What is Dotmocracy?

Dotmocracy is an established facilitation method for collecting and prioritizing ideas among a large number of people.

It is an equal opportunity & participatory group decision-making process.

Participants write down ideas and apply dots under each idea to show which ones they prefer. The final result is a graph-like visual representation of the group's collective preferences.

Read the step-by-step process

This website presents the "Advanced Dotmocracy" process, which uses specially designed forms called Dotmocracy sheets to record each idea and participants' levels of agreement (or confusion), related comments and signatures for validation. It also follows a specific set of rules & requirements.

The Advanced Dotmocracy processes has been proven to:

• Recognize priorities and direction from all participants.
• Engage and empower diverse groups.
• Recognize agreement on unique ideas well as general.
• Give a voice to even the quietest of participants.
• Recognize and celebrate shared values.
• Focus on solutions while avoiding traditional power dynamics.
• Provide fully documented results that can be easily turned into action plans.
• Support friendly discussions while efficiently leading to practical conclusions.

The process is fun and takes only minutes to learn and apply.

To start using Dotmocracy download, print and copy blank Dotmocracy sheets and read the Dotmocracy handbook.

Step-by-Step Process

The three main roles for people involved in a Dotmocracy process are:

Below are the essential instructions for doing a proper Advanced Dotmocracy process.

1.  Learn about the issue. Before starting a Dotmocracy process on a complex topic, education should be provided to the participants to ensure they are knowledgeable on the issue to be addressed, e.g. distribute a primer booklet a few days ahead of time or host an introductory lesson.
2. Present the issue and ask questions. The hosting group provides a preamble about the issue at hand and the context in which it will addressed. Post the key question(s) to be answered by the Dotmocracy process.
3. Discuss potential answers. In small groups participants brainstorm and deliberate potential answers to the posted questions. Collectively and independently participants draft many ideas.
4. Write ideas on Dotmocracy sheets. Participants clearly print each idea statement on its own Dotmocracy sheet. Sheets are either posted on a wall or passed around among participants.
5. Fill dots to record opinions. Write comments. Participants read and consider ideas and fill in one dot per sheet to record their opinion of each idea on a scale of “strong agreement”, “agreement”, “neutral”, “disagreement”, “strong disagreement” or “confusion”. Participants sign each sheet they dot and may add brief comments.
Repeat steps 3 through 5. Participants review ideas, discuss comments and dotting patterns, and post new ideas to be dotted.
6. Report the results. The dotting process is called to a close. The sheets are collected and sorted by topics and levels of agreement. All results are published with the most popularly agreed ideas celebrated and important disagreements recognized.
7. Announce a decision. The hosting group formulates a plan that selects, combines, prioritizes and/or finds compromise among the popularly agreed ideas with minimal disagreement. The decision is publicized and the hosting group is held accountable to the original preamble provided and the reported results of the Dotmocracy process.

To get reliably useful results and to promote accountability, facilitators should follow the official Advanced Dotmocracy Rules & Requirements.

Download these instructions and the rules as a on page PDF

For more helpful suggestions Download the complete Dotmocracy Handbook.

Rules and Requirements

To facilitate an Advanced Dotmocracy session that is reliable, accountable, fair for all participants and promotes useful results, the following rules and requirements should be followed.

Rules

1. Official Dotmocracy facilitators are authoritative and responsible for the Dotmocracy process but neutral on the content.
2. Each participant may only fill one dot per a Dotmocracy sheet.
3. Participants must sign each sheet that they dot.
4. Participants may dot as many or as few sheets as they please.
5. Participants have the option to contribute anonymously.
6. There are no changes to an idea's text inside the idea box once dotting has started.
7. Participants are always invited to post new ideas.
8. A Dotmocracy sheet should only be removed from the dotting process according to the official facilitators' judgment.

Required Posted Information

For each Dotmocracy session the following information should be posted for all participants to easily see:

1. The basic process instructions.
2. Start and end times.
3. The question(s) to be addressed.
4. Preamble and references to related information materials.
5. A statement on how the results will be used by the hosting group.
6. The hosting group's name and contact information.
7. The facilitator(s) name and contact information.

If a facilitator fails to follow these rules or post this information, that's not cool.  The design of the Advanced Dotmocracy sheets in combination with these rules and requirements have been refined and published to help facilitators produce a reliable large group decision-making process and to give participants assurance that there time and ideas will be collected and prioritized in a fair and constructive manner. 

If you have suggestions for improving these rules and requirements, please post your comments below.

Approaches In & Outside of Meetings

Dotmocracy can be facilitated in many different ways, but the three main approaches are:

1. In a meeting and focused

2. In parallel with a meeting

3. Outside of a meeting

Participants in small groups are focused on discussing and writing ideas in a meeting

In a Meeting and Focused

An entire meeting or portion of a meeting is dedicated to a focused Dotmocracy session, i.e. Dotmocracy is given significant time within a meeting agenda.   This is generally the preferred model and is the basis of the Step-by-Step Instructions.

Advantages

• Specifically who will participate can be planned.
• The dedicated time in a meeting allows participants to concentrate on the tasks of brainstorming, discussing and dotting. The large team momentum can produce a high number of results within a very short period of time.
• The preamble can be presented live with engaging media and/or introductions by key persons, potentially including questions and answers.
• Participants get an opportunity to discuss and formulate ideas in small groups.
• Participants can meet each other and recognize who was involved and help build community.
• Results can be announced and celebrated with all participants together, creating a sense of team accomplishment.

Disadvantages

• Requires a large venue and large meeting logistics, e.g. chairs, snacks and drinks, materials for everyone to use at the same time, audio/video systems.
• Those who can not attend the meeting are left out of the process.

Examples

• A residence group has an ad hoc meeting to find solutions to noise pollution complaints.
• An organization has a bi-annual goal setting staff meeting to give direction to the management.
• A large steering committee discusses and prioritizes objectives for the coming year.

Suggestions

• Give everyone their necessary materials as the enter the room or have materials already set out on tables and chairs.
• Have co-facilitators (e.g. organization staff or volunteers) circulate the room taking filled-in idea sheets and posting them on the Dotmocracy wall, thus allowing participants to continue their small group discussions.
• Help groups to produce many ideas by encouraging a bit of competition between small groups.
• Remind participants in small groups that they do not need to reach consensus on an idea in order to post it.  Anyone can also write an idea on their own.

Dotting ideas on a clipboard being passed around in parallel with a plenary presentation at a conferenceIn Parallel with a Meeting

Within a meeting or event a Dotmocracy process can be conducted in parallel with the main agenda. After a brief preamble early in the meeting, Dotmocracy sheets can be either circulated on clipboards or posted on a wall that is near to the meeting in progress. Participants silently write on the sheets while the main agenda items are addressed.

Advantages

• Dotmocracy does not take time away from a packed agenda.
• The Dotmocracy process can be 'added on' last minute without affecting an approved agenda.
• Meeting discussion can inform and be informed by the dotting results.

Disadvantages

• Either the verbal meeting or the Dotmocracy process may suffer from distraction by the other.
• Generally this parallel model does not produce half as many results as a focused Dotmocracy session.

Examples

• Organization members brainstorm and prioritize slogans while listening to a presentation about a new initiative they want to promote.
• Audience members write down and prioritize questions for a speaker to address at the end of a presentation. (See Dotmocracy Question Sheets)

Suggestions

• Clipboards being passed around is more likely to be accepted then a Dotmocracy wall where participants would have to leave their chairs and face away from a speaker as they dot.
• Try to get a few minutes at the start of the meeting for introducing the process and at the end for celebrating results.
• Have the written preamble and instructions handed or point out to those who may have missed a verbal introduction.
• Take advantage of breaks for encouraging more dotting.
• The main discussion should include mention of the results from the parallel Dotmocracy process.

A Dotmocracy wall set-up in the hall during a three day conferenceOutside of a Meeting

In this model the Dotmocracy wall is in progress for many hours, days or even without a planned end. Depending on what group of people the process is intended for, the Dotmocracy wall may be in an organization common space such as foyer, lunch room, or hallway, or may be in a public space such as public building, square or park. There may need to be facilitators present to manage the materials and encourage participation, although for experienced organizations, it may be mostly self-managed by participants.

Advantages

• Provides maximum opportunity for participation by people with competing schedules.
• Ideal for gathering public input at an event or in a public space.
• Takes only a few minutes for people to participate at their own leisure.
• Useful for gathering input and making group decisions outside of meetings.

Disadvantages

• Can take many more hours, days or even weeks to equal the level of participation accomplished in one focused large meeting.
• Participants generally don't get to discuss ideas directly with each other.
• People are less mentally focused on the topic and less likely to carefully consider ideas within a complicated context.
• Time and energy must be invested in promotion of the preamble and getting people to participate.

Examples

• A 'suggestions' board in a staff lunch room.
• A Dotmocracy wall in the foyer of a college for getting input from students and staff on potential changes.
• A 'key learnings' Dotmocracy wall during a research conference.

Suggestions

• This process is appropriate for topics that are either 'top of mind' (not requiring much critical thought or research)  or used within a context of learning and discussion (e.g. a conference or symposium).
• Promote the process in an organizations newsletter or other popular media among the participants so they are aware of the process before they first see it.
• Position the Dotmocracy wall in highly visible and popular area, such as near food or along a common corridor.
• Have clear instructions posted on the Dotmocracy wall next to the sheets. Use colour and large signage to draw people's attention.
• Have pens clearly accessible near the sheets, ideally in pockets next to the sheets on the wall, tips down so they don't dry out.
• Be proactive in encouraging people to participate. Ask them for a moment of their time. Hand them a pen. Walk them through the process. Answer questions.
• Post a mailing list sign-up form for participants to request copies of the results upon completion.

How to Use Dotmocracy Walls and Clipboards

Like any sheet of paper, Dotmocracy idea sheets require a hard and flat surface for being written on. In some cases tables, desks, binders or books may be used, with sheets either passed around for dotting or set out so participants can walk to each of them. A recommendation is to use:

• A Dotmocracy wall
• Clipboards
• Clipboards on a Dotmocracy wall

A Dotmocracy wall being used a work team (note: the sheets are a little too high)Dotmocracy Walls

Setting up and using a designated Dotmocracy wall is quick and easy:

1. Select a long wall with a smooth surface that is ok to use with masking tape, e.g. it won't peel off any paint.
2. Make sure the wall is as clear as possible of any distracting posters, hanging or signs.  Remove obstacles such as chairs, tables or cabinets from in front of the wall.
3. Post a sign saying "Dotmocracy" on the wall and post the required instructions, preamble and details in large font (see Rules and Requirements).
4. Post Dotmocracy sheets on the wall in a line around average shoulder height.
5. Invite participants to follow the step-by-step idea drafting and dotting process.

Tips:

• Window walls can work well, but you need to make sure the Dotmocracy sheet is blank on the other side or light coming through it will make reading the sheet more difficult.
• The longer the wall, the easier it is post and dot a large number of sheets. Using multiple walls works too.
  
• Containers with pens should be stationed on or near the wall. Store the pens tip down to avoid drying  out.
  
• Beware that markers or heavy ink flow pens may soak through a sheet and leave marks on a wall, so test your pens first.  Pencils can work too, preferably without erasers that could allow someone to alter results.
• Aim to have all sheets in a single horizontal line. If possible, avoid placing sheets vertically above or below each other as this causes participants to crowd around a single area where it may be more difficult and uncomfortable for people to read and write on the sheets.
• After removing a sheet from the wall it may be easier to fold the tape over rather than trying to rip it off.

A Dotmocracy sheets on clipboards are passed around a workshop discussion table

Clipboards

In a meeting of any size, clipboards with Dotmocracy sheets can be easily passed between many standing or sitting participants. Ideally there should be only one sheet per clipboard, because multiple sheets on a single clipboard decrease the potential for many people to dot simultaneously and may also cause ideas at the bottom of a collection of sheets to be dotted less often. Strong cardboard with an elastic band or two around it makes for an effective and affordable clipboard.

Clipboards on a Wall

Cardboard with elastic bands act as clipbaords, hung with paperclips on to a wire taped to a wall

Dotmocracy sheets on clipboards hung on nails, a taut wire, or placed on a ledge against a wall, can be easily moved around and changed. Such a set-up is very accessible: it can be easily used by people at any height and handed to people using wheelchairs or who need to is. This arrangement also allows pens to be used in a vertical position so the ink can flow readily. Pens can also be conveniently hung in envelopes on the wall.

Dotmocracy outdoors - the clipboards on a wire work well over a damp and rough wall

Example Meeting Agenda

Below is an example generic agenda for a two hour deliberative forum that uses Dotmocracy to find group agreements.

1. Welcome and Opening Remarks (5 min)
2. Presentation on [Topic of Forum] (20 min)
3. Present Preamble and Questions to be Addressed (5 min)
4. Small Group Discussions and Drafting Ideas (30 min)
5. Dotting, Discussing and Drafting Ideas (40 min)
6. Highlight Key Results  (15 min)
7. Next Steps & Closing Remarks (5 min)

As you can see, the majority of the time is given to the process of writing ideas, dotting them, discussing patterns and writing new ideas to be dotted.

Example of Posted Instructions

The following simple instructions could be posted on a Dotmocracy wall next to the preamble, questions and other required information about the session.

Dotmocracy Instructions

1. Read a suggestion posted on a Dotmocracy sheet below, fill-in one dot to record your opinion, sign the sheet, and optionally add any comments.
2. You may dot as many or as few sheets as you please.
3. If you have new suggestions, clearly write each idea on its own Dotmocracy sheet and post them on the wall for dotting

 

 

While further instruction details could be given, I have found that these three points are often enough to get people fully participating.  Too much text and many people may be turned off from taking part, especially in a non-meeting situation.   Of course, the questions being addressed need to be the most prominent text posted on the wall, larger than the instructions.

If the Dotmocracy wall is very long you should post repeat copies of the instructions and other information every 5 meters (16 feet) or so.

Materials List

• Information materials for all participants
• 2 or more copies of the question(s) printed very large
• 2 or more copies of the instructions, preamble, how results will be used and contact information, all printed large
• 1-2 hanging clipboards per a participant
• 2-3 blank Dotmocracy sheets per a participant
• Enough wire to span the Dotmocracy wall twice
• 2 rolls of masking tape
• Pens for all participants
• Scrap paper (for participants to draft notes)
• Chart paper and markers (for making impromptu signs)
• Different coloured sticky not pads (to notate and help organize results)
• Folders (for collecting the completed sheets)

Plan to have too many materials rather than not enough.  You will likely also need non-Dotmocracy meeting requirements, such as signage, name tags, tables and chairs, microphone and speakers, projector and screen, snacks, etc.

Factors That Can Improve a Dotmocracy Process

1. Trust in the facilitation, sponsoring organization and fellow participants.

2. Diversity of ideas.

3. A large number of participants.

4. Diversity of people.

5. Education of participants on the issue.

6. Quality information available about the issue.

7. Participants have something at stake from the outcome.

8. A cohesive spirit of co-operation and common aims within the group.

9. Willingness to use the Dotmocracy process.

10. A  high number and wide variety of well thought out proposals.

11. Enough time time for in depth deliberation, reflection and reformulation of ideas.

12. Providing opportunity and support for participants to recognize and discuss important patterns in the results.

13. Multiple iterations of the process (i.e. multiple stages of repeating the learning-discussing-drafting-dotting process). Each stage reflects on previous results and learns from new investigations.

14. A high number of repetitions of similar and related questions over time and within different contexts. Recognize the continuity and differences among results from different sessions.

15. Trusted, knowledgeable and experienced people interpreting results and making the final decisions.

Each of these factors is rather subjective, but as one becomes more experienced at Dotmocracy facilitation it will become more apparent which factors need more attention depending on the situation.

Facilitation Tips

These points, in combination with your knowledge of the Dotmocracy process, and experience and skills with group facilitation will help you conduct an effective Dotmocracy process. Many of these points relate to an in meeting process, but are not exclusive to that model.

General

• Establish authority over the process starting with first impressions. Have a name tag. Stand by the materials or presentation area.

• Plan each step as part of a time-line within your agenda, leading to a final output. Leave a lot of extra time at the end for reformulation of the final plan.

• Have participants helps distribute materials, e.g. take-and-pass scrap paper and proposal sheets.

• Keep yourself and the group aware of the time and your progress within the agenda.

• Number the posted questions for easy reference. Each proposal should include the question number.

• Ensure all written materials and proposals are legible for all participants.

• Remain aware of tone, body language, moods and feelings within the group. Address awkward situations before they escalate.

• Randomness and a bit of chaos is OK - it helps to deter systematic bias.

• Be flexible and accommodating to participant needs and surprising outcomes.

• It good to have fun and keep things light, while still maintaining the legitimacy of the process.

• Reinforce all the rules that have been established. Consistency builds legitimacy and trust.

• Provide space for minority views and critical perspectives. Don't stifle debate or dissent, but also avoid letting it dominate discussion.

• Use short 'energizer' games to get people more engaged and focused.

• Be aware of the expectations of the participants and the desired effect you wish to achieve. E.g. Are these people coming there with a serious intent or casually 'checking it out'? Are aiming to make people feel like this a folksy sharing of ideas or an important decision-making process. Select your venue, materials, presentation and facilitation style to address these questions.
  

Producing a useful preamble

• Aim to provide the most essential information and context necessary for making a smart decision.

• Provide a broad set of information without bias or commentary.

• Have key stakeholders author the preamble together.

• Include important facts, research, references, budgets, history, personal quotes, etc.

• When helpful use diagrams and photos.

• Include different perspectives.

• Include the criteria for an ideal solution to the issue.

• Keep it simple and concise.

• When using examples, provide a wide variety to avoid bias towards a singled out example.

• Presentations should avoid opinionated or personal commentary.

• Include what will be done with the results: what level of authority will be considering them; what kind of weight will they carry; and where will they be published?

Authoring the right questions

• Involve stakeholders in the question authoring.

• Keep it concise and clear.

• Brainstorm a large number of options. Then shortlist.

• Test the question on typical participants before presenting to the group.

• If it makes sense, you may want to have more then one related questions, in parallel or in sequence.

Developing good ideas

• Make sure participants understand the question and are informed on the topic.

• In pairs get participants to quickly write down a list of ideas without stopping to discuss and consider any of them. Then in larger groups they can discuss their favorite ideas.

• Use scrap paper for drafting a proposal before publishing it on a proposal sheet.

• Encourage groups to seek consensus on proposal texts, but also invite alternative and independent proposals.

• Stress the need for wide range of ideas. Push participants to go beyond conventional thinking. Use radical examples to demonstrate how far an idea can be taken.

• Encourage building on ideas and seeking ideal solutions for all stakeholders.

• Focus on the quest for solutions.

• Suggest groups don't get bogged down on one idea, but to write it down and move on. While deliberation is encouraged, the goal is to produce a variety of good proposals, not one perfect proposal.

• Have groups break up and form new groups once or more during the brainstorming and deliberation phase.

• Get some informed members to author a few well thought out proposals ahead of time, to help seed the process.

• Each proposal should be clearly associated to its question, although proposals without an associated question should not be censored.

• If a proposal includes many elements and receives mixed dotting results, suggest that each element be given their own Dotmocracy sheet. This way you can recognize which elements are the most supported.

Helping the dotting process

• Set-up the Dotmocracy wall in a way that makes it easily accessible to the entire group. For out of meeting process, ensure that participants know where the wall is and are requested to use it.

• Get participants to distribute themselves evenly along the wall, i.e. not to bunch up around only a few proposals.

• Maximize space between proposals.

• Ask people to dot independence and intention, Understand what you are doting and why. Be wary of following the crowd.

• Bring attention to newly posted proposals and proposals that lack much dotting.

• Keep the placement of proposals and comments reasonably organized.

• Refinements and combinations of popular proposals should be posted as soon as possible.

• Encourage new proposals based on emerging patterns and important comments.

• Removing proposals only starts to save time when there are more proposals then about the number of participants, i.e. when some proposals have only one or no participants dotting at any time. Remove the duplicate, confusing and objected proposals first.

• If someone is not comfortable signing their own name, a facilitator can sign as a witness.

Interpreting results

• Recognize joke proposals and put a Ha ha or funny face sticky note on them to differentiate from serious proposals.

• 33% objection or 25% confusion after only 12 dots or 20% of dots have been posted (which ever is larger) can usually provide enough of a trend to decide the fate of a proposal for the next stage.

• Judge a proposal results in comparison to the results of others proposals.

• A lack of clearly approved proposals may indicate the need for a different question, more information or further brainstorming and deliberation.

• Pay attention to comments that may indicate the need for further research to inform the process.

• If people write angry or hurtful comments or aggressive debate occurs, a conflict resolution process may required to build understanding, trust, respect and empathy within the group.

• Investigate concerns and whether they can be addressed with discussion or a new (possibly more detailed) proposal.

• Be wary of polarized results, e.g. mostly As and Fs. These are more likely to create conflict than Bs and Cs.

• The final decision for action should be formulated based on the patterns of approval and relationships between approved proposals, not necessarily the single most popular proposal, or least objected.

Concluding with a clear plan for next steps

• While its usually good to have a specific conclusion in mind, such as the creation of a policy or goals for a project, decision-makers should be open new conclusions that best reflect the groups preferences, such as the cancellation of a project, or the need for discussion to address an underlying issue.

• Examples of potential next steps:

• A specific committee will publish a policy that reflects the results.

• Results will be published, further research will be undertaken and a new Dotmocracy process will be conducted.

• A project manager will be assigned to carry out the most approved goals.

• The results will discussed by the board and several assignments may be given to the manager.

• Plan for methods of communication to follow through on information sharing and decision implementation, e.g. Mailing lists, newsletters, meetings, web sites, radio.

• When any decisions are presented, include a clear method for giving feedback and process for changing the decision, if possible. E.g. Provide feedback at this phone number and e-mail; this decision can be overturned by a petition by 15% of members.

Metrics - Measuring Outcomes

Beyond the actual
results and content of a Dotmocracy session, there should be critical review of
how the session was conducted to check the legitimacy of the results.

Some key
questions to investigate:

• Who participated and do they appropriately
  represent the group being consulted?
• What information was provided to
  participants? Was the information
  accurate and unbiased? Did participants
  understand it?
• Was the preamble and question(s) open ended, or
  did it suggest a certain opinion?
• How much time was provided for discussing,
  drafting of ideas and dotting? Was this
  sufficient considering the complexity of the issue at hand.
• How many ideas were dotted?
• On average, how many dots were filled-in per a
  sheet?
• How many sheets had only a few dots?
• Were the Dotmocracy rules and requirements
  properly followed?
• Were the results fully and accurately published
  upon completion of the session?

Providing
answers to these kinds of questions may be useful for including in reports to
the hosting organization and critical observers of the process.  Insights from these answers can also inform
the planning of better future sessions.

Agreement Score Equation

DRAFT - IN PROGRESS

People should generally be able to sort through results visually recognizing which sheets have the most agreement with minimal disagreement.  To make the process more objective and rigorous you could possibly apply an "agreement score" algorithm that produces a single comparable score for each posted idea.  Below is one possible algorithm that could be applied.

To be scored a sheet must have a minimum of 15 total dots (& signatures) or 2/3 the number of participants if less than 22 total participants.

Add each of the following:

(# of strong agreement dots / total dots) x 30
(# of agreement dots / total dots) x 20
(# of neutral dots / total dots) x 10
(# of disagreement dots / total dots) x -30
(# of strong disagreement dots  / total dots) x -40

= AGREEMENT SCORE

The sum would give an absolute score that favors those ideas with the most agreement and least amount of disagreement.  But I'm still not sure what to do about "Confusion" in the scoring, nor if the total number of dots should a factor in the total score.