Communities of practice

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A quick look back at the successes and challenges of Communities of Practice in Local Government

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Communities of practice

  1. 1. Looking back at thesuccesses and challenges of Communities of Practice in Local GovernmentInsert date Insert website
  2. 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. 3. TimelineSept 05 Business Case Apr 06 Planning Sept 06 Pilot Dec 07 Launch Nov 08 PeopleVarious iterations of Management team First pilot built on Drupal Official launch December Over 19,000 peoplebusiness case to get approval failed 2007 registeredmanagement backing forKM strategy, including Developed and run Assisted in running focus Ongoing support to 550 CommunitiesCoPs training for facilitators groups with potential selected communities at members of the Pilot the IDeA through a 109 have IDeAIntensive work with Developed technology communities coaching and mentoring involvementstakeholders spec for online platform scheme Introduced a technology platform to support Completion of applicationProduced spec for the KM collaboration form to set up ateam structure communityMay 2009 Feb 2010 June 2011 October 2011 Mar 2012Phase 3 launched Phase 4 launched Upgraded search engine 100,000 people CoP Platform closesOver 29,000 people registered on CoP downregistered Over 49,000 people registeredTag and socialbookmarking Community landing page,Themes updated profile areaUpgraded administration
  4. 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. 5. Technology Communities of Practice - IBM Websphere J2EO•People Finder •News•Profiles •Document Library•Tags •Events•Blogs •Polls•Forums •Alerts•Wikis •Administration •Search
  6. 6. Knowledge Management Team Help Desk Training Community facilitation Facilitators Community Knowledge and Information Management CoP
  7. 7. Training1. Purpose, characteristics and roles2. Planning cycle3. Facilitation methods4. Communication channels5. Technology6. Benefits, measures and impact7. Management plan and charter8. Community management
  8. 8. Lesson learned
  9. 9. Lesson learned
  10. 10. Lesson learned
  11. 11. Stats - CoPContributions Communities New membersper year created per per year year2007 - 12283 2007 - 75 2007 - 56962008 - 42773 2008 - 153 2008 - 143812009 - 165748 2009 - 391 2009 - 240692010 - 241838 2010 - 637 2010 - 331832011 - 275313 2011 - 732 2011 - 69514
  12. 12. Survey Results
  13. 13. 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
  14. 14. Value ExamplesOne Day Face to Face Conference (est 5 Day online Conference (est costs)costs) Delegates = £100Delegates = 100 Venue Hire = £0Venue Hire = £2,000 Audio – Video = £250Audio – Video for venue = £2,250 Marketing Materials = £250Marketing Materials = £800 Advertisement = £250Advertisement = £1,500 Delegate Rate = £0Delegate Rate @£65 per person = £6,500 Event Team Accommodation = £0Conference Team Accommodation = £600 Event Team Travel = £0Conference Team Travel = £400 Speakers Travel = £0Speakers Travel = £200 Conference Team (15 days @ £500 per day) = £7,500Conference Team (11 days @ £500 per day) = £5,500 (Includes before, during and after)(Includes before, during and after) Speakers time (average of 8 speakers) = £4,000Speakers time (average 2 speakers) = £2,000 Couriers = £100Couriers = £300 Delegate Accommodation = £0Delegate Accommodation (est. £40 per person) = Delegate travel = £0£4,000 Total Cost = £12,350Delegate travel (est. £50 per person) = £5,000Total Cost = £31,050 Cost avoidance of £18,700
  15. 15. Value Examples Facilitators Community saves 354 days154 document 2445+ downloads est. cost avoidance £19,804 created Based on the current the cost of an immediate download from the British Library is £8.10est. 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

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