Yesterday I came across a paper that was published in a well-respected journal discussing how a group of computer scientists had discovered that participatory methods are much better way of organizing a conference that traditional methods of presentations, panels, and concurrent sessions (which are often just smaller presentations). They took the time to document their work and share it with their community of scientists, which is excellent. The conference itself seems to have included a great deal of dialogue and conversation around topics that were chose in advance by the participants and scheduled by the organizers. But, I won’t share the paper because it has significant issues with the name it uses for the method involved.
The paper refers to “World Cafe” and then proceeds to describe a process where over the course of the conference, two 45 minute sessions were held during which participants talked about topics that had been submitted weeks in advance and selected by organizers who then also appointed people to lead these discussions There were also panel discussions and social events.
On its own this is a fine conference design. Not especially ground breaking in the world of conferences, but novel to the organizers, and the feedback was positive from the participants which is what really matters. The issue I have is what appears to be the misattribution of the term “World Cafe” to the dialogue method that the organizers used. In defining the term, the paper references a website (now a dead link, but archived here) which does indeed provide a reference to the World Cafe method, but I don’t think they used the method per se in the conference itself.
Here’s why this matters.
I do believe that methods like World Cafe and Open Space Technology are powerful and extremely useful ways of organizing and working wth large groups of people in dialogue. It is the core of my work – convening large groups for strategic learning and engagement. There are many ways of working with large groups, but these methods are well established and they share a common feature: leadership or facilitation of these methods is a very particular act, one that has a very different relationship to control and power than working with small groups. Being able to “hold space” in these processes involves using enabling constraints to create the conditions for emergence. Technically speaking: enabling constraints are boundaries that contain an activity such that certain kinds of things can happen within the dialogic container. That is, in the context of a World Cafe for example, organizers and process hosts make decisions about what the conversation is to be about and design questions that enable every person in the process to participate. We also provide the conditions so that conversations can be self-hosted by small groups by making it as easy as possible for people to engage. What happens in these contexts is therefore emergent.
Sometimes I use a metaphor like this: classical facilitation is like sailing a boat – you respond to the wind and the waves to help guide the vessel on its journey towards its destination. Large group facilitation is more like pushing a boat out onto a lake in such a way that it also ends up travelling towards its destination. Once you’ve pushed the boat out, you have no more contact with it, practically speaking. Whatever will happen will happen (or as Harrison Owen wrote, “Whatever happens is the only thing that could have.”) Therefore, the art of facilitating large group methods is very much in how the container and the participants are prepared, how the first few moments of hosting are framed, how the room and space is set up to enable the work, and then it is very much about NOT doing anything after you have let people get down to it. This is extremely difficult, but the results can be extraordinary in terms of ideas, engagement, and the overall revelation of capacity of the group itself. This is the heart of participatory work. The Art of Hosting, if you will.
The methods that have arisen around this common garden of practice and experience are well documented. When a person uses a term like “World Cafe” or “Open Space Technology” I would expect them to reference the primary material that exists in published form and use that method with some fidelity. I don’t mind if people change or create new methods from the world that has gone before, and in fact, as long as one has a good understanding of the basic principles and practice of participatory work, this kind of thing is to be encouraged, so that the needs of the group can be best met. But I have significant issues with what happens when this is done poorly.
Many people over the years have asked me to run an Open Space meeting and what they then describe is something that is far from Open Space. Commonly they describe a process whereby some or all of these kinds of features are present: people submit topics in advance, or organizers choose from a list of topics, or there is some voting on which topics will be discussed on the day, or perhaps organizers look at the agenda and then cluster conversations. All of these “modified Open Space events” are not just modified Open Space events. They actually are different kinds of events. They reveal an unstated limiting belief held by the organizers. They take the form of Open Space and introduce some level of facilitator control that is deliberately NOT a part of Open Space Technology facilitation. Why this happens, I think, largely depends on organizers’ feeling that they cannot fulfill Harrison Owen’s oft stated but rarely recorded admonition to “trust the people, not the process.” Open Space Technology in particular is a method that enables facilitators and leaders to fully trust the participants. Ironically, if you follow the method very closely (trusting the process), it initiates radical trust in the people. If you find yourself afraid of some outcome or another happening that you won’t have control over, then you are more likely to take Harrison’s original method and introduce a point of control there. That MIGHT be fine, but I always coach people to do this very mindfully and consciously and not to call what they have done “Open Space”
In its worst case, I have seen so much of the unexamined limiting belief creep into a process that the process is no longer “Open Space” or “World Cafe” but something else entirely. And once again, that is fine, but if you insist on still using the term “Open Space” or “World Cafe” to describe what you are doing (or even using the world “modified” before those terms) then you are doing the field a great disservice, and you are risking having knowledgeable participants view your motives with suspicion. These methods are not new, even though most people in the world don’t know the jargon or technical language associated with our field (and they don’t need to at all to be able to participate.) But if someone thinks they are coming to an Open Space Technology gathering and they are then met with a process whereby they have to pitch their idea to a large group of people who may vote to reject it from the agenda, they are going to be confused at best, and probably angry at worst.
So I want to leave this with a couple of encouraging ideas. First, use the methods. They are amazing. They have been honed in grounded practice, they are grounded in good theory and they work. They are widely and freely shared by the founders or designers and they are useful because they don’t need any modification beyond choosing the theme or questions for your own context. When you use them with fidelity to the original work, let people know that is what you are doing and share your sources.
Second, make up new methods. Go for it! There is nothing to stop you from really thinking through what a groups needs and creating a new method that will help people meet the urgent necessity of the moment. Use a good design tool like the chaordic stepping stones to help you think through your design. If you alight on something really good that no one else has ever done, make it replicable and share it in the myriad of communities of practice, like the Art of Hosting community, that are interested in such things.
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PS. If you are going to publish a paper on your work and your findings, using participatory methods for large scale self-organized dialogue, here is a good example, with proper references and a discussion of the methods and how the final design relates to those methods. Please do publish! I have contacted the lead author of the paper I referenced at the beginning of this post to help make peer-reviewed changes to the paper to have it better reflect the knowledge in the field of participatory dialogue methods, so that it can be more widely shared without skewing academic references to World Cafe. If we get to make those changes, I’ll happily share their work.
Don’t build beautiful things that need to capture life before they are functional. Start with life.
This is an interesting article from Rebecca Roache Aeon today: “What’s so awkward about awkward silence?“
“…conversations are shared endeavours. A conversation is something we’re creating with whoever we’re talking to, and this is undermined if one or other of us is silent for too long. In a 2011 study on conversational silences, the psychologists Namkje Koudenburg, Tom Postmes and Ernestine H Gordijn compared conversations to dancing: the ‘harmonious exchange of information through smooth turn-taking’ in a fluent conversation is satisfying in a way similar to coordinating one’s movements with those of a dancing partner. Dancing, like conversation, becomes awkward when it’s malcoordinated. Koudenburg and her colleagues found that people experience rejection when silence disrupts the flow of conversation. They explain: ‘people are, due to the evolutionary importance of group membership, highly sensitive to perceiving exclusion’. In other words, silences are uncomfortable when they make us worry that we don’t belong.”
I have two unresourceful patterns when I’m engaging in conversation. One is that I spend a lot of time listening and thinking about what is being said. I often have thoughts during these silences, but the conversation moves too fast for me to get them in. I am deeply sensitive to interrupting others and being interrupted and so I am loath to do so. So I sit on my thoughts and sometimes chain them together into the questions or ideas that I offer. I might write notes with me pen to track my thoughts. And sometimes they never come out, and other times they flood out as I try to catch up to everything that has flowed past. I don’t think either of those moves are helpful!
Other times, you can’t shut me up and I will go on and on stringing together thoughts and ideas and questions as they tumble out of my brain when it gets locked in the default mode network. Ideas associate themselves like a Glass Bead Game and they all come out, probably in a not so helpful way. These downloads are often met with confusion in my conversational partners. When I am in this mode it is very hard to regulate my verbiage. I have learned to ask for space and will say things like “I need to just think out loud here for a minute, can you indulge me?” Other times I will invite interruption, welcoming it like a life preserver thrown to a drowning man.
But I generally relish the silences in conversations when we are all in the sam flow. I love conversing in circle where we deliberately slow down the conversation and explicitly use silence as a tool that everyone has access to. In circle there can be unfamiliarity with silence as a part of the conversation, but there is minimal awkwardness per se, because the silence is ritualized and normalized.
Of course I live in a culture much like the one that Rebecca Roache lives in. Silence in conversation – well, in small talk really – is awkward because it isn’t the norm of the ritual of small talk in many Anglo-American cultures. While I understand and enjoy small talk, I like to be in a place with someone where we get deep enough that some silence is welcomed. This morning I ran into a friend on the trail who I ahdn;t seen in a while. We connected with a hello and how-are-you-doing but both of us have history together of going deep around life issues and it quickly went there. We paused and became quiet together and shared important news with one another in a loving, connected way. There was nothing awkward in the silences. The container changed and the silence became a critical part of the conversation.
Roache summarizes her article with the set of thoughts that became clear to me as I was reading her essay:
“Something that emerges from all this is that it’s not silence itself that is awkward (or not). The capacity of silences to be awkward or comfortable is set against our efforts to connect with and understand other people, to be seen by others in the way we wish to be seen, and to be accepted. Running through all the aspects of awkward silence we’ve explored here is a common thread of anxiety about how well we’re engaging in connection and understanding with the people we interact with. In a comfortable silence, like the ones you enjoy with those you know and love, that anxiety isn’t there. With them, you don’t struggle to connect and understand. You’re already there.”
That is the essence. It’s hard to tell what part of this is me and what part is the culture I am soaking in, but I notice the chatter that happens oftentimes becomes a shield against connection. Our world right now is suffering from a deficit of trust. It takes a long time to cultivate connections across differences and early moments of connection – through small talk, mostly in my culture – are so influential in whether or not a channel of openness emerges.
In facilitation practice making space for silences can be important because it may both lead to, and reinforce a deeper connection between people. This is much easier to do in small group facilitation than it is is large group process work, but it can be a useful way to use the power one has as a facilitator. I remember one large gathering I did with about 120 people, and many diverse and simmering conflicts that were rising to the surface. I called for 15 minutes of silence. These people did all have spiritual practices and asking them to be silent was a call to their practitioner selves, but even so many told me how difficult it was to sit in that silence. The result, however, I believe, was a general ability to be willing to slow down and reflect for the rest of the gathering and let the silence do the work of opening up resourcefulness between them.
The awkwardness is information. The response is trust. If trust can grow, the silence can become a powerful part of the dialogue, and the space can do its work.
Here are four key insights from a conversation on designing good invitations for Open Space meetings. This is the real work of hosting self-organization. It’s not JUST about facilitation.
I parked my car this morning in the village and walked down to my favourite coffee place for an espresso. Every one of the three conversations I overheard was about people discussing the pros and cons of ChatGPT. Pros seem to be that “it helped me to know what to ask for when I talked to my car insurance company” and cons are mostly “how do we know that any of this is real?” More seriously I’m sitting near folks who work in the arts and the looks on their faces are of the deepest concern. They use it. For ideas, for a writing prompt, but the times they have used it to write dialogue, they can spot how crappy it is. At the moment.
My earliest post about was Google was from 2002 when it was an insanely useful tool for searching the web. “Google cooking” was a simple game where one entered in a list of ingredients and it returned a list recipes. It was novel at the time. Great for weeknight dinners. Another game was called “Googlewhack” whereby one would try to construct a two word search term that resulted in only one result. You can’t play that one anymore.
The complete enshittification of search engines, combined with web content that has been generated by robots in order to sell stuff is increasing turning web-search an absolutely useless activity. I just use my search engine (DuckDuckGo) as a collection of bookmarks now. It is hard to do any meaningful research anymore, and so we turn to ChatGPT for answers. And ChatGPT is out there learning the questions we ask. Something sits weird with me when I think about how while Google learned the answers we like, and AI is learning the questions we ask.
The questions are important, as is the way we ask them and to whom we ask them. Sonja today writes about the questions that help us discern a direction, which is different from finding a way. Sometimes we don’t even know what the direction is although we can discern that wherever we are right now, somewhere else is better. Thinking about that and talking about it together is an essential human capacity and it’s a pretty fundamental part of how we work with teams facing complexity. There is an art to asking to right kinds of questions and thinking about them together that reveals a deeper level at which affordances and opportunities might exist. Sometimes getting unstuck means drilling down and not reaching out.
Collaborative outcomes are emergent properties of discrete human systems of encounter and meaning-making – “dialogic containers” I call them. If you are a leader seeking a course of action, you might get some good ideas by submitting notes and documents and harvests into a large language model to suggest possibilities. In fact, you could even have your team members do that on their own and bring the output to a meeting to talk about what they have found. My hypothesis is if you continue to do that without involving humans you will end up with an endless set of ideas and possibilities, but you will miss the co-creationi and co-ownership that makes sustained effort possible in a particular direction. I can’t yet see how large language models can surface a consensus that will inspire collaborative action. Deep meaning and commitment to one another is produced by the people within the container who discover something between them that is worth trying, worth pursuing together. Calls to action are far less sustainable than co-creation of a direction. Even if, and perhaps especially if, such a direction is deeply flawed to begin with. There is nothing better than failing together and then finding a way forward to build cohesion.
I might be wrong in the future but in this moment, systems-complexity and anthro-complexity are different and humans experience emergence differently from mechanical systems, even those that are capable of learning. Dialogue practitioners base their practice on this idea; that no matter how great the ideas are, nothing gets sustained in human systems without the intangibles of co-ownership, meaningful engagement, and dare I say, at some level, love.