Helpful tools to support evidence-informed change in social care

A World Café is a way of formatting events or conversations to allow people to move around and share ideas, building on previous conversations.

Information for this page came from Café to Go and The World Café. Find out more:

Setting: Create a “special” environment, most often modelled after a café.
Welcome and introduction: The host begins with a warm welcome and an introduction to the World Café process, setting the context, sharing the Café Etiquette, and putting participants at ease.
Small-group rounds: The process begins with the first of three or more twenty-minute rounds of conversation, based on a relevant question, for small groups of people seated around a table. After twenty minutes the group moves to the next table. It is an option for each table to have a ‘host’ who stays at the table and fills the next in on previous discussions.
Questions: The same questions can be used for more than one round, or they may build upon each other to focus the conversation or guide its direction.
Harvest: After the small groups (and/or in between rounds, as needed), individuals are invited to share insights or other results from their conversations with the rest of the large group. These results can be reflected visually in a variety of ways.

Clarify the context: Why have you brought people together and what do you want to achieve.
Create a hospitable space: If people feel comfortable, they will be more open and creative with their ideas.
Explore questions that matter: Use questions that are relevant to real-life concerns of the group.
Encourage everyone’s contribution: Participation and engagement are key, and we want people to actively contribute their ideas and perspectives. Equally some people may choose to engage by listening rather than contributing.
Connect diverse perspectives: Sharing ideas and thinking with a wider group of people can greatly increase the possibility of new insights.
Listen together for patterns and insights: Pay attention to themes and patterns, and how these connect to the larger context. Also listen for what is not being said, as this could enhance your understanding of the situation.
Share collective discoveries: At the ‘harvest’ stage, themes and connections will be shared with the whole group. Using a graphic artist to record this part of the conversation can be very helpful.

Set the space up like an actual café, with each table seating 5 or 6 people
Use colourful tablecloths, with place large sheets on paper on top. Provide a range of coloured pens for each table to encourage people to show their ideas creatively – writing or drawing are encouraged
Provide drinks and snacks at a side table
Consider playing music as people arrive to encourage a relaxed atmosphere where people are open to sharing ideas.

Helpful tools to support evidence-informed change in social care – World Cafés