Open Space Technology (OST): An alternative conference method?

"OST is a highly effective conference method, especially suited fordealing with problems or challenges that do not have cut-and-dried solutions. The method is a hybrid cross between the African Village Market, where everyone comes together for a few days to discuss common concerns, and the Native American meeting process, where everyone is assured of being heard.

However, it is indeed structured and facilitated, to ensure that all issues are given time, principles of brain-storming are honored, discussions are solution-focused, there is depth to the discussions, and that a full record of proceedings is collated.

The approach is ideal for difficult issues, such as how to deal with stigma: We get to hear from people who have actually dealt with theproblem, struggled, and found some useful answers. They in turn hear from other people, and an organic process occurs, where each person feeds into - and from - the others: You get to hear from 'experts', lay counselors, those affected and infected ... everyone. Together, we find solutions, and practical ones at that.

How does OST work? The concept is simple: Propose a theme - e.g., understanding and overcoming stigma in the delivery of HIV/AIDS services - and invite people who are interested in the topic to attend. However, no-one arrives with anything prepared to present, only a passion to brain-storm solutions, share experiences, ask questions, and work. Delegates are invited to bring any material other delegates might find useful. All meals, tea, water and coffee are served inside the room, which is essentially a very large coffee station.

The first step of the conference is to list the various topics that delegates want to deal with. How? The facilitators ask the delegates:"What do you want to discuss and brain-storm, within this overall theme?" Then the rules of OST are explained: If you raise an issue, you head up the work group. Why? Because the best work is done by those most passionate about the subject. Within an hour or two, all the subject titles are listed, along with a schedule of when they will occur.

The second rule is that you only attend the work groups that you are interested in. When you get bored, or you have contributed what you want to contribute, you can get up and move to another work group. It's called the 'Bumble Bee' principle: Pollinate, then move along. The third rule is that only one person speaks at a time.

Each working group - several of which run parallel in terms of time has a head facilitator (who proposed the topic), and someone who takes notes of what was discussed. A time limit is set: Half of the time is for describing the 'problem', and then the other half is for brain-storming possible solutions. At the end of each day, notes are handed in to a bank of typists, who record all proceedings. At the end of the conference, everyone receives the full conference report, of each working group.

The function of the facilitators is to move from group to group andthrow out ideas, comments and observations - what we call 'hot potatoes' - to challenge and or stimulate the participants to stretch and take risks, much along the lines of true 'lateral thinking' and brainstorming.

Does it work? Indeed: Several years ago we ran an OST process concerning HIV and the Workplace. At the start of the four day conference we identified 78 issues amongst the 216 delegates. At the conclusion of the process we had answers and workable solutions to 68 of the 87 issues."