Knowledge Cafe Workshop: Rio de Janeiro, August 2008

1. Gurteen Knowledge Café Gurteen Knowledge Café Workshop Workshop Rio de Janeiro August 2008 David Gurteen Gurteen Knowledge Gurteen Knowledge

2. Begin with the end in mind Begin with the end in mind • Raise awareness of the role of conversation in your business lives • To teach you about Knowledge Cafes and how to run them • Encourage you to create more opportunities in your organization for creative conversation Gurteen Knowledge

3. Agenda Agenda • Morning: Basics + Knowledge Cafe • Lunch • Afternoon: Advanced Gurteen Knowledge

4. Basics (morning) Basics (morning) • 09:00 – 09:15 Introductions (15 mins) • 09:15 – 09:45 Business is a Conversation (30 mins) • 09:45 – 10:15 Knowledge Café Process (30 mins) • 10:15 – 10:45 Coffee(30 mins) • 10:45 – 12:00 Run a Knowledge Cafe (75 mins) Gurteen Knowledge

5. Advanced (afternoon) Advanced (afternoon) • 13:00 – 13:15 Review of morning (15 mins) • 13:15 – 13:45 More on the process (30 mins) • 13:45 – 14:00 Other Formats & Uses (15 mins) • 14:00 – 14:15 Coffee(15 mins) • 14:15 – 15:00 Café review of the day (45 mins) Gurteen Knowledge

6. Introductions Gurteen Knowledge

7. David Gurteen David Gurteen • Independent KM consultant and facilitator • Knowledge Website • Knowledge Community/Letter – 15,000 people – 154 countries • Knowledge Café Communities – London, New York, Adelaide, Zurich Gurteen Knowledge

8. Speed Networking A simple technique that can be used in a variety of settings to bring a group of people together • to start to get to know each other • or get to know each other a little better Gurteen Knowledge

9. How do you Speed Network? How do you Speed Network? • Break into pairs – Find someone you don’t know • Two minutes to chat then move on to another person • Tell your partner something unusual about yourself • When I blow my whistle once - move on • When I blow my whistle twice - its all over! Gurteen Knowledge

10. Business is a Conversation Gurteen Knowledge

11. Business is a conversation Business is a conversation Business is a conversation because the defining work of business is conversation - literally. And 'knowledge workers' are simply those people whose job consists of having interesting conversations. David Weinberger The Cluetrain Manifesto • Conversation is central to all that we do Its our job! •

12. Conversation is a meeting of minds Conversation is a meeting of minds Conversation is a meeting of minds with different memories and habits. When minds meet, they don't just exchange facts: they transform them, reshape them, draw different implications from them, engage in new trains of thought. Conversation doesn't just reshuffle the cards: it creates new cards. • Theodore in an Oxford Historian Conversation is creative • Theodore Zeldin Conversation

13. KM is about understanding KM is about understanding For all our knowledge, we have no idea what we're talking about. We don't understand what's going on in our business, our market, and our world. KM shouldn’t be about helping us to know more. It should be about helping us to understand. So, how do we understand things? It's through stories that we understand how the world works. • Its about understanding & sense making Through conversation & storytelling • David Weinberger, The Cluetrain Manifesto

14. Conversation Conversation “A mechanistic and unproductive exchange between people seeking to defend their own views against one another” Debate or dialogue? “A frank exchange of ideas or views on a specific issue in an effort to attain mutual understanding” Gurteen Knowledge

15. Dialogue Dialogue • When we engage each other in dialogue – we enter into a conversation with a view to learn from each other – rather than impose our views on the other. The kind of conversation I’m interested in is one in which you start with a willingness to emerge a slightly different person. Theodore Zeldin, Historian Gurteen Knowledge

16. Principles of Dialogue Principles of Dialogue • • • • • • • Suspend assumptions, do not judge Observe & listen to one another Welcome differences & explore them Allow taboo subjects to be raised safely Listen to your inner voice Slow the discussion Search for the underlying meaning Dialogue is based on the work of the physicist David Bohm Gurteen Knowledge

17. Dialogue Dialogue Suppose we were able to share meanings freely without a compulsive urge to impose our view or conform to those of others and without distortion and self-deception. Would this not constitute a real revolution in culture. David Bohm, Physicist Gurteen Knowledge

18. Summary Summary • Business is a conversation • Conversation is creative • Understanding is more important than knowing more • Dialogue is the key to quality conversations Gurteen Knowledge

19. Conversation/Questions Conversation/Questions Gurteen Knowledge

20. Gurteen Knowledge Café Gurteen Knowledge Café Process Process Gurteen Knowledge

21. Background Background • Coffee Machine talks • Chairing conferences • My dislike of ‘chalk & talk’ presentations (chicken chicken) • My desire for people to engage with the subject and to learn through conversation Gurteen Knowledge

22. What is a Knowledge Café? What is a Knowledge Café? • A knowledge café brings a group of people together to have an open, creative conversation on a topic of mutual interest to surface their collective knowledge, to share ideas and to gain a deeper understanding of the issues involved. • Ultimately leading to action in the form of better decision making and innovation and thus tangible business outcomes. Gurteen Knowledge

23. What are the outcomes? What are the outcomes? • Real outcomes are what you take away in your head – A deeper understanding of the issue discussed – A deeper insight into other people’s perspectives – A better appreciation of your own point of view – Better position to make more informed decisions and to take action! Gurteen Knowledge

24. What is the history? What is the history? • The term Knowledge Café has been around for the last 7 years or so • Only in the last 2 or 3 years has the term come into common use • Roots in work of David Bohm, William Isaacs, Juanita Brown • Roots in Open Space Technology which goes back to 1989 Gurteen Knowledge

25. Is it a talking-shop? Is it a talking-shop? • No its NOT a talking-shop. A talking shop is normally used pejoratively and implies no useful outcome other than the airing of ones own ideas • A Knowledge Café is different in that everyone leaves enriched by a deeper level of understanding of the subject in question and is often inspired to act Gurteen Knowledge

26. Why is the Knowledge Caf Why is the Knowledge Café é important? important? • The world is a more complex place than it used to be - at times even chaotic - it is not always clear what is going on - we need to take time to UNDERSTAND • We do not find the time to have open conversations, we are under pressure to make quick decisions • KM for example should not be about creating and sharing ever increasing knowledge but understanding more fully the knowledge that we do have! Gurteen Knowledge

27. What does a Knowledge Café What does a Knowledge Café do for the individual? do for the individual? • The Café assumes we have within ourselves a greater level of insight than we are conscious of • The Café helps tease this out • You hear yourself say things in Café conversations that you did not know that you knew • It crystallises our knowledge – New ideas are sparked – Fresh perspectives emerge ... • With increased observation and reflection comes understanding – this paves the way for change Gurteen Knowledge

28. What resources are needed to run a What resources are needed to run a Knowledge Caf Knowledge Café? é? • Not a lot! • A group of people • A facilitator or host • A room with plenty of space • Tables & chairs to seat about five people per table Gurteen Knowledge

29. What do you need in the room? What do you need in the room? • Some formats have special requirements such as round tables, paper table cloths, felt tip pens, flowers on the table and coffee & biscuits – Gurteen Knowledge Cafés need none of these props but of course you could use them if available – Refreshments help • Aim is to create a good ambience • Unthreatening and hospitable environment Gurteen Knowledge

30. How do you run one? How do you run one? • Knowledge Cafés can be run in different ways • I use a simple format • Runs for 90 minutes to a couple of hours • Work best with between 25 and 35 people • Can run a dozen people or as many as 100 – But with some modifications Gurteen Knowledge

31. What's the process? What's the process? • Facilitator takes 5 - 15 minutes to introduce the Knowledge Café and the theme • Purpose of the Knowledge Café is made clear • Facilitator poses an open ended question • Participants form into small groups of 4 or 5 to discuss the subject for 30 - 60 minutes. • Change tables 1,2 or 3 times • The group re-assembles for an exchange of ideas as a whole for 15 - 30 minutes Gurteen Knowledge

32. What subjects are covered? What subjects are covered? • Any subject can be addressed • Explore questions that matter to the participants • Normally explore only one theme • And pose only one question • A Knowledge Café is not a debating forum • It is NOT about decision making Gurteen Knowledge

33. What is the role of the facilitator? What is the role of the facilitator? • Facilitator need not be a specialist – Nor disciplined in facilitation – Simply a good listener and chairperson skills • Facilitator should not take a lead in the discussions • Should wander around and listen into the groups • Should listen out for problems and remind people gently of the rules of ‘dialogue’ Gurteen Knowledge

34. What’s the role of the individual? What’s the role of the individual? • Theodore Zeldin : to be prepared to emerge a slightly different person • To see people with different views not as adversaries but as resources from which we can learn • To enter into open conversation • To listen more than speak • To welcome differences • To withhold judgment • To avoid position taking • To avoid being too politically correct Gurteen Knowledge

35. How do things work within How do things work within the small groups? the small groups? • Don’t appoint a leader or chairperson • Everyone should be equal and fully engaged in the conversation • Don’t appoint a note taker either • Anyone can make their own notes if they want to • People share their perspectives with the group only if they wish to Gurteen Knowledge

36. How does the large group sit? How does the large group sit? • Bring everyone back into a relatively tight group so that every one can easily see and hear each other • Only use microphones if absolutely necessary as they inhibit the natural flow of the conversation Gurteen Knowledge

37. How does the whole group work? How does the whole group work? • Individuals asked to remember that their comments are for the whole group and not for the facilitator. • The objective is to hold a ‘group conversation’ • The facilitator needs to work at encouraging this – Plays a low key role – not the expert – Turn away, even hide! Gurteen Knowledge

38. How does the facilitator work How does the facilitator work with the whole group? with the whole group? • The group should be doing the work with minimal intervention from the facilitator • Facilitator needs to encourage participation • Facilitator needs to ensure that no one person or group dominates the discussion • Connects diverse perspectives Gurteen Knowledge

39. How do you record the outcomes How do you record the outcomes of a Knowledge Café? of a Knowledge Café? • The Café is fundamentally about the transfer of TACIT knowledge – not about making tacit knowledge explicit but • If you record things you should avoid disrupting or influencing the conversation in anyway • You could make audio or video recordings but I would advise against it • Participants should not be burdened with recording as they need to be fully engaged in the conversation • Best to appoint an external person to take notes Gurteen Knowledge

40. Conversation/Questions Conversation/Questions Gurteen Knowledge

41. Coffee Coffee

42. Lets run a Knowledge Cafe Lets run a Knowledge Cafe Gurteen Knowledge

43. Knowledge Sharing Knowledge Sharing • Sharing knowledge is not about giving people something, or getting something from them. That is only valid for information sharing. • Sharing knowledge occurs when people are genuinely interested in helping one another develop new capacities for action; it is about creating learning processes. Peter Senge Gurteen Knowledge

44. Personal Reasons for Sharing Personal Reasons for Sharing • To help other people & to help ourselves • Other people – To get things done – To build relationships so they in turn help us • Ourselves – To get things done – Learning to be gained – Knowledge is perishable – Someone else will make our knowledge productive first Gurteen Knowledge

45. Barriers to Knowledge Sharing Barriers to Knowledge Sharing 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Resistance to change by managers A silo mentality Knowledge is power Lack of knowledge sharing processes No time allowed No knowledge sharing by executives Managers do not walk the talk Poor IT systems Lack of encouragement Bureaucracy Karl-Eric Sveiby Gurteen Knowledge

46. The Challenge of Knowledge Sharing The Challenge of Knowledge Sharing What prevents us from sharing our knowledge more effectively? How might we overcome these barriers? Gurteen Knowledge

47. Café Conversation Café Conversation How do we balance virtual conversations with face to face conversations? Gurteen Knowledge

48. Lunch Lunch

49. Afternoon Agenda Afternoon Agenda • Café process in more depth • Uses of the Cafe • Discussion circle Gurteen Knowledge

50. Café Process in more depth Café Process in more depth