In the corporate sector, the concept of “Communities of Practice” is gaining acceptance (or “CoP” for short). CoPs are one of the most successful ways to communicate and keep essential tacit knowledge in place. Management usually starts the implementation of CoPs by drawing up an organizational chart and assigning people to the groups and communities to which they “should” belong. However, this strategy isn’t always necessary. Because of the multiple relationships, exchanges, and information flows that have already been established within a company; many CoPs form organically.
Communities of Practice Fundamentals
Unquestionably, communities are gaining popularity as a critical aspect of a company’s life. Organizations require “knowledge workers” who can draw on various data to consistently develop new answers and solutions to a constantly evolving sector. Individuals must continually utilize and contribute to their bodies of knowledge to flourish in this information economy.
Hence, the strategy is to actively participate in a constant flow of information that includes facts and written material and thoughts and points of view shared with others from similar backgrounds and experiences. Further, interactions with people on work-related topics almost always result in the creation of CoPs.
Traditionally, engineering divisions were structured by function (business analysts, programmers, testers/QA, and constructors) in most conventional firms. However, traditional functional divisions are being restructured into cross-functional teams to deliver more quickly. This disperses individuals across the organization, making communication harder and adaptation much more complex over time. These professional networks provide a solution to the problem (CoPs). Communities of practice are a strategy for developing social learning and shared practices that originate and evolve when individuals from all sections of an organization come together with the desire and capacity to cooperate to promote these practices.
To break it down further, a CoP is often a group of people who share a profession or skill and have come together to “learn” from one another to better their talents and the firm’s overall performance. For instance, many software development and testing domains have their own Centers of Excellence (CoE), including agile software development, testing, architecture, management, coaching, and business analysis (CoPs).
How Do Communities of Practice Work?
There is a plethora of information and expertise to be shared throughout the organization. These groups will serve as a channel for disseminating this information throughout the organization. When people see the need to assist one another in studying a subject, they form a CoP. There are several elements to consider.
To start, best practices are passed down from one another, such as distributing improvements and strategies. Members of a CoP can share their best practices through discussion forums and practitioner presentations, as well as face-to-face talks (such as a lean session or breakfast presentation).
It’s also about assisting one another in educational endeavors. CoP members can help one another in several ways, including coaching and mentoring. Even if they aren’t formally appointed, it’s common for personnel from your organization’s Center of Excellence (CoE) to take on informal tasks such as coaching and mentoring. This is especially true if a particular subject lacks a CoE.
Break Down the Workplace Silos
Invariably, silos occur in most organizations. Solitary confinement is a possibility when members of one group are more devoted to one another than the rest of the community. They might evolve in a variety of ways. A silo is a physical barrier that separates two or more people or persons within the same organization.
Employees who operate in silos are more likely to disengage since they are more apt to repeat the same tedious activities and tasks. As a result, their lack of productivity and interest has the potential to harm a business. Also, team members in a segmented workplace avoid using their first names to address one another and instead use phrases like “marketing is overwhelming us” to explain their behavior.
Communities of practice across teams can assist in breaking down these barriers and obtain a deeper understanding of how others function. This can enhance communication, decrease redundancy, encourage internal information exchange, and streamline workflow.
Although being part of a larger company model, communities can act independently, responding to the demands of their members and the organizational and market conditions in which they operate. As a result, although sharing specific characteristics, they “appear”, communicate, organize, and manage in completely different ways. There are substantial variances in attitude even when it comes to one of the most fundamental obligations– conserving intellectual capital throughout society.
Some people use a “strict” method, while others use a “loose” one. For example, one type of review is carried out by a small group of dedicated professionals, while an extensive network of experts carries another out. Some people are relatively rigorous in their knowledge bases, while others leave a lot of data open to interpretation. Some taxonomies are pretty complex, while others are restricted to a few key categories.
Establish a CoP
CoPs are frequently formed in one of two ways:
A spur-of-the-moment option: When practitioners see a shared interest in learning, they are more likely to form a support group. Typically, the group will begin gathering in the company cafeteria, or perhaps a conference room in your building, or an online space. Once the need for a CoP has been determined, the next stage is to establish internal support channels such as dedicated forums.
Supported: It is also possible for an existing Center of Excellence (CoE) focused on a specific topic to help a CoP for the issue that the CoE is created to solve inside your organization. For example, an Agile CoE may create an Agile CoP.
Organize a CoP
The CoP leadership team comprises the most capable individuals who work together to coordinate and support the whole project. However, it is frequently preferable to have a diverse range of experience. If it is solely made up of the most experienced individuals, you will lose out on new unique practices and concepts. If they are all or most of the organization’s most experienced members, they are more inclined to support current techniques and ideas.
In addition, they should have a time limit to ensure continuity. You may then add new ideas to it every year or every two months. If a CoP has a leader, it usually arises from within; however, if a CoE forms the team, the CoP leader may be selected from initiation.
Nonetheless, employees are not required to join a CoP. Consequently, members will come and go as they choose and engage in the event to the best of their abilities. If possible and available, employees should join at least two CoPs.
Enable Natural Growth
To address the needs of its members, whatever the community undertakes together must come from inside the community. Organizations can provide significant resources, such as people, money, and time, to develop communities, but it is up to those communities to decide how to best use those resources.
The formation and advancement of a community through several stages during its life requires time and effort. Moreover, each step needs a distinct quantity of energy and resources.
Potential, development, maturity, self-sufficiency, and transformation are the stages of a community of practice.
Hence, members begin to establish trust and explore possibilities as a community moves from potential to formation, and energy levels rise in tandem. The first decline in interest after the euphoria of building a community is typical and should not be cause for concern as the stages proceed. A community increases in terms of membership, dedication, and the quantity of information its members give as it matures.
The organization and its members will benefit from the community’s solid links and trust. Also, the community should be self-sustaining and an essential component of an organization’s final level of active participation.
It’s unusual for a community to change into something else entirely or to cease to exist totally. A variety of things can play a role in this scenario. Yet, all of the qualities mentioned above are essential for a community to thrive.
However, a practicing community can only endure if its members keep it alive. As a result, for a community to thrive, its well must be monitored and altered regularly to ensure that it meets its demands.
On the other hand, a self-sustaining community is more likely to endure. Self-organization necessitates an awareness of the community’s goals and the flexibility to achieve them in the most beneficial way for its members. This will happen regularly to ensure that the vision of the community stays relevant. Once the goals have been met or are no longer relevant, the organization must reassess them.
To clarify, a self-sustaining community consists of the following elements:
- Outstanding leadership and a clear vision for the future
- Active members who share their best practices and knowledge.
- Dedication to raising the visibility of skill development
Through a corporate learning community of practice, you may tap into your entire workforce’s combined expertise and experience, regardless of size. Further, the approaches documented above can assist you in developing a thriving CoP in any sector or area of expertise.