Communities of practice
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This document discusses communities of practice (CoPs) in local government and outlines their development and impact from 2005-2012. It provides an overview of the timeline and key steps taken to establish CoPs, including procuring collaboration technology, piloting CoPs, developing training and tools. Metrics are presented on membership growth and contributions over time. The value of CoPs is explored through examples of time and costs saved by knowledge sharing rather than individual work duplication.
Communities of practice
- 1. Looking back at the successes and challenges of Communities of Practice in Local Government Insert date Insert website
- 2. KM Strategy 2006 • Procure or develop a technology that will enable and encourage collaboration, learning and sharing through people to people connections • Pilot communities of practice that will facilitate ‘p2p’ and ‘p2i’ connections currently delivered via the IDeA-Knowledge web site • Develop a Community of Practice toolkit • Develop and deliver Community of Practice Training
- 3. Timeline Sept 05 Business Case Apr 06 Planning Sept 06 Pilot Dec 07 Launch Nov 08 People Various iterations of Management team First pilot built on Drupal Official launch December Over 19,000 people business case to get approval failed 2007 registered management backing for KM strategy, including Developed and run Assisted in running focus Ongoing support to 550 Communities CoPs training for facilitators groups with potential selected communities at members of the Pilot the IDeA through a 109 have IDeA Intensive work with Developed technology communities coaching and mentoring involvement stakeholders spec for online platform scheme Introduced a technology platform to support Completion of application Produced spec for the KM collaboration form to set up a team structure community May 2009 Feb 2010 June 2011 October 2011 Mar 2012 Phase 3 launched Phase 4 launched Upgraded search engine 100,000 people CoP Platform closes Over 29,000 people registered on CoP down registered Over 49,000 people registered Tag and social bookmarking Community landing page, Themes updated profile area Upgraded administration
- 4. Key ingredients • Purpose: a CoP needs a clear purpose which is relevant and meaningful to its members. It should specify exactly what the community is for and what will be gained from being part of it. • Facilitation: every CoP should begin with a team of three facilitators as a minimum, they will work together to ensure that the purpose of the community and the needs of the members are being met through a variety of online activities and discussions. They welcome new members and keep the community vibrant and focused. • Activities: within each CoP there are a variety of activities, tools and techniques employed to aid and enhance conversations and the transfer of knowledge. • Active membership: each community will have active members with a lively interest in sharing knowledge with each other. • Promotion: ensure high levels of management buy in and promote the CoPs ability to help solve daily work challenges
- 5. Technology Communities of Practice - IBM Websphere J2EO •People Finder •News •Profiles •Document Library •Tags •Events •Blogs •Polls •Forums •Alerts •Wikis •Administration •Search
- 6. Knowledge Management Team Help Desk Training Community facilitation Facilitators Community Knowledge and Information Management CoP
- 7. Training 1. Purpose, characteristics and roles 2. Planning cycle 3. Facilitation methods 4. Communication channels 5. Technology 6. Benefits, measures and impact 7. Management plan and charter 8. Community management
- 10. Lesson learned
- 11. Stats - CoP Contributions Communities New members per year created per per year year 2007 - 12283 2007 - 75 2007 - 5696 2008 - 42773 2008 - 153 2008 - 14381 2009 - 165748 2009 - 391 2009 - 24069 2010 - 241838 2010 - 637 2010 - 33183 2011 - 275313 2011 - 732 2011 - 69514
- 12. Survey Results
- 15. Value • Value through saving time • Innovations • Sharing Good Practice / avoiding duplication of work • Carbon Footprint reduction • Keep up to date with current thinking • Developing ideas • Induction to new roles / staff development • Relationship building
- 16. Value Examples One Day Face to Face Conference (est 5 Day online Conference (est costs) costs) Delegates = £100 Delegates = 100 Venue Hire = £0 Venue Hire = £2,000 Audio – Video = £250 Audio – Video for venue = £2,250 Marketing Materials = £250 Marketing Materials = £800 Advertisement = £250 Advertisement = £1,500 Delegate Rate = £0 Delegate Rate @£65 per person = £6,500 Event Team Accommodation = £0 Conference Team Accommodation = £600 Event Team Travel = £0 Conference Team Travel = £400 Speakers Travel = £0 Speakers Travel = £200 Conference Team (15 days @ £500 per day) = £7,500 Conference Team (11 days @ £500 per day) = £5,500 (Includes before, during and after) (Includes before, during and after) Speakers time (average of 8 speakers) = £4,000 Speakers time (average 2 speakers) = £2,000 Couriers = £100 Couriers = £300 Delegate Accommodation = £0 Delegate Accommodation (est. £40 per person) = Delegate travel = £0 £4,000 Total Cost = £12,350 Delegate travel (est. £50 per person) = £5,000 Total Cost = £31,050 Cost avoidance of £18,700
- 17. Value Examples Facilitators Community saves 354 days 154 document 2445+ downloads est. cost avoidance £19,804 created Based on the current the cost of an immediate download from the British Library is £8.10 est. 1.5 days 52% of members saved per est. cost avoidance £123,900 contributing member 236 members x £525 (1.5 days @£350 per day) per person =£123,900 in avoidable cost