How to host a Knowledge Cafe and foster rich conversations

A Knowledge Cafe, also known as a Gurteen Knowledge Cafe, is a type of meeting in which participants immerse themselves in a topic of common interest, share knowledge, hatch ideas, gain insights, acquire new perspectives, strengthen relationships, and establish new connections.

Whenever you are planning to give a talk or PowerPoint presentation followed by a Q&A session, consider hosting a Knowledge Cafe instead. You will need more time but participants will have a richer and more rewarding experience.

The originator of the Knowledge Cafe format is knowledge management and conversational leadership exponent David Gurteen (pictured). Over the course of 15+ years, he has facilitated Knowledge Cafes in more than 30 countries.

These are some of the phrases used by David Gurteen to describe a Knowledge Cafe:

Ideas are shared freely
Barriers come down
Collaboration happens naturally
Encouraging trust and thoughtful dialogue
Fostering learning
Building connections
Sparking change through meaningful conversation

The Knowledge Cafe format

Principles

Studies conducted by David Gurteen and others reveal that the maximum group size for a proper conversation is four, or five at a push. I call this the Max4 Principle. Read more here.

No flipcharts. Individual note taking is OK but flipchart capture and subsequent report-outs hinder effective conversation.

The talk should be no longer than 20 minutes, with the opening session extending to 30 minutes maximum if a longer introduction is called for.

Facilitation during the final session requires a light touch.

The host does not invite or answer questions.

Room layout

Opening session: Participants are seated theatre-style. Cafe host speaks from front of room with visual aids if required.

Second session (formed of two or three rounds): Chairs are rearranged into groups of four. Host sits to one side and does not intervene.

Final session: Chairs are rearranged into a single circle. Host stands in the centre of the circle.

Process

Cafe host welcomes participants, states the purpose of the Knowledge Cafe, explains the process gives a brief talk, 20 minutes maximum, and introduces a thematic question.
Participants break into groups of four and have a conversation in response to the question.
New groups of four are formed and conversations continue.
When sufficient time is available, step 3 is repeated with new groups of four.
Chairs are rearranged to form a circle. Participants take their seats and a discussion begins. Host ensures that all voices are heard and that no one dominates the proceedings.
Host thanks participants for their contributions and closes the proceedings.