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.
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A lovely paper by Mark McKergow from the UK which defines the art of hosting as a leadership practice: the essence is that the host creates space and is active within it.
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Coming back from a lovely Art of Hosting at Tamagawa near Nanaimo. Lots bubblig out of that one, and so here;s the first little harvest. Our hosting team (the excellent David Stevenson, Colleen stevenson, Paula Beltgens, Diana Smith, Caitlin Frost, Nancy McPhee, Teresa Posakony and Tenneson Woolf) checked in together around this question: What would it take to be ambushed by joy this weekend? This question sprang from a notion of joy as an operating principle; What if noticing joy was a basic agreement about how we will work together?
From that came this snippet of a poem that was made from some of the responses:
From the grief of all alone, we build connection to the other
and from need,
surprising forms become clear.
As we spiral inwards, condemned to intimacy
a joyful ambush of fear warms us
to each other giving us names into which we can live,
hosting a self that knows the myriad of ways
joy surprises.
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A long flight necessitated by a late date travel change, had my flying through Chicago yesterday, getting a quick connection and beating my bags to Minneapolis. MPL is the second nicest airport in North America after Vancouver. Lovely layout, good food options and easy to get around. Also friendly United ground crew who got my bag to me with no problems.
I’m staying downtown, reached easily by the LRT from the airport. Downtown cores never give you the pure sense of a place, but I’ll be here a week, moving over to St. Paul tomorrow for a couple of nights in a hotel and then staying with a friend this weekend, during which we’ll play some music and hang out.
Three little gigs on tap here this week, and one meeting. Tomorrow I’m working at a conference presenting some experiences to grantmakers who fund child and family services on what it is like to work in Native communities. Following that a two day mini Art of Hosting for some people associated with Native Americans in Philanthropy, working with my friends Jerry Nagel and David Cournoyer. On the weekend, Jerry and I will do some design work for a state wide leadership initiative he is involved in. I’ll round out the weekend with music with my friend Norah Rendell, a great musician who I have played with for years, and who moved down here to play and teach with her partner Brian Miller.
So good work and good fun in a city new to me.
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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.