communities of practice guide - professional development

Creating,reinvigoratingortransformingacommunityofpractice.byChristineLupton,HarryWebne-Behrman,JulieHuntJohnson,MargaretMerrill,TetyanaSchneider

Community of Practice (CoP) Network

Communities of Practice Guide

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In this Guide: Overview………….……………………………………………………………………………… 3

5PhasesofCoPs………………………………………………………………………………. 4

Worksheetsfor5phases:

Define……………………………………………………………..……………………… 6

Design…………………………………………………………………………………….. 8

Grow……………………………………………………………………..………………... 10

Perform……………………………………………………………………………..…….. 12

Transform……………………………………………………………………………..…. 14

References………………………………………………………….……………………………… 16

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What are Communities of Practice (CoPs)? CoPsare“groupsofpeoplewhoshareaconcernorapassionforsomethingtheydoandlearnhowtodoitbetterastheyinteractregularly”(Wenger-Trayner&Wenger-Trayner,2015).Noteverythingcalleda“community”isacommunityofpractice.Forexample,aneighborhoodmaybeconsideredacommunity,butnotnecessarilyacommunityofpractice.Bookclubmembersmayallenjoyreadingnovels,buttheydonotshareapracticethatexpandsthefieldofliteratureoraddressesliteracy.Threeelementsarekey:

Why are CoPs useful? Communitiesofpractice(CoPs)connectpeoplewithcommongoalsandinterestsforthepurposeofsharingresources,strategies,innovationsandsupport.CoPssupportthetransmissionandexpansionofknowledgeandexpertiseforleaders,learnersandprofessionalsinanyfieldordiscipline.CoPscontributetoamoreconnectedandcollaborativeglobalcommunityinyourfieldofexpertise.

What can this Strategy Guide do for you? WhetheryoualreadyhaveanactiveCoPoryouarejuststartingout,thetoolsprovidedonthissitearedesignedtohelpyouconsideryourCoPvision,goalsandstrategies.

Basedonyourresponsestothesequestions,identifyareasofimprovementandcreatealistofgoals.Whatdoyouneedmoreof?Lessof?Howwillyouachievethesegoals?Involve members of your group CoPsarecommunities,firstandforemost.WerecommendthatCoPreflectionandplanningoccurwithasmanyCoPmembersaspossible.Themoregroupmemberinvolvement,themoresuccessfultheCoP.ThisguidecanbesenttoCoPmembersaheadofaCoPannualreviewmeeting,forexample,anddiscussedatthemeeting.

COMMUNITY members“engageinjointactivitiesanddiscussions,helpeachother,andshareinformation”(Wenger-Trayner&Wenger-Trayner,2015). DOMAINis“shareddomainofinterest”(Wenger-Trayner&Wenger-Trayner,2015),“aconcern,asetofproblems,orapassionaboutatopic”(Wenger,McDermott,&Snyder,2002).PRACTICEisa“sharedrepertoireofresources:experiences,stories,tools,waysofaddressingrecurringproblems”(Wenger-Trayner&Wenger-Trayner,2015).

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The Cycle of a CoP ThephasesofCoPsaremorecyclicalthanlinear,soitishelpfultoconsiderallofthephaseswhetheryourgroupismorenoviceorveteran.Forexample,eventhough“define”isphase#1,itwillbebeneficialforyourCoPtocontinuetocheck-inwithitsdefinition.Ifjuststartingout,itmightbehelpfultoconsiderthe“transform”phasetoensureyourCoPisadaptivetochangesinfundingorgoals.

The Phases are Flexible Thephasesaremeanttobeflexible.PhasescanbeskippedorrepeatedbasedonyourCoPneeds.Ifyoudon’tknowwhatyouneed,thenitmayhelptoreviewallofthephases.

Phase 1: Define your CoP WhetherjuststartingaCoPorreenergizinganexistingCoP,ithelpstostartwithadefinition.ThedefinitionofyourCoPwillsteereverymajordecisionyoumakeforandregardingyourcommunity.Insomewaysitislikeavisionormissionstatement.TheactionstepsbelowwillhelpyoudefineyourCoP.Remember–itmaybebesttoreflectandplanasagroup.

Phase 2: Design your CoP Onceyouhaveaclearsenseofidentity,it’stimeforyourCoPtogetbusy.ItisimportantthatmembersofyourCoPengagewithoneanotherinsomemeaningfulwaytoswapstories,resources,andexpertise.YourCoPdesignwilldeterminemembercommitmentandoverallcultureofyourcommunity.

Phase 3: Grow your CoP BythisphaseyoualreadyhaveageneralsenseofwhoyourCoPmembersare,theoverallvisionandpurposeofyourCoPandyouhavedesignedsomeactivitiesandmodesofcommunication.Nowthatthereisageneralsenseofrhythm,it’stimetoconsiderexpanding!

Phase 4: Let your CoP Perform MaybeyouhavejuststartedyourCoP–you’vehadafewmeetingsandyouareworkingonbuildingawebsite.OrmaybeyourCoPmeetsregularlyandyouseeroomforgreaterimpactforbothmembersandthepublic.Howcanyoucreateandsustainacycleofparticipationandcontribution?

Phase 5: Transform your CoP PerhapsyouhaveenjoyedthefruitsofyourCoPdesign&growthprocesses.Maybeyouaremeetingregularlywithsubstantialinvolvement.Suddenly,akeystakeholderorresourceisremoved–howcanyourCoPadapttonewcircumstances?DoesyourCoPneedtochange?OrisittimetoconsiderretiringyourCoP?

The Life Cycle of a CoP

The 5 Phases of CoPs

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Worksheets

Community of Practice (CoP) Network


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WhetherjuststartingaCoPorreenergizinganexistingCoP,ithelpstostartwithadefinition.ThedefinitionofyourCoPwillsteereverymajordecisionyoumakeforandregardingyourcommunity.Insomewaysitislikeavisionormissionstatement.TheactionstepsbelowwillhelpyoudefineyourCoP.Remember–itmaybebesttoreflectandplanasagroup.

Define your purpose Withoutclearpurpose,peoplewillhaveother,betterdefinedprioritiesfortheirtimeandenergy.Peopleneedtoclarifywhattheyarepassionateabout,wheretheyneedassistance,andwheretheyhavethingstoshare.Considerresearchinghowtowriteanorganizationalcharterormissionstatementasaguideforthisprocess.

• Whatisyourgroup’sprimarypurpose?• Whatspecificneedswillthecommunitybeorganizedtomeet?• Whatarethebenefitstogroupmembersandstakeholders?

Notes:

Define your shared interest Trekkies,Preschoolteachers,smallbusinessowners,unicyclists–thesecanallbeCoPswiththerightlevelofactionandengagement.CoPsarenotjustanetworkofpeopleoragroupoffriends,butagroupthatsharesbothaninterestandacommitmenttothatinterest

• Whatisyourgroup’ssharedinterest?Notes:

PHASE #1: Define

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Define your community Withoutpeopleandrelationships,thereisnocommunity.Communitymembersengagewithoneanother,helpeachotherandlearnfromoneanother.WhileCoPstypicallybeginorganically,keystakeholdersmayemergetoleadorfundCoPactivities.Forexample,apersonmaynoticetheneedforaCoP,inviteotherstoparticipateandfindthat5yearslatertheCoPhostsanannualconference.Thatoriginalpersonmaylabelthemselves“founder&CEO”oftheCoP.CoPsmightalsobenefitfrompaidadministrators,especiallyifwebsitemanagementormeetingspacesareneeded.

• Whoaremembersofyourgroup?• Doesyourgrouphaveimportantstakeholders(i.e.fundingorleadershiproles)?• Howwillcommunityrolesbedefined(individuals,groups,groupleaders,community

administrators,etc.)andwhowilltakethemon?Notes:

Define your practice Communitymembersarepractitionersengagedinpractice.Practicecanrangefrompracticinganinstrumenttoteachingacertaintopicoragegroup,toresearchtoadvisingtomanagement.WithinaCoP,membersswapstories,resources,andexpertise.Membersoftenuseacommonlanguagesurroundingthesharedpractice.

• Whatisyoursharedpractice?Notes:

PHASE #1: Define

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Onceyouhaveaclearsenseofidentity,it’stimeforyourCoPtogetbusy.ItisimportantthatmembersofyourCoPengagewithoneanotherissomemeaningfulwaytoswapstories,resources,andexpertise.YourCoPdesignwilldeterminemembercommitmentandoverallcultureofyourcommunity.TheactionstepsbelowwillhelpyoudesignyourCoP.Remember–itmaybebesttoreflectandplanasagroup.

Design Activities CoPsarealiveandactive.CoPactivitieshelpestablishasharedcommunityidentity.Activitiesmayincludeweeklycoffeetalks,producinganewsletter,biannualonlineseminar,etc.SomeCoPsareproductiveandcontentwithfewermeetingsandaddingmoremeetingsmighthurtmemberretention.SomeCoPsfindthatmonthlymeetingskeeptheenergyflowing.Ifapplicable,memberrecognitionorawardsmighthelpboostenergyandexcitement.• Whatkindsofactivitieswillgenerateenergyandsupporttheemergenceofcommunitypresence? • Whatkindsofinteractions(witheachotherandwiththecontentofthecommunity)willgenerate

energyandengagement?• Canyouawardmembersforoutstandingcontributionstoyourshareddomain?Orawardthem

forservicetotheCoP?Notes:

PHASE #2: Design

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Design CoP Communication & Shared Resources Yourgroupisfullofknowledge.That’swhyyouareaCoP(oranaspiringCoP)–yourmembersallspecializeinthesamedomainthroughpractice.SomeCoPsbenefitfromonlineknowledgebases.OtherCoPsgeneratejournalsornewsletters.CollaborationmightbeakeypartofyourCoPdesign.PerhapsCoPmemberssharethesameresearchinterestsandregularlyteamuponnew,innovativestudies• Howwillmemberscommunicateonanongoingbasistoaccomplishthecommunity’sprimary

purpose?• Howwillcommunitymemberscollaboratewitheachothertoachievesharedgoals?• Whataretheexternalresources(people,publications,reports,etc.)thatwillsupportthecommunity

duringitsinitialdevelopment?• Howwillmemberssharetheseresourcesandgainaccesstothem?

Notes: CoP Stories (Design) ThisstoryisadaptedfromCultivatingcommunitiesofpractice:aguidetomanagingknowledge(Wenger,2002).ACoPoflibrariansheldanannualconferenceandintroducedasharedwebsitewithanonlinediscussionforum.Duringandshortlyaftertheconference,memberscontributedquestionsandgeneratedresponsesforoneanother.Itwasanactive,vibrantonlinespaceforsharing.Afewmonthslatertherewasverylittleactivityonintheonlineforum.Meanwhile,acommunityofengineerssawtheironlineforummaintainsmallburstsofactivityyear-round.Theengineershostweeklyonlinesessionsinsteadofanannualconference,soeachweektheirmemberswouldreadandpostontheforum.

PHASE #2: Design

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BythisphaseyoualreadyhaveageneralsenseofwhoyourCoPmembersare,theoverallvisionandpurposeofyourCoPandyouhavedesignedsomeactivitiesandmodesofcommunication.Nowthatthereisageneralsenseofrhythm,it’stimetoconsiderexpanding!

Grow your community culture Beforethinkingtoomuchaboutexpansion,youmaywanttoconsiderwhatitisyouareexpanding.

• WhatisyourCoPculture?Thetone?• Whichmembersareengagedintheactivitiesandcommunicationsthathavebeendesigned?

Howaretheyengaged?• HowareyourCoPmembersviewedbynon-members?

Notes:Grow your CoP Brand Givenyourresponsetothequestionsabove,itmaybehelpfultoconsideraCoPbrand/image.Nomatterhowlargeorsmallyourgroup,anygroupwillbenefitfromaprofessionalnameorlogo.Itwillstrengthenthepresenceofyourgroupbothinternallyandtoanexternalaudience.Remember,ifyouareinathrivingCoP,thiscanbeaddedtoyourresumeorC.V.Abrandorimagewillhelplegitimizeyourgrouptothegeneralpublic.CreatingabrandorimagewillcommunicatebothyourCoPvisiontoyouraudience(non-members)andhelpestablishasharedidentity/purposeforyourCoPmembers.

• Aremembersofyourgroupfun/playful/energetic?Orareyoursharedinterestsmoreserious?• Howdoesyourbrand/imagesharethis?

Notes:

PHASE #3: Grow

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Grow your CoP membership Nowthatyou’rethinkingaboutabrand/imageforyourCoP,considerwhoyou’dliketorecruitusingthisbrand/image.

• HowwillpotentialmemberslearnaboutyourCoP?• WhatwouldyoulikethemtoknowaboutyourCoP?• Howdonewmembersjoin?Becomeoriented?• Howdonewmembersmoveintoleadershiproles?

Smallergroupsmaywanttouseword-of-mouthtoexpand,orperhapspostflyersinareaswhereyouthinkpotentialnewmembersmayspendtheirtime(bulletinboards,elevators,etc.).Largergroupsmaywanttopostadvertisementsinjournalsormagazinesofsimilarortangentialtopics.Don’tforget,oncenewmembersjoin,youwillwanttoengagethemrightawayinactivitiesandcommunications.Howdotheylearnwhatitmeanstobeamember?HowdotheylearnaboutpotentialleadershiprolesinyourCoP?Notes:

PHASE #3: Grow

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MaybeyouhavejuststartedyourCoP–you’vehadafewmeetingsandyouareworkingonbuildingawebsite.OrmaybeyourCoPmeetsbiannuallyandyouseeroomforgreaterimpactforbothmembersandthepublic.Howcanyoucreateandsustainacycleofparticipationandcontribution?Perform with rhythm Yourgroupactivitiesandengagementshouldgenerateauniqueandinterestingrhythm(Cultivatingcommunitiesofpractice:aguidetomanagingknowledge).Forexample:perhapstheheavydownbeatofanannualconferenceisaccompaniedbysyncopatedseasonalluncheonsandsprinkledwithmonthlynewslettersandweeklycoffeetalks.Amixofformalandinformalbeatskeepmembersenergizedandengaged.YourrhythmwillchangeasyourCoPevolvesandthat’sokay.Letthemusicplay.

• Whatkindsofcommunityactivitieswillgenerateenergyandengagementandsupporttheemergenceofcommunity“presence”(activities,communication,interaction,learning,knowledgesharing,collaboration,rolesandsocialstructures)?

• Whatistheemergingcycleofevents/activitiesinyourCoP?• Whataretheongoingcommunityprocessesandpracticesthatwillcontributetotheliveliness

anddynamismofthecommunityandkeepmembersengaged?• Whataretheemergingculturalelementsofyourcommunity?Andhowshouldtheseelements

berecognizedwithinyourbrand/communication/activities?Notes:Performing CoP membersBeingamemberofaCoPisvoluntary,thusstrongCoPsattractandretainmemberswithvibrantactivitiesandmeaningfulcontribution.Opportunitiestocontributeandcollaboratewillgivemembersasenseofengagementandresponsibility.Thisisabalancingact,however,becauseoverloadingmemberactivitiesmaydecreaseretention.

• Whataretheemergingrolesorsubgroupswithinyourgroup?Howarethesefilled?• Whatworkproductscanmemberscontributetosupportindividualandcommunitygoals?

Notes:

PHASE #4: Perform

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Performing benefits BecausebeingamemberofaCoPisvoluntary,manysuccessfulCoPsproviderecognitionandbenefitsformembers.ConsiderspotlightingCoPmembersinmonthlynewslettersorgivinganannualMVPawardforoutstandingserviceorcontributions.Theseawardscanextendtonon-membersaswell,whichmaybeawaytodemonstratetoyourexternalaudiencethevalueofyourCoP.Forexample,ifyourCoPsharesaninterestineffectiveonlinecommunication,youmaywanttorecognizethecreatorofanewonlinecommunicationtool.Yourgroupmayalsowantto(orberequiredto)demonstrateareturnoninvestmentforkeystakeholdersorfundingsources.Considerearlyandoftenhowandwhenyourgroupwilldemonstratebenefitsandoutcomes.Considergeneratingannualreportsincludingdescriptionsofmembers,activities,goalsandachievements.IncludeacopyofyourCoPcharter.

• Howdomembersgetrecognizedandrewardedfortheircontributions?• Whataretheemergingbenefitsofthecommunityformembers,subgroups,thecommunityas-

a-whole,thecommunity’ssponsors,andotherkeystakeholders?• Howdoesthecommunitydemonstratereturnoninvestment(ROI)foritssponsor(s)?Members?

Notes:

CoP Stories (Perform)TheCPOStaff&OutreachNetworkhastakenonakeyroleintheChancellor’sCampusOutreachAwards.Thisisagreatvenuetobothrecognizemembers’effortsandthoseofcommunitypartners,anditreinforcestheimportanceofthegroup’smissiontocampusleadership.CoPEvaluationReportexaminedthebenefitsofsevenCoP’ssponsoredbytheOfficeofHumanResourceDevelopmentin2015.Theresultsnotonlycelebratedthesesevengroups,butalsoofferedwaystomeasureeffectivenessofothercampusCoP’s.

PHASE #4: Perform

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PerhapsyouhaveenjoyedthefruitsofyourCoPdesign&growthprocesses,buttheinitialreasonsformeetingtogetherhavechanged.Maybeyouaremeetingregularlywithsubstantialinvolvement.Suddenly,akeystakeholderorresourceisremoved–howcanyourCoPadapttonewcircumstances?DoesyourCoPneedtochange?OrisittimetoconsiderretiringyourCoP?

Transform members Inthinkingaheadtosustainability,aCoPshouldcreateaplanforcyclingmembersinandoutofboththecommunityandthecommunityleadershiproles.Besureyourgroupreflectsonwho,howandwhenitwouldliketorecruitnewmembers.Ifthereareleadershiproles,considerwho,howandwhennewleaderswillbeselected.Planningaheadisessentialforsustainability.

• Howdomembersthejoin,participate,leadandexitthecommunity?• Howarenewpotentialcommunityleaders(officialandunofficial)goingtobeidentified,chosen,

developed,andsupportedbythecommunity?

Notes:

PHASE #5: Transform

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Transform your purpose YourCoPmaywanttoconductfocusgroups,interview,surveysorotherdatacollectionactivitiestodetermineyouhavebeensuccessful.Yourdefinitionofsuccessisuniquetoyourgroup,soyouwillneedtoconsiderwhatsuccessmeans.Asyourgroupgrowsandchanges,yourdefinitionofsuccessmightchange.ThatiswhyitisimportanttoreturntotheelementsoftheCoPcyclerepeatedlyovertime.

• Towhatextentisthecommunityservingitsintendedaudienceandaccomplishingitsstatedpurposeandgoals?

• Howissuccessmeasured?• Howmightitdoabetterjob?

Notes:

CoP Story (Transform)FocusonFacilitationLearningCommunityrealizedthatmanyinterestedparticipantscouldnotpersonallyattendmeetings.Theycreatedacall-inapproach,coupledwithrecordingthemeetings,soallcouldcontinuetobeinvolvedremotely.Thisalsohasallowedsometofacilitatemeetingsfromafar.In2017,itnowlookslikethegroupmaysignificantlymoveinthedirectionofvirtualmeetingstosupporttheirevolvingmembershipneeds.

The Cycle of a CoP

PHASE #5: Transform

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References Cambridge,D.,Kaplan,S.&Suter,V.(2005).Communityofpracticedesignguide.Louisville,CO:

Educause.

Wenger-Traynor,E.&Wenger-Traynor,B.(2015).Introductiontocommunitiesofpractice:Abriefoverviewoftheconceptanditsuses.http://wenger-trayner.com/introduction-to-communities-of-practice/

Wenger,E.,McDermott,R.,&Snyder,W.(2002).Cultivatingcommunitiesofpractice.Boston,MA:HarvardBusinessSchoolPress.

communities of practice guide - professional development

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