World Café is a face-to-face participatory method which can be used to share tacit and explicit knowledge within groups and teams. It can help facilitate learning and gain a collective understanding of an issue through conversation. It can be an effective vehicle for opening up discussions that lead to solutions. The purpose of the training sessions on World Café was to:
- Show participants how World Cafés can be used as part of face-t0-face meetings and workshops to address and solve specific problems and challenges.
- Help participants understand the fundamental principles and benefits of the World Café process.
The methodology used for the 2 hour session is as follows:
1. Introduction (10 mins)
- Link to Share Fair
- Self introduction of Presenters/Participants
- Present basics of World Café.
- Give a brief introduction of the session. What is expected, what will be shown and what will NOT be covered.
- Divide into groups and discuss around specific questions. (5 mins)
- Rotate groups after 20 mins, 15 mins, 15 mins.
- Summarise the outputs (25 mins)
- Discuss how the method worked? Didn’t work? How and when could it be applied? specifically within the context of FAO.
- Do you think there is a need for knowledge sharing related activities in your organization and why?
- In your experience, what are the key enablers and deterrents to knowledge sharing in your organization? Do you have examples of activities which have worked?
- What knowledge sharing activities should be part of your organization's strategy in the next 2 years to help you in your daily work?
- How "green" do you think your current workplace is and where could we improve?
- Do you think there is a need for a "greening" strategy? Who should it involve and what should be its main targets?
- How would you like to be informed and kept up-to-date on ways to "go green"?
- Because these kinds of methods are not so commonly used, the training sessions in World Café have provided the participants with an opportunity to get to know new colleagues and see that there can be interactive and participatory ways of communication without necessarily having to constantly revert to Power Points! Participants felt that it was amazing and refreshing; it gave them an opportunity to be creative. The learning by doing allowed participants to see how these methods can be used in different contexts such as to find solutions, reach a shared understanding of issues common to a team/group/etc. Many participants observed that the World Café method could be used to start a workshop as it allows people to be at ease with one another. It can be seen as a form of speed dating technique.
- Giving out information about the World Café (1 page flyer) was a good idea. It should/could also be sent out to everyone attending the day before. As many participants didn't know each other, having name tags for participants was a good idea. We could see that the facilitators had an important role in keeping the session lively and fun!
- The number of participants should be kept as close to 25 as possible with 5 to 6 persons maximum per table. (This as per what the room allowed us to do, as well as the couple of hours allocated to the training). In the first session, we had too many participants and thus it was too noisy in the room. Also, if there are too many people at a table, not everyone has an opportunity to participate and join the conversation.
- It is important to explain the theoretic concepts behind World Café (roles of participants, set-up of the room, etc.). In the second session, this was coupled with a one-page hand-out on World Café.
- We realised that we should perhaps be more clear on the roles of the hosts (i.e., they stick to their tables, at all times) and how questions get asked during the debriefing, as well as how time gets allocated to them to quickly summarise the main points. Aiming for more interaction among the participants and not just among the hosts during the 'reporting back' (i.e., debriefing) phase is good, however keeping in mind the special role of the hosts (see below).
- The questions were sometimes double-barrelled and so maybe not so clear to some participants.
- One suggested alternative to the option of asking 3 questions is as follows:
make the group circulate and contribute in all tables with the same question. In my case when I summarize what the previous group discussed, I felt that people wanted to contribute and discuss a bit more as it was a new group on the same question; however we couldn't because we suppose to discuss the new question. My previous experience with world café (used another name: panel) were to have three questions in each table and the group circulate and give their contribution, in this way everybody would contribute to the three questions but with different perspective. I would be happy to try this model in a future session of the world café.
- We thought we should spend more time discussing applications of the approach to work people are doing, already, and the organization. This could be done by giving 2 minutes to the participants to discuss the application of the method in the context of the organization before the final debriefing on method.
- At the very beginning, we could see we should state clearly that this training is part of a series of trainings on knowledge sharing methods and tools, focusing on its relation to the Share Fair, rather than just point this out at the end.
- Concern was raised that there were not enough rooms to facilitate similar events. The lack of infrastructure and resources (facilitators) are an issue which needs to be addressed.
- The approach used during the two training sessions on World Café has been to ask the hosts to summarise the main points. Another option could be to ask everyone to summarise together in order to enable more participation. Then the hosts could be asked whether there's been anything not mentioned in the points that are brought up.
- There was too little time assigned for summary at the end of the two World Café trainings we’ve conducted so far. This should be at least 15 – 20 mins in future similar sessions.
- It is important to keep the informality and the spirit of the session.
- In both sessions, we were too many facilitators. Two would have been enough with clear understanding between them of their roles.
Doing only a couple of trainings in World Café has shown a lot of interest in the method and demand for practicing it in order to learn it and about it, then apply it to the work. This is why we intend to organize more trainings on World Café in the near future.
Do you use World Café method in your organization? What have been your lessons learned? Have you used it to discuss highly technical issues (we used it to discuss more generic topics like knowledge sharing and greening)? Do you think it can be used in more formal meetings?
Special thanks to Nadejda Loumbeva and Sophie Treinen for their co-facilitation of the event as well as useful feedback on the contents of this post!