">Human Resources ||< <span style="background-color: transparent; color: black; font-family: Arial; font-size: 11px; text-align: left; text-decoration: none; vertical-align: auto;">1. <span style="background-color: transparent; color: #0000ff; font-family: Arial; font-size: 11px; text-align: left; text-decoration: underline; vertical-align: auto;">Rotation ||< <span style="background-color: transparent; color: black; display: block; font-family: Arial; font-size: 13px; text-align: center; text-decoration: none; vertical-align: auto;">13 ||
 * < <span style="background-color: transparent; color: black; font-family: Arial; font-size: 13px; text-align: left; text-decoration: none; vertical-align: auto;">Humanitarian action/crisis response ||< <span style="background-color: transparent; color: black; font-family: Arial; font-size: 11px; text-align: left; text-decoration: none; vertical-align: auto;">1. <span style="background-color: transparent; color: #0000ff; font-family: Arial; font-size: 11px; text-align: left; text-decoration: underline; vertical-align: auto;">Role/capacity of OHCHR in crisis settings
 * < <span style="background-color: transparent; color: black; font-family: Arial; font-size: 13px; text-align: left; text-decoration: none; vertical-align: auto;">Impact of HR Work ||< <span style="background-color: transparent; color: black; font-family: Arial; font-size: 11px; text-align: left; text-decoration: none; vertical-align: auto;">1. <span style="background-color: transparent; color: #0000ff; font-family: Arial; font-size: 11px; text-align: left; text-decoration: underline; vertical-align: auto;">Measuring Impact, Why? How?


 * How it is applied**

//Before opening the open space//
 * Select a focusing statement, theme or question. The scope of the focus will influence how much time will be required for the OS. The theme should clearly frame the learning and knowledge sharing objectives.
 * Set up the room/s and allocate enough time to allow the group to fulfil its potential.
 * Place chairs in a circle and choose a blank wall for the agenda. Use large sticky notes to arrange agenda proposals.

//During the open space//
 * After explaining the theme and objectives, invite the participants into the centre of the circle in order to fill the agenda.
 * Instruct participants to present their proposal and place it on the agenda, including their name for reference.
 * Avoid duplication by encouraging participants to create one posting per issue.
 * Identify the most passionate or experienced participant on each agenda item to convene the sessions and take notes. The individuals who proposed an issue should in principle take responsibility to convene the session, facilitate and report on it.
 * Propose that sessions be combined or run in parallel if several people have identified the same focus areas.
 * The facilitator must be present yet invisible, providing assistance and guidance only when necessary while letting the participants dictate the learning process.
 * Ensure that the “law of two feet” is properly understood -- if at any time a participant is neither learning nor contributing, they must use their feet to reach an alternative session.
 * Participants may move from group to group in the style of bumblebees, pollinating and cross-pollinating sessions.
 * Conflict can occur when one individual wants to go to two sessions that are scheduled simultaneously. The conflicted person must find the two conveners and convince them either to combine their sessions or change the time. If this approach is unsuccessful, the participant can behave like a bumblebee.
 * Provide enough computers in each session for participants to use for their learning.

//After the open space sessions//
 * Time must be allocated at the end of each session to formulating a report on the learning process. It is helpful to provide the moderators with a standard format that includes the time and title, moderator name, list of participants, discussion points and key recommendations.
 * Convene participants an hour before closing time in order to share highlights and key reflections in a round table discussion.
 * The facilitator must convene with a representative from each session to collect the primary reports in order to prepare a final report after the OS. Add a table of contents, review language and format the document as needed before providing it to the participants in print form or on-line. Wikis or blogs are useful outlets.


 * What to consider**

>
 * Create useful reminders for the participants by visually depicting the theme, the four principles, the law of two feet and stimulating sayings such as: “Be Prepared To Be Surprised” on flipcharts or posters.
 * Set the right conditions for the activity by ensuring familiarity among participants and an atmosphere of collaboration.
 * If too many subjects are identified, use a logical process of elimination to assist the participants in setting a schedule. This may begin by asking participants to indicate their sessions of interest, and eliminating all those without likely participants. Suggest clusters of relevant subjects to reduce the agenda further.
 * To ensure that participants are actively listening during the round-table discussion, a “talking stick” can be passed from one person to the next. Describing the session in one sentence is a good technique for summarizing the outcomes.

"//The first impression that can come to one's mind is chaos. But if one takes a closer look, you see dynamic groups having animated discussions and scribbling out ideas//"

Never try to squeeze an OS into less than a day. One to three days is the recommended length. This rule can be broken if the objective concerns a single specific theme.
 * Timing**

- wall with the open space agenda - print out of the open space principles and instructions - template print outs for reporting - enough flipcharts for the different break out sessions - pencils and markers
 * What you will need**


 * Where to learn more**

Practical information on how to facilitate an open space: “Open Space Technology: A User’s Guide”, Harrison Owen. List of links to resources for facilitators from Open Space World: http://tinyurl.com/2wnk9p6 Watch an Open Space take place in 30 seconds: http://www.youtube.com/watch?v=V22R6_7eDNE Video explaining the principles and process: http://tinyurl.com/234reob

"Everyone had doubts about it before. You go in and there is no agenda. But then it was like a gold rush with everyone going enthusiastically to the centre of the space and writing their topics and putting them on the wall. We had about 70 meetings! Open Space allowed for staff to really express things they would not have been able to express in a structured meeting, including some difficult issues related to management. The law of two feet was great. Open space is an excellent method to empower staff". (Sandy Shibata)
 * Quotes:**

"It provided the space for everyone, regardless of their position and level, to bring up issues they wished to discuss. When we were in those meetings, we were just there as persons wishing to discuss and not as staff from this or the other Section or Field Presence. It created opportunities for discussions that were important to us but that are normally not possible". (Rachel Rico)