Elaborated by: AoH facilitators May, 2020

Content
00 01 02
Introduction and Section 1: Section 2:
Purpose The Four Fold Approaches to AoH for
Practice virtual engagement

03 04 A
Section 3: Section 4: Acknowledgements
Platforms, resources Conclusions and | Contributors &
and tools for virtual Close Illustrators
engagement
 00
Introduction
and Purpose

Introduction

Description of this
guide
Introduction (1/2)
Art of Hosting and Harvesting Conversations that Matter
practices are simple, powerful and concrete ways to have
impactful virtual engagements. These practices invite
hosts to create conditions for people to come together, to
co-create, to learn and to address issues people care
about most. In complexity, multiple perspectives are
required to get a greater sense of the whole. By creating a
participatory learning environment, one can invite in all
voices to make sense of what is meaningful and relevant.
Therefore, certain practices help integrate diverse
perspectives, create conditions for deep listening and
leverage shared inquiry. During the great disruption of
COVID19 we are putting this guide together to support
meaningful virtual engagement.

This guide is a supplement to the Art of Hosting

Conversations that Matter Journals, as a companion
to hosting in virtual environments.
Introduction (2/2)
As shown in the image, six blind men are each feeling a
part of an elephant but don’t know what the whole
elephant looks or feels like or even that it is an elephant!
Together, if they share their sensations and ideas, they
may eventually figure out they are touching a huge animal
- an elephant. Similarly, stakeholders within a complex
system can only see part of the system they are working in
-- it’s impossible! So, while their individual vantage points
are essential to solving a piece of the puzzle, it takes many
vantage points and the action of learning together to see
more of the whole system. As a result, it becomes
imperative to include as many diverse perspectives as
possible, and to help stakeholders increase their capacity
to see broadly, through each other’s eyes.
Purpose of this Guide
This guide provides a resource for hosting and harvesting
Our motivation is intentional
in virtual environments utilizing the practices, principles,
frameworks and methods from the Art of Hosting and learning. The opportunity for
Harvesting Conversations that Matter. This manual is a conversations across continents
collaborative effort to co-create in both new and old ways,
in a virtual environment, inspired by the current conditions
increases all of our capacities to
and realities of the COVID-19 pandemic (or further listen for what is most needed in
disruptions that might occur) and motivated to create
complex and uncertain times.
resilient, connected communities through inclusive and
solid virtual hosting practices.
 01
The Four Fold
Practice

Description of The
Four Fold Practice

The Four Fold Practice

in a virtual setting
1.1 The Four Fold Practice
The Four Fold Practice is a foundational framework and practice in the Art of Hosting Conversations that Matter.

Becoming a community of practice. Hosting others.

When we are engaged in the four-fold practice, it is in service to co-learning and A learning community runs on the self-organization, passion, drive and responsibility of
co-creation for the sake of something that we care about. its members, being willing as a group to step up for what they believe in.
A community of practice lives in the questions and explorations, • What is your passion and what are you willing to host to
experimentation and implementation that may or may not work. create change in your community?
In this dynamic process, however, the community continually • What conditions will allow you to be brave and lead change?
reflects on what is most needed to find the way forward, • What conditions are needed for collective presence?
together. Found within is a willingness to fail, learn, and iterate As a host, you are willing to work in a self-organizing structure
for the greatest impact in addition to learning and increasing where you ask for what you need and offer what you can to
our collective capacity to navigate complexity. When we support those in the community. It is also the capacity to “hold
engage in this kind of learning together, we multiply our space” for co-learning and co-creation around shared purpose.
capacity and enter the field of emergence.
• What is our community of practice's purpose?
• What need are we aligned around and in service to?
• How might having shared language, practices and ways of Being a participant.
working and being support us? A learning community thrives on full participation of its members.
• What principles can guide how we want to work together?
• What conditions support you in showing up as a fully engaged
participant?
• What can we do collectively to enlist everyone’s full participation?
Hosting yourself.
• Who do we need to become a fully participatory learning community?
Becoming part of a learning community begins with your capacity to show up, fully
• When engaging your own community - what invites full participation?
present to yourself, to your learning community and to those you are accountable to.
Exploring what you need to be fully present and engaged is essential. We ask Often, it requires curiosity, the capacity to listen to others, and the willingness to
participants to practice self-care so you, as host, can navigate the path of collaboration support others in your learning community.
and innovation for the sake of your community.
(A good night’s rest? A cushion to sit on? A conversation with a trusted colleague?)

In the center of the Four Fold Practice is Purpose, the invisible leader - the reason for coming together to learn and work together in the first place. Have a strong
purpose that attracts those people that care to the work. When things get challenge, refer to the purpose of the work to help you overcome and navigate the
challenges and have the difficult conversations.
1.2 The Four Fold Practice in a virtual setting
As most of us host in physical spaces with human beings
These elements are just as
in the room, we must not forget that the Four Fold Practice
also remains a foundational piece of hosting virtually. important in virtual environments
Taking care of ourselves to step into our role as hosts, as distractions or difficulties may
letting ourselves be hosted by others with care and
curiosity, hosting others so that they may show their true
arise because of this medium.
selves, and being part of a larger community that practices Integrate the Four Fold Practice
together.
into your virtual space by
offering a teach and sharing with
the community to set the
container and build relationships.
Approaches to AoH for
02
virtual engagement

What sectors have used these

practices?

Powerful practices to do before,

during and after your engagements

Principles for meaningful engagement

Methods for participatory engagement

Powerful frameworks for navigating

complex systems

Harvest the fruits of your engagements

What sectors have used these practices?
The practices, resources, methods, and ways of working
These communities or
and being have been used across multiple sectors
including public health, government, social organizations coalesce around
entrepreneurship and fellowships; technology, non-profit shared inquiry or issues of great
organizations, the public sector and diverse groups in local
community organizations across a large global community
importance in order to explore,
of practice. build knowledge or skills, or
co-create change together. These
methods are transferable to a
virtual space - when considerable
intention and attention are given
to solid and meaningful meeting
design.
2.1 Powerful practices to do in your engagements
Use Simple Powerful Practices to include all voices and seek what wants to emerge. Practices are
simple but powerful ways to have impactful online engagements. We have broken this section into
practices to do before, during and after your engagements.

a) Use a Design Team b) Principles of Invitation

• Invite diverse representation (up to 5, depending It is important to clarify who is your audience that
Practices to be used on the size of your gathering) from your you will invite to the meeting, which is based upon
participants to help you co-create the meeting the purpose of the call.
design; see this article here for more
before the meeting It is natural that you as an Art of Hosting practitioners
• Ask what they are hoping will come from this may appreciate opening up the meeting and enjoy
meeting the diversity of the people, but you need to be aware
during the meeting of the strength of the container based on the virtual
• Review a design and get feedback
space. The needs and the purpose are important to
• See if anyone wants to host portions of the call hold the space. In order to have the right people, it is
after the meeting and assign roles recommended that the invitation should be clear
enough for everybody to know when to say YES and
when to say NO to join.
2.1 Powerful practices to do in your engagements

c) Inclusion and Accessibility d) Power Dynamics

Taking into account accessibility needs is key to It is important to note that power dynamics in teams
making the call inclusive to a greater number of and amongst communities exist. When trying to
Practices to be used people. You may want to consider ways to ask create a more equitable world, it is important to both
potential participants about their needs before the name and tend to these dynamics before and when
before the meeting
call (through survey, registration form…) and learn issues arise. Some ways to deal with power
how you can best support them. Be prepared to dynamics is doing a teach on them - how they show
during the meeting make adjustments, such as closed captioning up in general and principles that may help you
(function available in Zoom for example useful for address them like Naming tensions as a practice,
translation or instead of sign language), alternatives rotating who is hosting and leading, naming what the
after the meeting
to exercises or energisers that use sight or (parts of) current power structures are and playing with how it
the body, etc. You may also consider the digital gap, could look or if it needs adjusting. .
and include ways to access via telephone (Zoom or
Jitsi provide this option).
Remember, not everyone has access to the
internet!
2.1 Powerful practices to do in your engagements

e) Design your meetings (1/3)

Design your meetings and share the flow of the call Craft Powerful Questions for your inquiries and
with others (for example, you could use document conversations
Design practices to
do sharing platforms such as Google Docs, Dropbox,
Microsoft, or any other shared collaboration tool) for The Art of Powerful Questions, Vogt, Brown, Isaacs
before the meeting
the call. Good meetings have:
(1) a purpose Check-in questions from Circles Online:
during the meeting (2) a simple structure and http://www.thecircleway.net/articles/2016/12/27/ques
(3) are engaging and inclusive of many perspectives tions-for-check-ins
after the meeting
People feel they have contributed and made a
difference while offering their ideas and
perspectives. Share the document with participants
and have others take notes on the document for a
harvest.
2.1 Powerful practices to do in your engagements

e) Design your meetings (2/3)

Co-host the meeting with others. Ask for help. Tech Hosting. When hosting a virtual meeting, it is
Potential roles with your co-hosts include: essential to invite a host for technology.
Design practices to
do • a time-keeper • technology support may A tech host:
help 1-1 tech issues that
• graphic facilitator or • supports people that are having difficulties with
before the meeting may be more hands on to
harvester one individual such as their tech
(creates visual helping the call in with
representation of • prepares and gets people into breakout rooms
weak sound signal; if
during the meeting the call or takes someone is having • makes the harvesting platform available (like a
notes) challenges with sound collaborative online pad), shows visuals (like a
• process host suggest they call in on
after the meeting
slide presentation), highlights a presenter (like
phone while keeping video
• technology host up so they can fully using Spotlight on Zoom), etc.
participate. • pays attention to unintentional unmuting and other
Once you establish a pattern and a community of distractions
practice, you can ask participants to step in and • shares the questions being explored in the
support some of these roles, too. document/chat as the host proposes it
2.1 Powerful practices to do in your engagements

e) Design your meetings (3/3)

Here is an example design outline for 75-minute conversation, modify it based upon your needs.
Design practices to 2-minutes Welcome all participants. Create 25-minutes Explore powerful questions focused on the
do hospitable space for others to feel purpose of the call
welcome
before the meeting 5-minutes Determine any Next Steps
5-minutes Orient groups to the logistics of how to use
the online technology from the beginning
5-minutes Create accountability. Have people make
5-minutes Do a mindfulness practice so people can Requests + Offers to each other and the
during the meeting
arrive and be present community, if in a large group have a
shared document that people post their
5-minutes Frame the purpose and flow of the call
requests and offers
after the meeting 15-minutes Ask a Check-In Question, have
introductions if people don’t know each 5-minutes Check out. Express any key takeaways,
other, use a virtual talking piece (so one appreciations or other ways to close your
person talks at a time); for very large time together; remember the breakout
groups use a breakout rooms and put folks room for very large groups
in groups of 3
2.1 Powerful practices to do in your engagements

f) Set The Virtual Space (1/2)

Tools: Get familiarized with online tools (Zoom, Privacy (continue): When in the meeting, give a
Google Docs, etc.). warning before you take a picture (screenshot) of the
Design practices to group so they can opt out (e.g. by turning off their
do Agenda and Purpose: Send an outline agenda camera, removing their name).
clearly stating purpose and intended outcome prior
before the meeting to your meetings along with basic etiquette prior, for Get ready: Ask participants to download the platform
example mute when not speaking, raise your hand to you are going to use and open the virtual room 15-20
talk or others, how to use the chat function. minutes in advance to host people coming in early. It
during the meeting will give you an opportunity to troubleshoot any
Privacy: Inform participants in the invitation if you issues before opening the session. In some
will record the meeting or if you will take screenshots programs, you can enable a waiting room.
of participants, and inform them of what you will do
after the meeting
with them (for your own archive, posting on social
media, etc.).
2.1 Powerful practices to do in your engagements

f) Set The Virtual Space (2/2)

In-call resources: For some meetings you will need Virtual space requires decent internet speed. Ask
people connected on their desktop or laptop to participants to check internet speed prior to meeting:
Design practices to
do utilize in-call resources. Let them know mobile https://www.speedtest.net/run or speedof.me
phones will be insufficient if that is the case. Some
before the meeting
platforms allow participants to call in through a Have them phone in with computer video on if low
bandwidth
phone call. Inform participants if your agenda is not ✔ For 1:1 video calling: 600kbps (up/down)
during the meeting fit for people using this function. for high quality video. ...
✔ For group video calling: ...
Physical space: Ensure your physical space is ✔ For screen sharing only (no video
thumbnail): 50-75kbps.
ideal, such as a room with good light for the camera
after the meeting ✔ For screen sharing with video thumbnail:
and beauty in space. Minimize background noise. 50-150kbps.
✔ For audio VoiP: 60-80kbps.
Here is a resource: How to pull off professional ✔ For Zoom Phone: 60-100kbps.
video calls from home. https://support.zoom.us/hc/en-us/articles/201362023-
System-Requirements-for-PC-Mac-and-Linux
2.1 Powerful practices to do in your engagements

a) Create depth and keep time (1/2)

Invite Deep Listening • Ask people to have only the Zoom video screen or
Video calls allow for deep connections and, to other video conferencing platform on their
Design practices to
do experience this connection, it is important to “lean in” computer, with all other distractions closed, and to
with an open heart and open mind. Remember: we turn off notifications.
before the meeting
are whole people and more than the headshots we • Remind people to have their microphones on
see. mute when they are not speaking.
during the meeting Share an etiquette (etiquette online) with the group • Provide some guidelines for the use of chat; using
but keep to the points which are essential to your it with intention is as important as speaking with
context: For example: intention.
after the meeting
• It can feel unnatural to see ourselves when we • Personal messages can be sent directly to that
speak. Suggest that people minimize their image particular participant as opposed to everyone,
for a more natural feel or put a post-in on their though they may show up on recordings so
screen. beware!
2.1 Powerful practices to do in your engagements

a) Create depth and keep time (2/2)

Time Keepers - Host Time The use of a bell to invite pauses/silence establishes
the space to slow down and reflect individually, yet
Design practices to Agree with the group on some time constraints.
do
together.
Set a start and ending time. Discuss the
opportunity to add time instead of silently slipping
Tip: use a recorded bell or record your own
before the meeting into overtime.
bell beforehand if your conferencing
Show respect to others. Be punctual. Arrive a few solution doesn’t handle bell sounds well.
minutes early to check audio and technology in (Note: In Zoom you can enable advanced
during the meeting audio option "show in-meeting option to
general.
'Enable Original Sound' from microphone”
to help).
after the meeting

If you are keeping time for an intervention or

exercise during the gathering, you may want to use a
visual cue like a sticky note to the camera instead of
giving a verbal or audio cue.
2.1 Powerful practices to do in your engagements

a) Continually improve your hosting

Debrief the call and learn what worked well and
Design practices to what could be improved by asking to
do
• Your team
before the meeting
• Your participants

Continually reflect and improve your hosting.

during the meeting

after the meeting

2.2 Principles for meaningful engagement
Principles are ways of being and behaving that allow for deep connection and truth so that each person
can fully show up as themselves with all their gifts and contributions; for example, inviting each person to
show up and be present, share airtime equitably, etc. Principles can be co-created with the group’s
participants adding ideas around what is most needed to nurture inclusive, meaningful and brave spaces
together for rich learning and sharing across diverse perspectives.

Principles to be used Some examples of stated group principles / norms could be:
• Engage with an open mind, an open heart and • Share airtime amongst the group equitably.
before the meeting an open will. Know when to step up and step back with your
sharing - if you tend to offer your perspective
• Respect and deeply listen to yourself and each
during the meeting more than others, perhaps step back more, and if
other to understand.
you tend to withhold your perspective, perhaps
• Be present. Remove distractions and turn off step forward and share more
after the meeting
notifications, especially in an virtual environment.
• Ask permission if you plan to share the harvest
• Slow Down. Things tend to speed up when we with others outside of the meeting, especially any
gather online. Breathe and invite for pauses if you harvest that makes anonymity difficult such as
need them. video or photography.
2.2 Principles for meaningful engagement

Some examples of stated group principles / norms could be:

Remember silence is part of the conversation and

• While using technology, it will at some point
Principles to be used can support deepening the conversation - it is
fail. Be patient, creative and adaptive.
important to invite silence particularly in a virtual
before the meeting
• Processes may take longer in virtual environment
environments, so add additional time just in
• All hosts have their own flavors and ways of
case!
during the meeting approaching the work - be open and curious
• When using breakout rooms - broadcast a when it is different than your own way.
message with a 5 minute warning that
after the meeting
everyone will reconvene as a whole group. Tell
people they don’t need to rush to finish a
conversation; perhaps allow some collective
silence in the breakout before getting back.
2.3 Methods for participatory engagement
Methods are various structures that give just that right shape but are simple enough to allow for
emergence, in a virtual environment, remember to add additional time for technology just in case there are
glitches! - for example a check in and check out practice.

a) Mindfulness Practices d) World Cafe (1/2)

To support folks in arriving and being present. In a The World Cafe can be done both in person and
Methods to be used virtual space people are often jumping from one virtually. You will need to use breakout rooms to
thing to the next and need a moment to pause, engage. It is best to have a tech host, a process
before the meeting become present and engaged. host, and a harvesting team.
In this method, as a whole group you have an inquiry
b) The Big Welcome and purpose for coming together and move through
during the meeting
Create an inclusive welcoming space to set the tone. rounds of dialogue exploring questions or topics of
meaning and relevance to the participants. Generally
after the meeting you do 3 Rounds (though it could be more or less) in
c) Other ways to set the tone
small groups of 4 (new groups for each question)
Read a poem, share a story, music or even a live
and explore powerful questions as a group. There
performance to set the tone
can be whole group sharing between each round or
after the last round.
2.3 Methods for participatory engagement

d) World Cafe (1/2) f) Open Space Technology (1/2)

See Virtual World Cafe Resource. Remember to Open Space Technology is another dialogic tool that
review etiquette - emphasize the importance of can be transferred to a virtual environment in these
Methods to be used
inviting shared airtime and focusing on the questions times. You come together around a shared theme or
at hand, and how the process will go. Give 5 minute purpose where the people create the agenda
before the meeting
warnings and share the questions in the breakout collaboratively and post topics about things they care
rooms. about. They go into breakout rooms based upon
during the meeting topics of interest. In-person open space sessions
e) Utilizing Breakout Rooms allow people to use the law of mobility and to enter
To invite small group conversations, using various into different groups as they wish, therefore, the host
after the meeting
methodologies like World Cafe, Open Space will need to support folks moving to various breakout
Technology, Storytelling Triads, and others. Have a groups throughout the process if you are going to
tech host support! NOTE: It is important to allow adhere to this one law. Virtual Open Space
breakout rooms to be optional! Resources for a step-by-step guide.
2.3 Methods for participatory engagement

f) Open Space Technology (2/2)

Remember to set it up with the 4 principles 1 law so For groups that are not familiar with the process,
that there is some structure. Also it is helpful to give have an opening call to post topics then have links to
Methods to be used
guidance on how to host the OST session - such as the various rooms, and set a good container. If you
hosts state why they offered this topic, others share use one Zoom platform the hosts would need to stay
before the meeting
why they are interested and then dive in. in the main lobby and help people enter other
sessions.
during the meeting One way to host a virtual Open Space is to have
multiple Zoom rooms - or video platforms with Keep in mind that virtual hosting can have its own
different call in numbers. For groups that are familiar timeline, so add time to the process - more than you
after the meeting
with the method you can have them post topics, may need just in case!
send calendar invites and people can opt into the
Zoom rooms they prefer.
2.3 Methods for participatory engagement

g) Request and Offers h) Check-out (1/2)

Requests and Offers at the end of meetings, ask the Check-out - invite participants to close the session
community to make requests of each other or offers by sharing key take-aways, how they are feeling
Methods to be used upon leaving the call or what action they are ready to
based upon what they believe is wanted or needed.
take.
This creates a culture of accountability and allows
before the meeting
self organizing and support. Examples:
You can ask: What struck you, what moved you,
during the meeting what are you ready to act upon?
How are you leaving this call?
after the meeting What did you arrive with and what are you leaving
with?
When in a large group you could ask folks to enter
their response in the chat box and hear maybe 2 or 3
verbal responses.
2.3 Methods for participatory engagement

h) Check-out (2/2) i) Truth Circles Triads, Inspired by Anna

Examples: Caroline Türk
With some platforms (i.e. Zoom) you can set up
Methods to be used Another example could be- complete these
breakout rooms with 3 people each and invite
sentences I’ve experienced …, I am taking away ….,
before the meeting
participants to the 3 roles (speaker/storyteller -
I declare…. Here is an example of such check-out
listener - witnesser) - consider the time to go through
statement:
3 rounds and also some time for the harvesting in
during the meeting
trios - then you can cluster each group

after the meeting

2.3 Methods for participatory engagement

j) Methods to pass the talking piece

You can write names in the chat following a certain Participants indicate they have picked up the piece
order as if we were sitting in a circle. by saying “I picked up the talking piece … (name
Methods to be used
what the talking piece is)...” and “I have put down the
You can ask the person who has just talked to
talking piece”.
before the meeting “nominate” another person in the group and pass the
talking piece to that person.

during the meeting Or give time for someone to spontaneously pick-up k) Mix Knowledge + Open Discussion
the talking piece
Alternate between sharing of knowledge and open
after the meeting You slow the conversation down and allow moments discussion/questions, with 10-15 min and 5-10 min
of silence in between speakers, by letting respectively for each alternance. It helps in keeping
participants spontaneously pick-up the talking piece. people focused and participating.
Participants name when they take up the virtual
talking piece, and name it when they end their
sharing and put their virtual talking piece back.
2.3 Methods for participatory engagement

l) Use of Silence (1/2)

When working with groups, it can be helpful to A MA, or practice of silence, can serve as connective
intentionally move out of habituated practices such tissue for integrating practices and/or to deepen,
Methods to be used as continuous dialogue and hold space for open, or reveal unactivated potential.
something new to emerge; the space in-between, an A MA can be initiated and concluded using a distinct
before the meeting
opening for creation to come through. Silence is an sound and/or invitation. The first time it is used, it is
embodied practice that interrupts patterns and opens important to clearly introduce the practice. The MA
during the meeting new ways of being, seeing and connecting. It can either stand on its own or be coupled with a
grounds the whole by tending to what is needed shared intention, reflective question, and/or invitation
individually and collectively. to direct attention to full-body awareness. The Circle
after the meeting
Arawana Hayashi (Social Presencing Theatre) Guardian can host the MA; and/or, once it has been
introduces such a practice using the Japanese word introduced to a group, the practice can be
“MA.” MA can translate as the presence of space, democratized by inviting any participant to call for a
pause, or stillness. MA at any time they sense it serves.
2.3 Methods for participatory engagement

l) Use of Silence (2/2) m) Movement

Upon conclusion of the MA, participants are invited Pause every 30-45 min, invite people to get out of
to share from their embodied experience, as a their chair, walk, move, have a drink etc., open some
Methods to be used
continuation of the group seeing and sensing itself. spacetime for the body.
This harvesting makes visible and further crystallizes
before the meeting
the collective wisdom. Online, this can happen in
many forms such as in the chat or via a shared
during the meeting document (especially when there are many people
and limited time), or with participants speaking into
the communal space. It can be helpful to offer a
after the meeting
specific prompt to focus the sharing.
2.4 Powerful frameworks for navigating complex systems
Frameworks offer guidance and clarity when complexity is present. For example, during coronavirus we
are heavily operating in the space of uncertainty, so sharing Cynefin Framework, Chaordic Path or
Divergence/Emergence/Convergence or other sense making frameworks can help participants name,
normalize and navigate what they are experiencing, with a long view in mind.

a) Work That Reconnects b) Cynefin Framework (1/3)

Frameworks to be
Work That Reconnects offers a path through The Cynefin Framework is a decision-making
used emotions (towards oneself, the others, and the framework. It draws on research into complex
bigger system(s)/the whole). One can use a very adaptive systems theory, cognitive science,
before the meeting
simple spiral of the WTR to give space to what the anthropology, and narrative inquiry to describe
people are feeling or saying about their reality, problems, situations, and systems.
during the meeting share their realities and acquire new perspectives,
to finally going forth with new understanding. It proposes new
approaches to
after the meeting communication,
decision-making,
Suggestions for Use: Use this process to support
policy-making, and
people in identifying gratitude, moving through grief
knowledge management
and pain and seeing circumstances in new ways
in complex social
and act from a place of empowerment to navigate
environments.
the many challenges we are facing as humanity.
2.4 Powerful frameworks for navigating complex systems

b) Cynefin Framework (2/3)

The framework describes five domains: the centre • If the problem has no solution, but instead
domain of disorder, or confusion, and four other continues to evolve and change, exhibits
Frameworks to be
used domains. self-organization and emergence, and there is no
consensus on what to do, it is complex, and
before the meeting
When we are unsure of what to do we start in the requires a diversity of perspectives and
disorder domain and ask: approaches to take actions which probe the
during the meeting • If the problem has a known solution that doesn’t system and tell us more about it. When we find
require expertise, it is simple (or obvious, or clear) things that work, we do more of those. When we
and a best practice can be applied find things that don’t work, we do less of that.
after the meeting
• If the problem is solvable, but requires expertise • If the problem is a crisis and there is no sense to
to do so, then it is complicated and requires an it, then it is chaotic and requires someone to take
expert to analyze the situation and provide a good action fast to stabilize the situation before
solution, fit to context. everyone decides what to do next (moving the
problem out of the chaotic domain).
2.4 Powerful frameworks for navigating complex systems

b) Cynefin Framework (3/3)

Typically organizational and community life Suggestions for Use: Collect many stories and data

Frameworks to be contains problems in all of these domains, requiring points about the system. Place them into a large
used canvas as individual data objects. Ask your group to
leaders to be adaptable to context, apply linear
solutions where appropriate and complex methods sort them according to the four criteria above. Draw
before the meeting
when experimentation and emergence is required. boundaries between the domains and make plans for
addressing the various aspects of the problem by
during the meeting All living systems (incl. every human interaction)
applying best practices, expertise, participatory
are complex, and require emergent practices. For
methods, or crisis response as appropriate.
example, if you are working to address food
after the meeting
insecurity, you need to ask many diverse
stakeholders how to best work on the issue,
applying interventions that are built for the current
state and that can change over time. See Cynefin
Framework by Dave Snowden.
2.4 Powerful frameworks for navigating complex systems

c) Chaordic Path (1/4)

Challenging complex systems - like domestic Leadership becomes a practice, by sensing into what
violence, hunger, homelessness, environmental might be needed through inquiry and curiosity.
Frameworks to be
devastation - requires a certain kind of leadership. This type of leadership leaves one vulnerable
used
This kind of leadership is one that invites an “I don’t because they do NOT know what to do - and this
before the meeting know” mind - that is open to learning and listening to requires partnership with others to fill in the gaps you
what is happening in the greater system. It is have, because you are human and truly want to
recognizing one’s blind spots and the willingness to make a difference in these complex systems - for the
during the meeting see them. sake of healing and supporting life living it’s full
There is a potential.
after the meeting detective type The Chaordic Path is a path of uncertainty, yet also
quality and inquiry deeply intentional. It is walking a fine line of not yet
to embody - in knowing what is needed, but an unyielding
order to fast track commitment to finding out solutions. It is listening
understanding of to many diverse perspectives, observing the
the system - to find interconnected web of life contributing to the issues
viable solutions and looking for root causes
2.4 Powerful frameworks for navigating complex systems

c) Chaordic Path (2/4)

The Chaordic Path is a framework that helps you The Chaordic Path includes various ways of
recognize where your default or “go to” leadership operating within a complex system - and walking that
Frameworks to be
used style resides. It’s concept invites you to learn where fine line between Chaos and Order is a leadership
your leadership capacity is currently and where your capacity that is cultivated with intention and
before the meeting leadership potential resides. It invites you to necessary for leading in uncertain environments.
increase your ability to Below are some of the terms and definitions that
during the meeting walk the line of not knowing, of being in inquiry, contribute to working with and deepening
innovating creatively, relying on others people’s gifts understanding of the Chaordic Path process:
and talents and allowing a solution to be born that
after the meeting
will lead towards systems change. It is about Chamos - is destructive chaos, or deterioration. Life
increasing your understanding of what root causes is not able to reach its full potential and people sense
contribute to the complex challenge, and what types they don’t have agency over their future - which can
of interventions are most needed. This in turn opens lead to a sense of apathy, or to revolution.
possibilities to contribute to systems healing for the
sake of life reaching its full potential.
2.4 Powerful frameworks for navigating complex systems

c) Chaordic Path (3/4)

Chaos - is a creative, imaginal space where many This might be a downstream innovation that allows
ideas are possible, but has not yet taken form, hungry people to eat (such as increasing
Frameworks to be
used because it needs the right amount of structure to transportation to food access) or an upstream
manifest. This is where the artist begins a creative solution that shifts mindsets about how we think
before the meeting
process, but needs order such as a paintbrush or about hunger, minimizing stigma or creating policy
canvas to be manifested. It could be asking a that gives ALL people access to healthy food. It
during the meeting powerful question or inviting in new voices. usually takes practice to learn to navigate the
Chaordic Path - and flexing your chaordic muscles is
Chaordic Path - is the line between chaos and order what makes one more proficient.
after the meeting
and allows you to lead from the best of both worlds.
This walk is about identifying the minimal amount of Order - is the structure needed to manifest what is
structure (order) needed to allow what wants to being imagined in chaos.
emerge and be created in the system.
2.4 Powerful frameworks for navigating complex systems

c) Chaordic Path (4/4)

Control - leads more towards managing. Solutions Suggestions for Use:
don’t come from creativity in this environment. As a leader or team, Identify where on the chaordic
Frameworks to be
used Things are approached mechanically, even if it is not path-you feel the most comfortable. Determine
the best approach, while sometimes it is. Living Questions to ask yourself that might help you
before the meeting
systems require ongoing adaptation, so unless you increase your capacity to live in the Chaordic space
are working on a machine you are using an and flex your Charodic muscles. Identifying
during the meeting approach that will not solve a complex problem.. capacities that feel uncomfortable create a bold
strategy for the sake of increasing skill and impact.
Maybe you need other team members that embody
after the meeting
capacities you don’t have to balance each other out
and create a more responsive and capable team.
Honor and leverage each other’s gifts to increase
capacity and navigate complexity.
2.4 Powerful frameworks for navigating complex systems

d) Divergence / Emergence ie. Groan

Zone / Convergence (1/3)
Frameworks to be In entering into an inquiry or multi stakeholder The “breath’ of divergence and convergence, of
used conversation we operate with three different phases breathing in and breathing out is at the heart of our
in the process – divergent, emergent and process design. Every process goes to a few or
before the meeting
convergent. Each of these phases is different, and it more of these ‘breathing’ phases.
is important for a host to know where we are in the
during the meeting process – and what is needed in each phase. In the divergent phase, there is as yet no clear goal.
This is a “goal-seeking” phase where a clear shared
purpose gives the collective direction. Another driver
after the meeting
in this phase is asking the right questions.
If you close the divergent phase too soon, the level
of newness or innovation will be less. Ideally a group
will stay in inquiry in the divergent phase until a new
shared and agreed solution or goal is seen by
everyone.
2.4 Powerful frameworks for navigating complex systems

d) Divergence / Emergence ie. Groan

Zone / Convergence (2/3)
Frameworks to be Divergent thinking typically generates alternatives, Convergent thinking means evaluating alternatives,
used summarizing key points, sorting ideas into categories
has free-for-all open discussion, gathers diverse
points of view and unpacks the problem. and arriving at general conclusions.
before the meeting
The divergent phase is non-linear and needs ”chaos
time”. It is process-oriented and needs prolonged The emergent phase, between the divergent and
during the meeting convergent, is fondly known as the ‘groan zone’ – It
decision time. (Source: "Facilitator's Guide to Participatory
Decision-making" by Sam Kaner et al. 1998) is the phase where different ideas and needs are
after the meeting integrated. It may require us to stretch our own
The convergent phase is goal-oriented and understanding to hold and include other points of
focused, linear, structured and usually subject to time view. We call it the groan zone because it may feel
constraints. It is focused on getting results and may messy - an uncomfortable stretch - but it is also the
require quick decisions. phase where the new solution emerges.
2.4 Powerful frameworks for navigating complex systems

d) Divergence / Emergence ie. Groan

Zone / Convergence (3/3)
Frameworks to be Suggestions for Use: This framework names
used
three phases that occur during a complex change
before the meeting
process. As we navigate COVID 19 we are living in
a collective GROAN ZONE where we don’t yet
know what the future looks like. And people will
during the meeting
navigate this differently from each other. Naming
and identifying the groan zone as a collective now
after the meeting can help people identify their conditioned response
to the uncertainty and create space for new
responses that may serve them better - from a
place of choice.
.
2.5 Harvest the fruits of your engagements
Harvesting is creating artifacts that exemplify what happened during a meeting. A harvest in the virtual
space is important to reflect and share with others that were and that were not present. Co-host with
someone that can support in the harvest and recording of the meeting.

There are many ways to harvest what transpires on a) Collective Narrative as Harvest (1/3)
call, here are just a few: Collective Narrative is a way of harvesting
Approach to be used conversations. Here are the nine key steps for
✔ Take notes on a shared document (google doc), cultivating a rich and balanced collective narrative:
before the meeting
work on shared whiteboards or collaborative
platforms Communicate format, channels, and deadlines for
✔ Draw a visual representation of the conversation - participant contributions
during the meeting
invite a graphic recorder, when possible (see Host conversations
additional examples below) Invite high-context storytelling for report-outs &
after the meeting ✔ Photograph the meeting - ask permission to allow individual contributions by midnight
share! Aggregate all properly submitted contributions and
✔ Video or audio record the meeting-ask permission convert them into text
to share! Defragment your text by clustering connected
ideas (continue in next page)
2.5 Harvest the fruits of your engagements

a) Collective Narrative as Harvest (2/3)

Rearrange clusters to create backbone structure • UN75 Multi-Stakeholder Global Consultation in
Rearrange sentences within clusters, replace “I”s San Francisco (UNA-SF)
Approach to be used
with “We”s, and embrace contradictions • Reflections on the Consciousness Deep Dive
Take a break, let go of the narrative, then come (NowWhat?!)
before the meeting
back and polish it without owning it • Wealth and Poverty in America (National Dialogue
Provide meta-context, give credit to contributors, Network)
during the meeting In a nutshell: brief (2-5 min) summaries shared by
and allow for feedback
table hosts + critical additions by participants (can be
after the meeting Here are a few examples: adjusted for processes other than World Cafe) are
• Harvesting the Wisdom of Networks (ReGen18) recorded (audio/video), transcribed (https://sonix.ai/
• UN75 Global Consultation with Government & is a great tool for that), similar ideas are clustered
Civil Society in San Francisco (UNA-SF) together, rearranged for greater coherence and then
the entire text is edited to make it readable with
maximum preservation of the original language.
2.5 Harvest the fruits of your engagements

a) Collective Narrative as Harvest (3/3) b) Graphic facilitation (1/2)

This type of harvest is pretty labor-intensive. It’s Examples of Graphic Facilitators Harvests.
designed for conversations that need to be
Approach to be used
harvested for a larger community or for tracking the
evolution of cultures over time - both applications
before the meeting
need minimizing individual bias that normally has a
very significant impact if only one individual is writing
during the meeting a report and has freedom to include, exclude, add,
and interpret ideas.

after the meeting

More about how to do it is here:
https://www.evoleadinstitute.com/collective-narrative
2.5 Harvest the fruits of your engagements

b) Graphic facilitation (2/2)

Examples of Graphic Facilitators Harvests.

Approach to be used

before the meeting

during the meeting

after the meeting

 Platforms, resources
03
and tools for virtual
engagement

Platforms and tools for online

engagement

Facilitators’ choice: our top online

collaboration tools

Additional resources for virtual

hosting
3.1 Platforms and tools for online engagement
Platforms and tools for online engagement. There are
many different offerings to host virtually. Here are some
ideas and resources to support you in navigating this great
big world. When in doubt, call a friend or two and ask how
they are doing it!

Links to these documents to learn about many

collaboration tools:

Start up Guide: Operations & Communication Tools

Facilitators Choice: Our Top Online Collaboration Tools

(see next section)

Online Collaboration Tools Zoom “cheat sheet” that you can share in emails when inviting others into a zoom
room.
3.2 Facilitators’ choice: Our top online collaboration tools
Video conferences (1/3)
3.2 Facilitators’ choice: Our top online collaboration tools
Video conferences (2/3)

fairmeeting Online meetings, free or pay what you can telcos, larger online made in austria not as stable as zoom Quality: ?
www.fairmeeting.net video conferences meetings, video: vorarlberg, Security: 5
very similar like bug-proof, ad-free, should be used with
up to 50 persons zoom data protection Chromium or Chrome to
compliant, unlimited increase quality
audio and video open source
conference server no integrated break out room
based on jitsi meet function yet but instructions
how to add them manually

Skype (international) calls you can do just that but all participants need a apps for smartphone quality of sound/ image often Quality: 3
www.skype.com and video skype account available; easy to use not stable; often you need to Security: 1 (?)
conferences mute the video to be able to
continue

Crowdcast summits, webinars Free 2 week trial with 10 live attendees & 30 Quality:
www.crowdcast.io minute sessions with all business features Security:
included. Starter rate is $20/month includes up to
50 live attendees, stream up to 5 hrs a month
(has lite, pro, and business rate as well - see
website)
3.2 Facilitators’ choice: Our top online collaboration tools
Video conferences (3/3)
3.2 Facilitators’ choice: Our top online collaboration tools

Project Management / Collaborative Project Work (1/4)

3.2 Facilitators’ choice: Our top online collaboration tools

Project Management / Collaborative Project Work (2/4)

3.2 Facilitators’ choice: Our top online collaboration tools

Project Management / Collaborative Project Work (3/4)

3.2 Facilitators’ choice: Our top online collaboration tools

Project Management / Collaborative Project Work (4/4)

3.2 Facilitators’ choice: Our top online collaboration tools

Whiteboards/ Social walls (1/4)

€
3.2 Facilitators’ choice: Our top online collaboration tools

Whiteboards/ Social walls (2/4)

3.2 Facilitators’ choice: Our top online collaboration tools

Whiteboards/ Social walls (3/4)

€
3.2 Facilitators’ choice: Our top online collaboration tools

Whiteboards/ Social walls (4/4)

3.2 Facilitators’ choice: Our top online collaboration tools

Teaching
3.2 Facilitators’ choice: Our top online collaboration tools

Decision making
3.2 Facilitators’ choice: Our top online collaboration tools

Decision making
3.2 Facilitators’ choice: Our top online collaboration tools

Scheduling
3.2 Facilitators’ choice: Our top online collaboration tools

Consultation/crowdsourcing
3.2 Facilitators’ choice: Our top online collaboration tools

Mindmapping
3.2 Facilitators’ choice: Our top online collaboration tools
Disclaimer: this collection reflects a strictly subjective *Details about ZOOM security/ privacy improvements:
selection and description of online collaboration tools by It is recommended that you lock your meeting once all
various facilitators/ hosts. There are many more tools out participants have joined. Lock the Meeting: when you're in
there that may be great to work with! the meeting, click Participants at the bottom of your Zoom
window. In the participants pop-up box, you will see a
Contributors to Facilitators’ choice: Our top online button that says Lock Meeting. When you lock the
collaboration tools: Ruth Picker/ Austria, Martina Eisendle/ meeting, no new participants can join, even if they have
Austria, Esther Vallado/ Spain, Jen Mein / USA, Dana the meeting ID and password. Also, can mute everyone
Pearlman, USA / and disable screen sharing from anyone but host.
Alice Priori, Germany/Italy, Amy Hosotsuji /Canada, Nivek
Thompson, Australia, Colleen Leclercq, Tracey Be aware that: When recording your session locally (onto
Abbott/Canada your device) it will include private messages between
individuals that they may not have realized anyone would
be able could see afterwards, if you record it to the cloud it
will only keep the main public chat, excluding the private
messages. Reference.
3.3 Additional resources for virtual hosting
• Liberating structures virtual meeting approach • Transition Network’s guide for virtual teams - based on
document - Virtual Meeting Approach comprehensive experience in working together virtually.
Includes how to successfully run meetings online (by
• ABCD Asset Based Community Development and chat and/or video) and work collaboratively together
COVID 19 ABCD Covid doc across time and distance.
https://transitionnetwork.org/resources/virtual-teams-gui
• Amy Lenzo-online courses for virtual hosting and tech de
courses
• Institute for Evolutionary Leadership’s Collective
• (9 mins video) Tips for making virtual meetings more Narrative Methodology:
effective, by Keith Johnston of Cultivating Leadership https://www.evoleadinstitute.com/collective-narrative
https://www.youtube.com/watch?v=AD3zlxGkhKg
• Online Meeting Role Cards. The roles, if done well,
• Collection of remote work tools and tips on Trello guarantee excellent technical hosting and support,
(including virtual icebreakers): harvesting the key outcomes and facilitating co-creation.
https://trello.com/b/0JAGn8Fu/remote-working https://networkweaver.com/product/virtual-meeting-role-
cards/
 04
Conclusions and
Close
4.1 Conclusions and close
Thank you for being a virtual host! May these practices,
And remember, when in doubt,
frameworks, methods and harvest ideas support you on
this journey and help you create the conditions for reach out for support and get help.
meaningful and powerful virtual engagements in a time
The AoH FB page is always a great
when we need them most.
resource, in fact that is how this
guide began! All the amazing hosts
out there are willing and able to
step up and support and co-create
with you - you are not alone! :)
Acknowledgements
AoH and other amazing
facilitator colleagues Contributors
responded to this invitation
Dana Pearlman | [email protected] |Sebastopol, California
and contributed to the Marco Valente | [email protected] |
development of this guide. Baroch Oren | [email protected] | Givaat Ada, Israel
Belinda Eriacho | [email protected] |
Fyodor Ovchinnikov | [email protected] | Oakland, California
Myriane Ouellette | [email protected] | New Brunswick, Canada
Sandra Otto | [email protected] | New Zealand
Sue Grinnell | [email protected] | Olympia WA
Melinda Varfi | [email protected] | Budapest, Hungary
Charo Mendonca | [email protected] | Buenos Aires, Argentina
Pablo Villoch | [email protected] | Santiago, Chile
Damien Vasse | [email protected] | Bordeaux, France
Marco Bettoni | [email protected] | Basel, Switzerland
Susan Morales Guerra | [email protected] | Oslo,Norway
Giancarlo Pucci | [email protected] | San José, Costa Rica
Tracy Chaplin Duluth | [email protected] | Duluth, MN, USA
Carina Toledano | [email protected] | Rio de Janeiro, Brazil
Alice Priori | [email protected] | Italian based in Germany
Sara Blenkhorn | [email protected] | Vancouver, Canada
Tracey Abbott | [email protected] | Vancouver, Canada
Susan Silber | [email protected] | Berkeley, CA
Ria Baeck | [email protected] | Belgium
Andrea Calsamiglia M | |[email protected] | Barcelona/Galicia, Spain
Acknowledgements
AoH and other amazing
facilitator colleagues Contributors
responded to this invitation
Anamaria Aristizabal | [email protected] | Bogotá, Colombia
and contributed to the Jason Doiron | [email protected] | Moncton, NB, Canada
development of this guide. Mario Stankovic | [email protected] | Luzern, Switzerland
Chris Corrigan | [email protected] | Bowen Island, BC, Canada
Mischa Altmann | [email protected] | Vienna, Austria
Augusto Cuginotti | [email protected]
Arielle Goodman | [email protected] | Washington, DC, United States
Jenny Hegland | [email protected] | Washington, DC, United States
Jessica Srikantia | [email protected] | Cleveland, Ohio, United States
Roe Cummings | Baltimore, Maryland, United States
Juliette Sanchez-Lambert | [email protected] | Brussels, Belgium
Yurie Makihara | [email protected] | Sapporo, Japan.
Joyce Van Kerckhove | [email protected] | Antwerp, Belgium

Graphic Facilitation Team / Illustrators

Melinda Varfi & Julia Hoffmann | [email protected]