# How to run a Community of Practices (COP) ## Community of Practices ### What is it ? A group of people who share a concern or a passion for something they do and learn how to do it better as they ***interact regularly***. ### Its purpose * Connect people / break silos * Consolidate the collective knowledge * Improve quality * Spread knowledge * Standardize practices in the organization * Share practices * Build new skills / learn together * Build a learning organization * Solve problems by using the collective intelligence ### Who ? * 1 leader / facilitator * Keep it alive * Organize the events * Motivate people * 1 core of people / Volunteers * To participate and contribute In fact in Community of Practice you can observe 3 types of participants : ![src : https://www.lemonade.com/blog/psychology-givers-takers-matchers-2/](https://1936518372-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-MAffO8xa1ZWmgZvfeK2%2F-MLSbG6GtDaCRZQugddn%2F-MLSblNFScXO_l-8K4pQ%2Fimage.png?alt=media\&token=06fadeab-bf8f-493c-93bb-d51da1efbc89) * ***Takers*** : self-focused and put their own interests ahead of others’ needs. They try to gain as much as possible from their interactions while contributing as little as they can in return. * ***Matchers*** : like to preserve an equal balance of giving and taking. * Their mindset is: “If you take from me, I’ll take from you. If you give to me, I’ll give to you.” * ***Givers*** : are others-focused, and tend to provide support to others with no strings attached. * They ask themselves, “How can I add value for this person? What can I contribute?” ### Communication is key * Create the buzz around you community * Make it viral * Choose the right channels * Be consistent in your communications * Brand it internally ### Examples of Events of a COP * Organize [Brown Bag sessions](https://www.dlgdigital.co.uk/news/what-is-a-brown-bag-session) * 1 speaker on a dedicated topic * Spread/Share knowledge * [Lightning taks](https://en.wikipedia.org/wiki/Lightning_talk) * Everyone can share a few minutes on 1 topic * [Lean coffees](https://agilecoffee.com/leancoffee/) * Solve problems by using Collective Intelligence * Xtrems format : learn collaboratively ### How There are some key steps when introducing a COP. This kind of initiative can be associate to a change process : * Define the goals of the community * Do it collaboratively with those who see the needs to create one * Sell the idea internally * Find sponsors * Initiate a backlog * Kick-off the community * Run your first events * Introduce Continuous Improvement process * Gather feedback regularly * Organize retrospective * Check regularly if you meet the goals you defined {% content-ref url="../xtrem-reading" %} [xtrem-reading](https://yoan-thirion.gitbook.io/knowledge-base/xtrem-reading) {% endcontent-ref %} {% content-ref url="xtrem-watch-decouvrez-la-puissance-de-la-veille-collective" %} [xtrem-watch-decouvrez-la-puissance-de-la-veille-collective](https://yoan-thirion.gitbook.io/knowledge-base/agile-coaching/xtrem-watch-decouvrez-la-puissance-de-la-veille-collective) {% endcontent-ref %} ## How to bootstrap yours ? Here is the facilitation format I use to help organizations bootstrap their own COP. During a 2 hours workshop you can invite motivated people on the topic you want to create a COP about (examples : software development, UX, Agile, Analysts, Project Managers, ...). {% hint style="success" %} The goal of the workshop : ***Co-construct a first version of a community vision.*** {% endhint %} I use a divergent / convergent format with individual / collective reflection times. ![](https://1936518372-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-MAffO8xa1ZWmgZvfeK2%2F-MLSvsTC1Axj5J_XTZFU%2F-MLSwAPCW1wNj98Dgwv4%2Fimage.png?alt=media\&token=e9d70cdd-4d8f-41a7-87b4-bea82fa94f17) ### 1) Vision / Importance You need to be sure that everyone agrees and is aligned on the Vision and why the community is important at this stage. ![](https://1936518372-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-MAffO8xa1ZWmgZvfeK2%2F-MLSvsTC1Axj5J_XTZFU%2F-MLSwTFd8bqoNXbDmUcW%2Fimage.png?alt=media\&token=9a2cca65-cf44-4c51-8476-3e8b43629f5a) ### 2) How / Measures ![](https://1936518372-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-MAffO8xa1ZWmgZvfeK2%2F-MLSvsTC1Axj5J_XTZFU%2F-MLSxGIL-KbaRFhxoWK8%2Fimage.png?alt=media\&token=9c54a7f2-c760-4fee-a27a-1d9c1aef1ca5) ### 3) Impact (on what / who) ![](https://1936518372-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-MAffO8xa1ZWmgZvfeK2%2F-MLSvsTC1Axj5J_XTZFU%2F-MLSxKruP_6wpn6vYbmo%2Fimage.png?alt=media\&token=ce6497ad-d20f-437c-9eb4-187e3c7af041) ### 4) Resources ![](https://1936518372-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-MAffO8xa1ZWmgZvfeK2%2F-MLSvsTC1Axj5J_XTZFU%2F-MLSxU4w3KdTxZEvwOVc%2Fimage.png?alt=media\&token=b16927c4-2744-48c7-9179-333d0af18ef7) ### 5) Force Field Analysis (Optional) Anticipate what could support the Community Vision and what could slow it down. ![](https://1936518372-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-MAffO8xa1ZWmgZvfeK2%2F-MLSxdrhxU9x48yiStsB%2F-MLSydIRRvUWX-RxZcSe%2Fimage.png?alt=media\&token=7ec5e03b-3727-44da-ac44-1635cf71195e) ### 6) Choose a name Naming is always important so choose it all together as well. ![](https://1936518372-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-MAffO8xa1ZWmgZvfeK2%2F-MLSz-aSlwHPAefKgUtH%2F-MLSz0fNfraHSnz0bm8f%2Fimage.png?alt=media\&token=2209478a-3495-4d39-835e-6bbe1cf7a393) `At this moment you can also elect a leader for the Community.` ### COP Canva You can then format the outcome of the workshop into a Canva that you can display everywhere like the one below : ![Craft cop vision](https://1936518372-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-MAffO8xa1ZWmgZvfeK2%2F-MLT2PdrmUnrn0WcEvJf%2F-MLT2RgzJ4h1DDcJ8DRO%2Fimage.png?alt=media\&token=11791b77-34f7-466b-b678-b4a34e732862) ## Success criteria From my experience here are some key success criteria for your COPs : * ***Co-construction*** is key * Involve people from the beginning (Vision) * Collaboratively refine your backlog * Have ***1 and only 1 leader*** * I have already seen COPs with several leaders * On the paper I like the idea : no Single Point Of Failure, load is split * But I have never seen it worked so I prefer to recommend to have only 1 leader * A leader with ***dedicated time*** on it * Lead / facilitate a COP takes time * It must not be a Nice To Have activity * Must be part of the person's job * Leader needs to ***be coached*** at the beginning * Often on the skills * How to federate and involve people * ***Transparency*** everywhere on everything * Every events should be public * Measures of the progress as well * Keep a log of everything * Publish event minutes and contents on a dedicated platform (Slack, Wiki, ...) * Have a ***strong sponsorship*** * From the management * Gather resources * Not a nice to have activity for people * Need to be convinced that it's a way to evolve as an organization * ***Use different event(s) format(s)*** * Vary the pleasures * ***Autonomy*** * Autonomy means clear responsibility as well * Have a clear boundary on what can be done within the COP / clear vision * Examples : create standards for programming in the organization * ***Involve people*** * Create a safe place for people (without judgement) * The key to involve them * ***`No need to be an expert to share. It's by sharing that you will become an expert.`*** * ***Reflect*** regularly on the community * Do it with a survey (self assessment) based on the outcomes expected from the Vision * Organize retrospectives * You can use the self assessment questions below (I recommend to adapt them regarding your own COP vision) ### Community Health check ![](https://1936518372-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-MAffO8xa1ZWmgZvfeK2%2F-MSD06gIjUSbwchmAZlj%2F-MSD0HtwP4l9iG8KGSBa%2Fimage.png?alt=media\&token=a367e4b3-5f25-4ee3-9bea-c48569e460b4) {% file src="" %} Download the cards {% endfile %} ## Infographic ![](https://1936518372-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-MAffO8xa1ZWmgZvfeK2%2F-MLSYYX1xyhbrmpOMf13%2F-MLSYxH8UOwj_wQN0tIp%2Fimage.png?alt=media\&token=af8293d7-0cd0-4bde-94af-137817049cb5) ## Resources * [Building Successful Communities of Practice](https://www.amazon.fr/Building-Successful-Communities-Practice-Webber/dp/095749193X) by [Emily Webber](https://www.amazon.fr/Emily-Webber/e/B01BZI7GRU/ref=dp_byline_cont_book_1) * [Fais survivre ta communauté dans un monde hostile](https://youtu.be/0bxw3mgmSXE) * [Self evaluation tools by Jimmy Janlen](https://blog.crisp.se/2019/03/11/jimmyjanlen/health-checks-for-teams-and-leadership) * [Lean Change Management - Jason Little](https://leanchange.org/) * [Community Canvas](https://community-canvas.org/) ![](https://1936518372-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-MAffO8xa1ZWmgZvfeK2%2F-MX_Zm4z0kVM-owV2sPD%2F-MX_Zw_2_uHK-_5dRrki%2Fimage.png?alt=media\&token=b632a7ee-e72c-49aa-b43d-ec3448ddff6b)