Like any sheet of paper, dotmocracy idea sheets require a hard and flat surface for being written on. In some cases tables, desks or a smooth floor may be used, with sheets either passed around for dotting or set out so participants can walk to each of them. Co-op Tools recommends the use of a designated dotmocracy wall, clipboards or a combination of the two.
Dotmocracy Walls
Using a designated wall for dotmocracy sheets (and not any other posters) has several important effects:
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It is easier for a facilitator to monitor and manage the process.
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The dotmocracy process is further legitimized as something different from other posted papers.
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Sheets are more visible and recognizable.
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Crowds can gather around the designated area of a wall to see what it's about, thus promoting discussion and participation.
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It does not require tables or floor space.
Tips:
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Make sure the wall is smooth and that you can use tape on the wall without removing the paint.
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Plan to have about 40 cm of wall length for every potential idea. The longer the wall, the better.
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Remove obstacles and distractions from around the wall.
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Containers with pens should be stationed on or near the wall.
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Large print instructions can be easily taped on the wall.
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Beware that markers or dark pens may soak through a sheet and leave marks on a wall.
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Pens may run dry if participants are forced to write with pens in a horizontal position.
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Position sheets low enough for even the shortest participant to read and write on.
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Aim to have all sheets in a single horizontal line. 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.
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After removing a sheet from the wall it may be easier to fold the tape over rather than trying to rip it off.
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; multiple sheets 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
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 of clipboards on a wall is very accessible: it can be easily used by people at any height and handed to people using wheelchairs or walkers. 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.
