The Role of the Open Space Facilitator by Michael Herman

Written years ago, I think Michael did a great job of naming the activities involved in organizing an Open Space. I can’t find his version online so I am posting it here.

The ideal open space facilitator, so the story goes, is fully present and totally invisible. In the meantime, the open space facilitator may be seen doing the things listed below.

Support planning meetings and other preparatory conversations to address whole range of pre-event issues:
- Clarifying the purpose for the meeting/event
- Identifying the non-negotiable “givens” within which participants will be invited to work
- Drafting the invitation document and method of distribution
- Developing the invitation list and registration process
- Determining event location and timing
- Answering emergent questions about design, process, outcomes, logistics
- Clarifying assumptions and expectations about what we know and do not know about what will happen during our time together in open space
- Coaching sponsors of event on how to answer questions from invited participants
Review the invitation, once it has been produced as a draft by the sponsoring organization(s) and/or planning committee. Write an “agenda” for the event, if required.
Visit the space proposed for the OS, meet site staff, and confirm availability of essential needs, tape-able wall space, open space for circle, breakout spaces.
Supply a detailed list of required materials and equipment and supporting their acquisition as necessary.
Set-up the facility before the event, including conversation with hotel/site staff to help them understand and work most easily with the open space environment.
Prepare a single host/sponsor/leader to open the space, introduction and 3-minute story of how we got to this moment of opening.
Facilitate the event, including opening agenda-making session, morning and evening news sessions, voting and prioritization of issues, next steps planning, and closing circle. This is usually the most visible and least time-consuming part of the facilitator’s work.
Coordinate the production of a proceedings document for all participants
- Create proceedings document with cover, invitation, ballot, notes, participant list
- Coordinate gathering and compilation of notes from workings sessions
- Deliver finished document for overnight copying, pickup and distribute copies
- Add “next steps” action-planning session notes to main document
- Enable ongoing open space via website, email list and/or .PDF documents
Debrief with planners/leaders at the end of each day, as needed.
Facilitate a 3- to 4-hour follow-up meeting, 6 to 8 weeks later, with leaders, conveners and/or others, to see what has happened with “next steps” and determine what, if any additional steps should be undertaken. Better yet… hold a 2-day training and practice workshop and teach a bunch of people to facilitate the immediate next steps and next meetings to follow the first big event.