Using exploratory and evaluative research methods, I created and implemented a community of practice for facilitators of 'values clarification' workshops. The overall objective of this work was to develop an engaging community of practice that offers connection, support, and continued professional development for facilitators.
Background
The creation of a community of practice (CoP) for values clarification (VCAT) facilitators was a Donor Request and Award Deliverable. Although this CoP was donor-requested, there was limited oversight beyond the expectation that this work should be completed by the expected deadline and the completion of annual reports.
​
The Key Users for this project were VCAT Facilitators. This included facilitators at Ipas and outside of Ipas (i.e., facilitators from other international nonprofits, government bodies, community organizations, etc.).
​
I was brought on to this project when the work was 1 year past the expected deadline. I was tasked with starting and completing this work in an expedited 6-month timeframe in order to meet the Donor's expectations.
​
I, along with one other teammate, conducted formative research to gather insights on the user's needs and preferences to create an engaging and inviting CoP.
Objectives
​In order to create a CoP that will be engaging and useful for our users, we needed to learn more about the needs of our potential CoP members.
​
Formative Research​ Objectives
-
Understand the key user's expectations of a CoP for VCAT facilitators.
-
Understand what would motivate key users to participate in and contribute to a CoP.
-
Identify the appropriate platform for the CoP and its members.
​
Evaluative Research Objectives
-
Determine if the selected platform is appropriate for the users.
-
Identify a way for users to be an active component of ongoing evaluation.
Excerpt from the survey
Excerpt from the Design Note
Methods
In order to learn more about our users and their needs and expectations of a CoP, we decided to gather feedback through a mixed-methods survey.
-
The survey was electronically disseminated to all Ipas staff and key external partner organizations who have experience as VCAT facilitators.
-
The survey was available in English, Spanish, French, and Portuguese to ensure a wide range of responses from a global audience.
-
Feedback was provided anonymously in order to encourage honest and candid responses.
-
We asked a range of quantitative and quantitative questions regarding people's experience as facilitators, platform requirements, and CoP expectations as well as open-ended spaces seeking feedback on effective virtual engagement practices, key facilitation discussion topics, and other suggestions to ensure a vibrant space.
​
We also held key informant interviews with Ipas staff members who had experience as VCAT facilitators. These were loosely structured qualitative interviews, focused on gathering insights at a deeper level on staff's facilitation experiences, professional development needs, and their expectations for an effective CoP.
​
With these insights, we created a Design Note, which detailed the goals, objectives, and platform selection for the CoP. This Design Note was disseminated to the same groups This Design Note was sent to Ipas staff and external VCAT facilitators for their initial reactions and feedback.
We also asked for volunteers to make up the "Core Leadership Group" - a group of users who would be responsible for leading the CoP, testing the platform, and regularly evaluating the CoP to ensure it is meeting the needs of the larger group.
Key Insights
From the 63 survey results and the 10 key informant interviews, we learned that our users:
-
Prioritize virtual meetings as a way to effectively engage as a community online.
-
Prefer virtual platforms and/or mobile apps over email listservs.
-
Value opportunities to share their experiences and to listen and learn from other peers.
-
Require multilingual materials, resources, and interpretation during webinars.
-
Appreciate opportunities to attend trainings to improve their facilitation skills.
Excerpt from the survey results
Impacts
Logo for the Community of Practice
​
-
Webinars and other virtual meetings will be prioritized as the main means of online engagement.
-
Webinar topics will reflect the current needs and interests of the members. ​
-
Interpretation will be provided at the webinars, at times that are most appropriate for the various time zones.
-
Speakers for the webinars will come from a diverse range of organizations around the world.
-
​
-
A small group of VCAT Facilitators from around the world joined the "Core Leadership Group" - a team responsible for the management, coordination, and evaluation of the CoP.
-
As key users, this team will be able to effectively support the CoP and ensure that the needs of other members are actively being met. ​
-
This diverse group also ensures that the CoP is well-represented by leaders that reflect the membership base.
-
Although we were given an expedited timeline to complete this project, we selected time-appropriate methodologies to gather the insights necessary to launch the CoP. We also identified a team and process to continue the evaluation of the CoP over time. As a result of these decisions, we were able to launch the CoP by the Donor provided deadline.
The insights provided by our users led to the following developments for the CoP:
-
The selection of the platform "Workplace" for the CoP members to use and connect with each other.
-
This platform was selected due to its multilingual capabilities, ease of ability to form sub-groups, and that it can be accessed either through the web browser or downloaded as a phone app. ​
-
My Learnings
-
Time is a limiting factor for many people who would like to be involved.
-
Take the time to provide the reasoning and details behind decisions. For example, highlight the survey results that informed the selection of the platform. Let people know that their time and feedback was used, and they will be more likely to provide it again in the future.
-
If we had the full project set-up time, we would have liked to host a design workshop with the members of the Core Leadership Group to review the user insights and brainstorm effective CoP platforms, systems, and methods of virtual engagement.