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Looking back at the
successes and challenges of
 Communities of Practice in
    Local Government



Insert date              Insert website
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
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
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
Technology
          Communities of Practice - IBM Websphere J2EO



•People Finder                  •News
•Profiles                       •Document Library
•Tags                           •Events
•Blogs                          •Polls
•Forums                         •Alerts
•Wikis                          •Administration
                                •Search
Knowledge Management Team
       Help Desk



        Training




  Community facilitation   Facilitators Community



       Knowledge and Information Management CoP
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
Lesson learned
Lesson learned
Lesson learned
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
Survey Results
Communities of practice
Communities of practice
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
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
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

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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
  • 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
  • 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