Today John Inman had a great post on using the world cafe for a five hour strategic planning session with a non-profit. His process works as follows:
First I asked that the whole system be in the retreat. We had board members, a customer, grant writer, community member, and contractors.
1. Introduction in group setting
2. Introduce the process
3. Pose the question
4. Three cafe tables with three people each, start the cafe
5. Three rounds of conversation each 20 minutes
6. Returned people to original table and asked them to capture the main themes at each table. 20 minutes
7. Harvested main themes in group
8. Group process for prioritization and assessing performance on each focus
9. Opportunity map outcomes
10. Group process to explore opportunities to work on and time frames
11. Assign teams to develop tactical plans to address opportunities
12. Used affinity process to capture everyone’s values, and group into value titles
13. Developed the values for the non-profit from this harvest
14. From conversation developed mission for the non-profit
15. Created list of what the non-profit is and is not for them to develop a story about their organization and it role in the community
16. Provided a foundation for a vision statement to be drafted.
17. Reflection session and adjournAnd all of this in 5 hours. It was the most productive planning session I have ever had and I believe that is in no small part due to driving them into conversation early and the power of conversation transformed the session.
Years ago I developed a process for doing something similar in Open Space. the challenge was how to hold an open planning conversation on the future of the organization, but address key areas without being controlling. We designed a day and a half strategic planning retreat with a non-profit by first identifying the key areas which the plan needed to cover. In this case the organization needed to plan in five basic areas: services, funding, human resources, government relations and labour relations. We then issued an invitation to everyone who needed to come. Our process ran like this:
- Prepare a harvest wall with five blank spots for reporting, each with one of the five topic headings.
- Open Space and invite any conversations to take place but point out that only those conversations that touch on the five planning topics will go forward into the plan.
- Open Space as usual with convenors hosting sessions and taking notes. Convenors type notes up on laptops and print them out, placing the printed copy in one of the five topic areas (or outside the five topic areas, if the conversation was not relevant to planning).
- Overnight, compile the reports from each of the five groups and print a copy for each participant.
- In the morning, there are five breakout spaces in the meeting room each one focusing on one of the five topics.
- People self-organize their participation in a 1.5 to 2 hour conversation on each of these five areas. I think we asked them to undertake specific tasks such as identifying key priorities, and planning action (including preliminary resource estimates and communications implications). Also we asked them to identify initial implementation steps. Rules of Open Space applied, especially the law of two feet.
- Groups met and then reported back. Their initial plans were then sent to the executive of the organization for refining and more detailed resource costing (everyone knew that going in).
Like John, my experience of the process was incredibly productive and the plans were excellent, and sustainable over the long term because there was a huge amount of buy-in from the co-creation process.
These participatory processes are far more than “just talk” and with wise planning and focussed harvests, they are a very fast way to make headway on what can otherwise be tedious planning processes.
A cafe today, with littler preparation on the ground and a tricky issue in a community, but a good result today and some good learnings about harvesting. Here are my notes:
Before we began the chief invited us to stand in a circle to pray and to have some introductions. I was introduced and invited the group to find beauty in the work here, identifying what they really cared about for the education of their young people. We stayed standing in the circle for a half hour while some of the Elders talked about how hurt they had been over the past several years as the work the community had done to set up and govern the education system had gone sideways. They expressed frustration at the lack of communication and transparency and a perceived lack of respect for the community’s voice and the hard work that the community had done over the years. They talked about having more meetings, and more process to include people deep in the work of building support for the education system.
When people are stuck, you cannot move forward without acknowledging where they hurt. You cannot sweep pain and feelings of injustice under the carpet. People who are willing to stand for principles and stand for their beliefs need to be heard and acknowledged. No amount of defending or apologizing for the past will always do the trick either. In fact defending leads to more stuckness and no one ends up getting what they want. Concerns need to be heard as interests and as rooted in deeply held views about how things should work. The Elders in this gathering are talking about a process that they can be involved in and an education system that they can be involved in. It’s clear and to avoid that or design a system that does not makes space for their voice or passion does not transcend the pain and bad feelings that are the residue of the catastrophic collapse of the education board in years past.
To get through messes, simply listen, acknowledge, suspend beliefs and assumptions and make sure you hear people clearly and that they are heard clearly.
What do we want for education in this community?
We began with this question. The first two rounds of conversation focused on it. From there we asked: In a perfect world, how would our community be involved in education? We then finished in a circle again.
Part of the art of hosting is dealing with fear. I am so sure of the importance of a strong field being in place that when I work in a place where the field is weak or wobbly I fear that nothing will take root. But good questions are like weed seeds. The can thrive in some of the most depleted environments. And those first seeds that fall and sprout in depleted or barren ground make plants that make more soil. Lichens and mosses break down rock and create mineral soils that larger plants can grow in. Likewise, sometimes you just need to work with what you’ve got – design a question that assumes the best intentions of a community and drop it in and see what happens. People choose their engagement in cafe, they make decisions all the time about who to be with. In many subtle ways those decisions actually work towards optimal. During the evening, the law of two feet took over in this cafe. Many people were visiting with the Elders to hear what they have to say and the Elders were strategically visiting with others to make sure people understood their perspective. This is the field of good soil that is created by a good question and the freedom for people to engage. It’s by no means a garden of rare and wonderous plants, but with careful tending, the meager harvest from tonight could at least represent a change in the life of the community around this issue.
Really interesting gig this week. Steven Wright and I are working together here in Vancouver at an international conference on restorative practices, the kinds of things that people do to bring relationship and community to the justice, education and community systems that more often than not drive us apart. There are some real heros here and leaders in the field including Howard Zehr, one of the founders of the restorative justice movement, and many leading practitioners from around the world.
The conference itself is a pretty standard set up with plenary discussions dotting a schedule of concurrent sessions. Steven and I are putting into practice an idea that a number of us have been playing with for a could of years, namely hosting a reflective conversation space in which the conference participants can help create the harvest and meaning making about the whole event.
We have a little conversation space set up in the foyer of the hotel, with table tops covered with flipchart paper on which we are writing questions for reflection. All of the insight is being harvested every day on two large murals that Steven is creating, based on a three panel image of a river emerging from the headwaters, travelling through fertile lands and emptying into the ocean. This metaphor is charting the learning journey of the 280 people here. Yesterday we were interested in the questions that were coming up, the droplets of water and insight that lie in the multiple headwaters of our mainstream of restorative practices. Our question for our space was “What are the questions you are hearing today?” From that question we harvest three main tributaries that flow into our mainstream: people are curious about conceptual questions (What are the values and deep practices of restorative community?), contextual questions (How do we do this in education/community/social services?) and individual practice questions (Where do I start? What are the essential capacities?). At the end of each day, Steven, Howard and I have been reporting what we have been hearing and seeing back to the whole.
Today our river is moving into the rich plains and fields of established practice and we are asking the question “What patterns give life to restorative practice?” Already people are engaged in questions of process, listening, showing up, facilitating and working that are suggesting a pattern language of restorative practice. That is our goal for today – to surface that learning for the community. Tomorrow we are looking at the ocean of possibility and the new ground that is created as we extend these practices into new places.
This is not a standard conference facilitation job for sure. Rather we are inviting people into a deeper reflective space, harvesting collective meaning and learning and giving a context for a shared learning journey. Lots to come.
Anchored down in San Francisco awaiting a delayed hop to Eureka California, from where we will drive to the Hoopa Valley and work there for a couple of days. On leg five of the epic journey.
So a little time to breathe and reflect on a couple of harvests. First from Geoff Selig who was at the Pembroke Art of Hosting, and who collected the tablecloths from a final day World Cafe on what we have learned about the power of conversation.
Second, a harvest poem from the Open Space I ran yesterday in Kelowna. This was an afternoon session for the 30th anniversary of the Assembly of BC Arts Councils and 18 conversations took place that reflected the place of these volunteers and staff people who support the arts in towns, cities, islands and villages across our province. With Open Space these days I am trying as much as possible to have a place in which a meta harvest can be collected and created. Most often this looks like a graphic recorder who gathers materials and snippets from the sessions and co-creates a harvest with session conveners and participants. This gives a high level framework upon which the individual sessions can hang, and it invites another level of coherence and pattern noticing. Yesterday. we had no graphic recorder available, so I substituted with this poem that I created partly from the titles of the 18 sessions and partly from what I was seeing emerging in the conversations. As we only had 15 minutes for a closing, I presented this in lieu of a closing circle, and it made for a nice cap on the day:
The assembly of those who host space
by Chris Corrigan
Who are we? What do we do?
How do we face change while staying true
to the art that is the heart of community unity?
What body serves the life that comes to us?
Here we pause and reflect:
Youth are the truth of growing inclusivity.
Dialogue, funding, engagement are our tools
and it’s what we create with them that fuels
the passion for change
and well-ordered offerings that welcome the stranger,
the small connections that bring us into relationship
with land, citizen, government and institution.
So how to begin to offer form
that invites the spirit of the arts to warm
the cold spaces of urban waste
and rural forgetting, arts-based, human-paced
endeavours that bring us home?
How do we step up to govern and guide
theatres, galleries, facilities, the sides
of desks off of which our best work is done?
And how do we cultivate the source of our energy,
the money and bodies that make smooth
the skid roads and rip rap that brings this enterprise alive,
delivers the promise which grows and thrives?
We host space.
The spaces between people that light up with the spark of connection
recognition, a shared story, historical succession,
the tending of the coming soon that arises
from the done before rooted in the best of now.
The space of social media
both digital and tactile that expedites
the meeting of needs,
the speaking of deeds
into the record of our collective story.
The spaces of creation and illumination
like so many star-birthing clouds
spaces that resound with the colour of the voices that sound
the melodies and harmonies of our becoming.
Spaces in which we re-create, in which we see
what we could be with the power of free
expression coursing through the veins
that carry the pulse of life – the arts beat.
And here we confront our souls,
navigate the narrow channels, reefs and shoals
that want to gobble us down,
sink us in work, overwhelm and drown
our efforts in the skookumchuk
where scarcity and demand
suck and boil together and we move uncomfortably with outstretched hand.
Only and finally in THIS space,
do we recognize friends, companions
that also walk our path between elation
and struggle, who know the million details that support creation.
Thirty years we have sat in assembly
hosting a resonance that trembles
up the coast, valleys and rivers
like so many shivers
through the spine of beauty,
a reverent bass line, upon which rests
the deep song of who we are.
A deep bow to you all –
for the boards that lead
for the boards that are tread,
for the boards that are hammered together,
the music of spruce and pine and fir
forming the floor from which we stage our flight,
take wing and soar.
This poem was composed in honour of the 30th anniversary gathering of the Assembly of BC Arts Councils. It is a reflection of the issues that were articulated in 18 Open Space dialogue sessions held on the afternoon of May 2, 2009 in Kelowna, when Assembly members gathered to find wisdom in the stories and questions that were held within their community of practice.
I’m reading through Otto Schamer‘s Theory U again, this time with an eye to noting how his model and stories can inspire designs in my own work. I came across a story in the book (can’t remember where) in which Otto is working with a group to make some meaning and see patterns, as a way of sensing the bigger field of work. The group was given a transcript of a lot of information – interviews mostly and invited to circle or highlight those quotes that seemed to talk to the bigger patterns out there. then, as an exercise, each person read one out in turn and after a while the group reflected on what they were hearing.
This is an excellent excerise to create co-ownership over the harvest of the reams of material that come from large group processes. It is a great way to collaboratively sift through the material and make sense rather than having one person do all the reading and distill it for everyone else. Co-ownership over meaning, ensures accuracy and sustainability of results..