OPEN SPACE TECHNOLOGY - ACTION TEAMS PROCESS by Martin Leith

This process has been designed to follow the final round of Open Space sessions.

1. Summarise actions

The large group sits in a circle and a volunteer from each Open Space session announces the actions and projects that emerged from the session. The facilitator lists them on flip chart paper. A management representative, who has participated fully in the Open Space event, points out any projects that are clearly “no hopers” so that the group can consider withdrawing them.

Time required: 15 - 30 minutes.

2. Prioritise actions

Participants use sticky dots or Metaplan hearts (five to ten per person) to indicate the tasks and projects for which they have the most energy for following through. The purpose of this activity is to identify a small number of hot projects to which everyone, including management, is able to give their full support.

Time required: 15 - 30 minutes.

3. Formation of action teams

Following the prioritisation session participants organise themselves into action teams. Each action team appoints a co-ordinator who, on behalf of the team, is accountable to “management” for good stewardship of any resources that may be made available.

Time required: 10 minutes.

4. Inaugural meeting of action teams (see Handout 1 for briefing notes)

The action teams meet to decide the following:

• The goal of the project and the target completion date
• Roles and responsibilities
• The key challenges the team faces in achieving the goal
• The critical resources required to achieve the goal
• The main steps, including the next step (by whom and by when)

Time required: 20 - 45 minutes.

5. Presentation of action team decisions

This is a plenary session where each action team presents its decisions. The management representative says how any resourcing issues will be addressed.

Time required: 2 - 5 minutes per action team.

6. Inaugural meeting of action co-ordination team (see Handout 2 for briefing notes)

All action team co-ordinators become members of the action co-ordination team. The purpose of this team is to monitor progress and keep everyone informed of what’s happening (and what’s not happening). At this first meeting the co-ordinators decide:

• Which of them will be lead co-ordinator (acts as focal point and chief whip”)
• How and when they will communicate with each other
• How they will keep everyone informed of overall progress (everyone = action team members and the rest of the organisation, including “management”)

Time required: 15 minutes.

7. Closing circle

Participants sit in a circle and share their reflections on the day. A talking stick may be used if this is considered appropriate.

Time required: 30 - 60 minutes.