What is Open Space?
Open Space is a dynamic and creative way of collaborating where participants determine what is essential. Instead of a fixed agenda, it revolves around the topics currently relevant to the group. Everyone is free to introduce themes and contribute to conversations that truly matter to them. And the only rule? The 'law of two feet': feel free to go where you learn or contribute the most. This keeps the energy high and engagement optimal.
History of Open Space
Open Space Technology (OST) was developed in the 1980s by Harrison Owen, an organizational consultant and facilitator involved in organizing traditional conferences and events for many years. After a large congress, Owen noticed that the most valuable and lively conversations did not occur during formal sessions but rather during informal coffee breaks. During these breaks, people felt free to discuss what concerned them without the pressure of a tight agenda or fixed speaking times.
This insight inspired Owen to create a new, flexible working method where participants determine the direction of the event themselves without imposing themes or structure. Instead of a central agenda, he decided to give participants the freedom to choose topics themselves and to start and leave conversations based on their interests. This laid the foundation for what we now know as Open Space Technology.
Owen's first Open Space meeting was a success and led to further experiments and refinements of the format. In the following decades, Open Space spread worldwide and was applied in various settings, from small working groups to large international conferences. The power of Open Space lies in the simplicity and freedom it offers: by giving people space to determine the topics themselves, authentic, meaningful interactions and unexpected ideas emerge.
Today, Open Space is used in various sectors, including business, non-profit organizations, education, and healthcare, to improve collaboration and stimulate innovation. This approach is still based on Owen's original vision: a working environment focused on the engagement and creativity of participants in an atmosphere of openness and trust.
Five Principles of Open Space
Open Space revolves around freedom and flexibility, summarized in these five basic principles:
- Whoever comes is the right people – Participants bring the experience and insights needed.
- Whatever happens is the only thing that could have happened – No regrets about what didn't happen; focus on what did.
- When it starts is the right time – Creativity has its rhythm.
- When it's over, it's over – Stop when everything has been said.
- Wherever it happens is the right place – Where people come together, that's where it happens.
Law of Mobility (The Two Feet Law)
In Open Space, you are free to move at any time. Do you feel that you cannot contribute or learn in a session? Then, you can easily go to another discussion. In other words, if you find yourself in a space that does not bring joy or radiate gratitude, you are free to go to a place where you feel more value.
This principle, the Law of Mobility, promotes an open, flexible atmosphere where everyone finds the right space to grow and stay engaged. The term "Two Feet Law" is sometimes used, but the "Law of Mobility" more broadly reflects that every participant has the freedom to move, whether literally or figuratively. This is the most well-known principle of Open Space and emphasizes each participant's personal responsibility and freedom to be where they feel most engaged.
Self-organization with the Marketplace Model
Open Space requires an open, flexible attitude without strict planning. Creating a tight schedule with fixed time slots, as in traditional meetings, is unnecessary in Open Space. In a pure, Open Space, a session begins when it is ready to start and ends when everything has been said. There are no time limits or mandatory session divisions into fixed blocks; everything unfolds organically. Some sessions arise spontaneously, last longer than expected, or are shorter – and that is precisely the intention.
Instead of a fixed agenda, Open Space has a 'marketplace'. Participants can propose topics by writing them on a board, creating a spontaneous and self-organizing structure. Everyone chooses where they want to join without a central schedule dictating where and when this occurs. This flexibility ensures that each participant can have their own meaningful experience in an environment where the right conversation always happens at the right time. This pattern of "emergence" – where the process unfolds spontaneously without interventions or limitations – makes Open Space so effective and allows for unexpected insights and valuable interactions.
Open Space Facilitation
The Role of the Facilitator
A facilitator sets the tone and creates a safe, inviting space without directing the outcomes. Their main task? Helping participants take their own space and trust the process. The group flourishes when people feel free to share ideas through this 'light' approach.
A good facilitator does not direct or intervene but allows space for self-organization. With a calm and observant demeanor, they create an atmosphere where creativity, engagement, and spontaneity are central. Thus, a good facilitator enhances the quality and impact of the session.
A facilitator in Open Space ensures a safe, open atmosphere where participants can share and move freely. The preparation of a facilitator begins with a clear understanding of the basic principles of Open Space. They must not only grasp these principles themselves but also be able to explain them simply to the participants. Additionally, they ensure that the physical or online space is ready for self-organization, with a central board (the 'marketplace') for topics and enough places to hold conversations.
A good facilitator also prepares mentally; it is crucial that they can stay in the background and not intervene in the content of conversations. Instead, they focus on supporting the process, for example, by emphasizing the Law of Mobility and the core principles at the start. The facilitator remains observant and present, ready to assist if practical support is needed subtly but without directing the outcomes.
During the preparation process, the facilitator can also think about how they might handle any challenges, such as quiet participants or technical issues in an online environment. This preparation helps them remain flexible and keep the process running smoothly, allowing participants to experience the freedom to follow their own "path" in Open Space.
Another Mindset
Open Space calls for an open, flexible attitude. Spontaneous processes and personal choices replace fixed agendas and strict rules in this setting. This process may feel too slow for some, while others may find it too fast. Specific sessions attract many participants, while others remain quiet, and sometimes, a session may not align with one's interests. This requires letting go: no intervention is needed; what happens, happens.
Even if not everyone can be present, Open Space continues. This pattern of "emergence" – where what is needed arises naturally – is at the core of Open Space. The process unfolds in its way, and through this dynamic, natural conversation, surprising insights and connections arise that might otherwise have gone unnoticed.
What Do You Need to Organize an Open Space?
For a successful Open Space, you need a few practical things:
- Space: Open and flexible, with enough seating for smaller discussion groups.
- Wall Space or Boards: For collecting and visibly displaying topics, such as on flip charts.
- Writing Materials: Markers, notepads, and paper to jot down ideas.
- Food and Drinks: Coffee, tea, and snacks create a relaxed atmosphere.
These simple necessities make it easy to create a pleasant, free environment where participants feel engaged.
Keep It Simple
Simplicity works best. Open Space avoids complicated structures and tight agendas that can hinder the natural flow of ideas. It is about an open and relaxed approach, where participants feel free to step in and out of conversations. In this simplicity lies the power of Open Space: conversations arise spontaneously, without limitations or expectations. This creates space for genuine connections and surprising insights.
Safe and Inclusive Space
In Open Space, everyone is welcome. The facilitator and sponsor create a space where respect and openness are central. Everyone should feel safe to share ideas without judgment or criticism. Ensuring an atmosphere of trust creates an environment where every voice can be heard. This allows unexpected results and original ideas to emerge. A safe, inclusive space forms the basis for collaboration, engagement, and creativity.
What If "Conflict" Arises? In a classic Open Space, the facilitator does not participate in conversations or intervene during sessions. The responsibility for the course of conversations lies entirely with the participants themselves. This means they must resolve any conflicts or differences of opinion themselves. The power of Open Space lies precisely in this autonomy: participants are responsible for the dynamics and respect within the sessions.
In some cases, certain behavioral norms or working agreements may be agreed in advance. Think of guidelines for respectful communication or specific manners. However, these agreements can also be a point of discussion, as they may conflict with the principle of complete self-direction. In a classic Open Space environment, the emphasis is on trusting participants to create a safe and productive atmosphere themselves. The facilitator monitors the process and provides a supportive presence but consciously leaves control in the hands of the group.
Size of Open Space
Open Space can be applied on any scale, from small teams to large conferences with hundreds of participants. Thanks to the self-organizing structure and open agenda, energy is maintained regardless of group size. Whether it is an intimate gathering or a large event, the principles of Open Space ensure an organic and inspiring experience.
Open Space Online
Open Space works surprisingly well in an online environment, too. Thanks to digital platforms, participants can come together as easily in virtual spaces. With the help of breakout rooms and a digital 'marketplace', participants can create, choose, and move freely between different conversations online – just like in a physical Open Space.
The core principles remain intact digitally: every participant can propose topics and attend or leave sessions. Breakout rooms serve as flexible virtual spaces where interaction can proceed as naturally as in a physical setting. A facilitator can ensure a clear start and explanation of the principles, after which the sessions take shape independently.
This online approach allows participants worldwide to participate and exchange ideas, regardless of their location. Whether you meet physically or virtually, the power and flexibility of Open Space remain intact, ensuring an open, productive experience where connection and spontaneous creativity are central.
Open Space Alternatives
Variants of Open Space
Options Space/Options Place: In this variant, there is additional guidance to structure discussions and capture insights. Think of appointing a note-taker or visual notes. In Options Space, a facilitator can contribute to more balanced participation without intervening in the conversations. This helps give both quiet and outspoken participants space.
Extra Facilitation for Sensitive Topics: Additional support may be desirable for sensitive subjects, such as experienced facilitators who can guide emotional topics or ensure a safe environment. Depending on the sponsor's needs, this extra facilitation can contribute to exploring a respectful, compelling theme.
It is important to note that Open Space is not always the most suitable method for every situation. Alternatives such as World Café and Conversation Café may be more effective depending on the context and objectives of the meeting. These methods also offer opportunities for collaboration and dialogue but with different structures and approaches that may better align with specific needs.
Contact
Open Space Facilitator with Extensive Experience
Frederik Vannieuwenhuyse has extensive experience facilitating Open Space Technology (OST) in various environments. He has applied Open Space in diverse contexts, from unconferences and conferences to retreats and international meetings.
Frederik has enhanced his experience through training in the Open Space Leadership Workshop by Steve Holyer, which has given him additional skills in facilitating Open Space sessions that are accessible and stimulating for participants. His broad experience and trained background make him suitable for organizations interested in implementing Open Space Technology within their context.
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