At the end of the small group conversations in the Knowledge Café, the participants come together as a whole (large) group to have a final circle conversation. This is usually done by forming a circle with the chairs.
This closing method is unlike a traditional workshop with a series of report-outs. A Café does not usually end with report outs, though occasionally with large groups; it can be done at the expense of the quality of the event. A report-out is not a conversation.
Forming the Circle
The Café Host asks the participants to move the tables to one side (if there are any) and to establish their chairs in a circle.
Initiating the Circle
Surprisingly, in the most cramped of rooms or where the tables and chairs are heavy, it is still possible to form a circle, and even for large groups of 30 or more, this typically takes less than 2 minutes.
Everyone sits in the Circle, including the host and the speaker.
Refining the Circle
When the participants first form the Circle, it is often too large and has “kinks” in it. Ask the participants to shuffle their chairs forward to eliminate the “kinks,” so the Circle is as round and tight as possible. It is essential that everyone can both see and hear each other.
Handling rogue participants
One or two people may occasionally choose not to join the Circle but sit outside the perimeter and still expect to participate in the conversation. This behavior may be because they feel uncomfortable in the ring or lack confidence. However, in my experience, it tends to be the more dominant characters in the room and seems more about arrogance. You should make it clear that they should sit in the Circle if they wish to join the conversation.
Benefits of the Circle
First and foremost, the benefit of the Circle is that everyone is equal. No one has an advantage or is seen as superior because of where they sit.
Everyone can also easily see and hear each other, making it more difficult for one person to dominate the conversation.
Notably, the Café host can see everyone and, through eye contact and body language, can shape the conversation to some degree by indicating to dominant people they should talk less and encouraging the quieter members of the group to speak up.
Microphones are not usually needed in Circles up to about 30 people in size. But over 30, it is best to have at least two roving mikes – even three.
How the Circle Works
The host should start the conversation when everyone is settled by explaining briefly how the Circle works.
The host should make it clear to people that they should not formally report back to either him or herself or the group. And that they should not try to summarize everything discussed.
They should share an idea, insight, or something they feel is significant from their conversations. Something they feel moved to say.
Others may then share their own items or respond to the previous speaker.
They should be reminded to speak up and address the whole group so everyone can hear.
The closer they can make it conversational, the better.
Facilitating the Circle Conversation
Having explained the Circle process, the host asks, “So who would like to continue the conversation?”
It is impossible to have a real conversation with such a large group. It is more of a series of short report-outs by people. Although the host has asked them not to report back, this way of working is so ingrained in most cultures that people naturally do it.
Only after participating in several Cafés or smaller, more intimate Cafés do people come close to a large group conversation.
Depending on the participants and the culture, one of two things can happen in a Circle.
First, everyone engages enthusiastically, and a lively conversation unfolds. In this case, you do not have a great deal to do.
Second, people are slow to speak up and engage, and there are extended periods of silence, especially at the beginning. The host mustn’t feel compelled to fill the silence and start talking. This does not help.
The host should sit quietly and patiently; someone will break the silence sooner or later. This can be tough, but the host should sit there and smile.
Remember, the Café is about the participants, not about the host.
One thing the host should do is to scan the participants continually, casting their eyes around the Circle. Some people think they are still at school and raise their hands, often only slightly and somewhat timidly, to indicate they would like to say something. The host should invite them in at an appropriate moment.
One of the Café’s principles is that no one should be forced to do anything that they do not wish to do. This means that the host should not call on individuals to say something.
There are two reasons. First, you do not want to put anyone on the spot, and second, you want people to speak with passion – not because they have been asked to. When they are invited to talk for the sake of filling the space, they too often do just that: speak about nothing of importance to fill the space. This you need to avoid.
If the silence does last long, then, by all means, the host should speak up and share something of their own. But it should be kept short to draw others into the conversation.
Maybe ask a question and scan the Circle all the time for anyone ready to talk and invite them in. Often, people’s body language indicates they would like to say something.
When the Circle has fallen silent or the time has run out, the host should draw the conversation to a close.
Round-robin – sharing actionable insights
At the end of the Circle conversation, the host may initiate a round-robin where they ask each person in turn to share one actionable insight they had during the Café.
Closing the Café
Finally, the host should close the Café by giving a few summary words and thanking everyone for participating. No more is needed than that.
A short video of Circle conversation taking place at one of my London Knowledge Cafés. It is not the best of rooms or Circles, and so many men do not usually dominate most of my Cafés.Posts that link to this post
- Knowledge Café in Zurich, Switzerland The Knowledge Café has empowered our staff to speak up and take the initiative
- The Differences Between the Knowledge Café and the World Café There are some significant differences
- Gurteen Knowledge Café: Entrenched and Entrained Thinking A blog post by Conrad Taylor
- Knowledge Café: the Host The role of the Knowledge Café host
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