Doing Open Space Virtually - A Guide

This is an outline for how to host an Open Space Conversation virtually using a combination of WebX and GCcollab Message.  If you have questions or would like more information, contact Derek Alton at derek.alton@tbs-sct.gc.ca.

Stage 1: Selecting Discussion Topics

Phase 1: Brainstorming

Here anyone can put forward a topic they would be interested in leading a discussion on.  These announcements can be made over either the event channel on GCcollab Message or the WebX.  The key thing is the person suggesting the conversation topic must be willing to lead it.

Phase 2: Consolidating

After a period of brainstorming, similar topics are lumped together; both discussion leads need to consent to a consolidation.  As for how many discussions should be created, I like to aim for no more than 1 discussion for every 6 people, at least to start.

Phase 3: Discussions Selected

Once the conversation topics are agreed upon and each one has a lead, a channel is created for each one on GCcollab Message and linked to in the event channel.  At this point a time is agreed upon for when to reconvene as a whole group.

Stage 2: Discussions in Action

Phase 4: Selecting conversations

At this point a channel has been created for each conversation and the lead is starting to germinate discussion in their channel (usually by posing the question at the heart of the discussion).  From here people can join any of the channels that capture their interest. Because this is done virtually, people can join any and all discussion channels or choose to focus on just one or two that they are most interested in.

Phase 5: Starting new discussions

If there is a topic that people want to discuss that was not captured in the original brainstorm, or if a discussion group would like to break into two, they can start a new discussion channel by simply creating the channel and announcing it on the event channel.

Phase 6: Direct conversations

At any point, people can directly message each other and start up one-on-one conversations.  They can also set up private conversations with a group of people by creating a channel and making it private.  

Stage 3: Reporting Back

Phase 7: Reporting back

At the previously agreed upon time, everyone returns to the WebX and each discussion lead is given five minutes.  The first minute is to summarize the key points of the discussion. The remaining four minutes are for questions and insights from the whole group.

Phase 8: Next Steps

After each discussion is given a chance to report back, the group can have a discussion on any next steps that people might feel their are.  It should be noted that because this is done virtually, the conversations can continue well past the focused 20 minute dialogue period. GCcollab Messenger is set up to allow for ongoing dialogue and collaboration.  This gives people a chance to reflect, do research and report back to the group.

Phase 9: Thank you’s

It is always important to thank everyone for participating and particularly those who put the hard work into making everything happen.  This also helps mark the conclusion of the structured discussion time.