Pro Action Cafe

Purpose

Pro Action Cafe combines elements of World Cafe and Open Space to help project owners develop their initiatives with the support of the group. Callers (project owners) host a table; visitors rotate through in three rounds, each round addressing a different question that progressively deepens understanding and refines the project. Use it when multiple people have emerging projects that need collective input to move forward.

At a glance

• Group size: 12–60 people
• Duration: 60 minutes
• Difficulty: Intermediate
• Facilitation style: Semi-structured
• Setting: Indoor / Remote-friendly

How to run

1. Callers pitch (5 min): 3–6 project owners each pitch their project in 1 minute. They set up at separate tables.
2. Round 1 — "What is the quest behind the question?" (12 min): Visitors sit at a table. Through dialogue, the group helps the caller clarify the deeper purpose and question behind the project.
3. Rotate (2 min): Visitors move to a new table.
4. Round 2 — "What is missing?" (12 min): The group identifies gaps, missing perspectives, resources, or connections.
5. Rotate (2 min): Visitors move again.
6. Round 3 — "What am I learning and what next steps will I take?" (12 min): The caller synthesises insights and defines concrete next steps.
7. Harvest (15 min): Each caller shares their key insight and next step with the full group.

Materials needed

• Tables with paper tablecloths and markers
• Project pitch cards
• Timer or bell
• Three question posters (one per round)

Pitfalls & common mistakes

• Callers pitching too long — enforce 1-minute pitches to keep energy high.
• Visitors giving advice instead of asking questions — especially in rounds 1 and 2, the value is in inquiry.
• Skipping the harvest — commitments made in public are more likely to stick.

Inclusion & accessibility

• The rotation ensures diverse perspectives reach every project.
• The structured questions prevent the conversation from being monopolised by confident speakers.
• For remote: use breakout rooms with a caller who stays; rotate visitors between rooms.

Variations

• Mini Pro Action Cafe (30 min): Two rounds instead of three, shorter rotations.
• Pro Action Cafe + Follow-up: Schedule a check-in two weeks later to review progress on commitments.
• Pro Action Cafe for teams: Instead of individuals, teams present team challenges.

When NOT to use this

Avoid Pro Action Cafe when the projects are not real or when callers are not genuinely seeking input — the format requires authentic vulnerability. Also not effective with fewer than 12 participants (not enough visitors per table).

Source & further reading

Developed by Rainer von Leoprechting and Ria Baeck. Related to World Cafe (Brown & Isaacs) and Open Space (Owen). See proactioncafe.com.