Step 1: Define the community’s objectives. In this first step, you agree on the objectives together with the other individuals whose idea it is to set up a CoP. These could include:
- exchanging information on a specific issue;
- developing potential solutions;
- testing practical applications;
- introducing a change process to mainstream the solutions.
Depending on the issue, decide which other participants you may need to approach because they play a key role in addressing the particular issue.
The “Initiating a Community of Practice” template will assist you in the initial planning of a CoP.
Step 2: Define the roles in the CoP. After a certain amount of time, the dynamic between the different groups of individuals involved in the CoP stabilises as they form ties of varying strength within the community. We normally distinguish between the following groups:
Core group: This is the main hub of the CoP and usually comprises the community’s organisers and moderators. The core group makes sure that there is a healthy balance between freedom, observation, support and requests for contributions within the group. Experience shows that a CoP needs a moderator to sustain momentum. Otherwise, activities will come to a standstill.
Inner circle: This is an informally structured group of individuals that meet regularly (online or face-to-face) to exchange information.
Outer circle: The members of this group rarely make active contributions of their own. They are included in the email distribution list and, although they have write-access to the online platform, they may choose to just read the contributions of others. The boundaries between the inner and outer circles are fluid. New members often start off in the outer circle, keeping a close eye on the activities of the inner circle before joining it by making their own contributions. Participation in the inner and outer circles may also depend on the particular sub-issue that is currently being dealt with.
Cooperation system or organisation: CoPs that are mainstreamed in an organisation or cooperation system develop new, relevant knowledge, thereby supporting the cooperation system or the organisation as a whole. This means that the cooperation system or organisation can benefit directly from the CoP’s products if all members of the cooperation system or organisation have read access to the CoP’s online platform. Experience shows, however, that CoPs often need protected spaces for discussions to ensure close cooperation and build trust.
Step 3: Support the development of a CoP
The checklist for CoPs will help you support the development of CoPs. It will also help you to routinely assess the current situation and agree on the CoP’s future development or disband it where necessary.
