converge · Planning, Problem Solving, Knowledge Sharing · 90–150 min · 12-40 people · medium energy
Pro Action Café
Some participants, the callers, bring a project or question they want to move forward. Each caller hosts a table with three or four contributors. Over three rounds the contributors change tables while the callers stay, and each round has its own question: what is the quest behind the question, what is missing, and what next steps will I take.
When to use Pro Action Café
Use when people in the room each carry a real project or question and would benefit from a few rounds of focused help from peers.
What it solves
People leave inspiring sessions with energy but no clearer idea of their own next step.
How to run Pro Action Café, step by step
- Explain the format and invite callers to name their project or question. Aim for one caller per four or five people (10 min).
- Callers sit at separate tables. Everyone else picks a table, three or four per table (5 min).
- Round 1, what is the quest behind the question? The caller explains, contributors ask questions that deepen the purpose (20-25 min).
- Contributors move to a new table. Round 2, what is missing? The caller recaps briefly and the table explores what would make the project more complete (20-25 min).
- Contributors move again. Round 3, what next steps will I take and what help do I still need? (20-25 min).
- Callers take a few quiet minutes to write down insights and steps, then each shares one sentence in the full group (10-15 min).
Materials needed
- Small tables with paper tablecloths or flip chart sheets
- Markers
- The three round questions on display
- Bell or chime
Facilitator tips
- Callers need a project they actually intend to act on, not a general topic for discussion.
- Remind contributors that the project belongs to the caller. Their job is to ask and offer, not to take it over.
- Keep the round questions visible at every table so recaps stay short.
Common pitfalls
- Too many callers, so tables end up with one contributor and the conversation dies.
- Contributors start solving their own version of the problem instead of helping the caller think.
Variations
- Run as a regular after-work gathering with a rotating host team, as the original Brussels sessions did.
Running it online or hybrid
Give each caller a fixed breakout room and reshuffle everyone else between rounds. Post the round question in every room.
What it produces
For each caller, a sharper purpose, a list of what is missing, and concrete next steps with the help they still need.
Origin
Developed by Ria Baeck and Rainer von Leoprechting in Brussels, blending Open Space (people bring their own questions) with World Café (people mix across rounds). — source
Build a session around Pro Action Café
METODIC places Pro Action Café inside a complete, timed session plan — agenda, worksheets, facilitator guide and slides — matched to your group and goal.