a society in which all communities and people are free

CommunityofPracticeFramework

A society in which all communities and people are free from family violence.

The Eastern Regional Family Violence Partnership acknowledges the Traditional Custodians of the land on which we provide our services.

We pay our respects to Elders and community members past and present.

Acknowledgements

This resource was produced by the Regional Family Violence Partnership (RFVP) and prepared by Tutie Wilmott.

We would like to thank the following people who assisted in the consultation and development of the framework:

Ada Conroy, Northern Integrated Family Violence Services Brianna Myors, EDVOSStephen Herd, Turning PointNaomi Lowen, EDVOSMichelle Kiernan, Domestic Violence VictoriaJulie Kitto, EDVOSTricia Malowney, Independent consultantSunil Patel, EDVOS

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The Eastern Metropolitan Regional FamilyViolence Partnership

The Regional Family Violence Partnership (RFVP) exists to integrate and improve the local family violence system. We do this by providing specialist expertise and leadership to the local family violence system, supporting workforces and communities to transform family violence, and influencing and advocating for positive change.

The Eastern Metropolitan Region (EMR) covers the two Department of Health and Human Services (DHHS) areas of Inner Eastern Melbourne and Outer Eastern Melbourne encompassing the seven Local Government Areas (LGAs) of Boorondara, Monash, Manningham, Whitehorse, Maroondah, Knox and Yarra Ranges.

The RFVP has representation from specialist family violence services as well as broader cross-sector organisations and alliances whose work intersects with family violence response, early intervention and prevention. RFVP members are leaders active in strengthening the family violence system and ending family violence in the EMR.

An engaged and confident workforce can ensure family violence is prevented, identified early and given an effective response at any point where a service user presents in the system. Our workforce is broadening and we need to ensure we engage with new and emerging workers and fields of practice. Prioritising and encouraging the building of workforce capacity and capability allows for all those responding to family violence to feel heard.

The RFVP:

• Undertakes capacity building activities with practitioners, leaders and communitymembers across all workforce tiers ensuring our initiatives meet identified needs.

• Builds and maintains a common understanding of family violence in workforcesbut also within our communities (the true coal face of behaviour change andcultural shift).

• Aligns local area workforce priorities to support implementation of statewideworkforce reform initiatives.

Ensuring workers in the region have a comprehensive family violence literacy, an understanding of the diversity and complexity of family violence, and have the capacity to manage risk is the foundation of the RFVP’s workforce development strategy. An important component of building workforce capability is learning and sharing in a situated learning space by participating in Communities of Practice. The need to develop an evidence informed Community of Practice framework was identified by the RFVP and developed in 2019. The RFVP Community of Practice framework will be referred to as the framework.

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The framework is guided by the RFVP values:

Leadership – clarity, focus, continuous improvement

Accountability – justice, integrity, consistency

Safety – cultural safety, trauma-informed, respect

Access and Equity – inclusion, empowerment, critical thinking

Collaboration – transparency, trust, relationships

Creativity – innovation, responsiveness, solutions focus

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Wominjeka/Welcome

Pack4

Background

The term ‘situated learning’ was first introduced in 1991 by an educational theorist, Etienne Wenger and cognitive anthropologist, Jean Lave. It was a concept grounded in ‘social learning theory’ which argues that people learn more effectively through a shared learning environment.

Today, a Community of Practice is defined as:

Groups of people who share a concern, a set of problems, or a passion about a topic, and who deepen their understanding and knowledge of this area by interacting on an ongoing basis.

These people don’t necessarily work together on a day-to-day basis, but they get together because they find value in their interactions. As they spend time together, they typically share information, insight and advice. They solve problems. They help each other. They discuss their situation, their aspirations, and their needs. They think about common issues. They explore ideas and act as sounding boards to each other. They create tools, standards, generic designs, manuals and other documents; or they may just keep what they know as a tacit understanding they share….. Over time, they develop a unique perspective on their topic as well as a body of common knowledge, practices and approaches. They also develop personal relationships and established ways of interacting. They may even develop a common sense of identity. They become a community of practice.(Wenger et al. 2001)

A Community of Practice is predominately created for practitioners or front line workers in any sector, rather than staff at a managerial level. The four main reasons to develop Community of Practice are to:

Drive strategySolve problemsPromote the spread of best practiceDevelop practitioners’ professional skills

A Community of Practice creates an equal relationship between multi-disciplinary fields of practice and practitioners. It is a rich way of sharing best practice and knowledge, relationship building and networking. Communities of Practice allow practitioners to discuss and resolve issues through a multi-disciplinary approach that is beyond the scope of individual practitioners working in silos.

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••••

How to use the framework

The framework is designed to guide a facilitator, organiser or agency/organisation through each stage of the Community of Practice lifecycle.

The design and content of the framework is evidence based, founded in sociallearning theory and underpinned by the values of the RFVP. The development of the framework included significant consultation to ensure best practice. In every toolkit there will be recommendations to embed safe and culturally inclusive practice. While the toolkit content is a guide and can be changed to suit the needs of the Facilitator and Community of Practice members, these are tools that are strongly recommended to ensure the Community of Practice is a safe and inclusive space. They will be highlighted throughout each stage of the lifecycle.

Each toolkit is based on each stage of the Community of Practice lifecycle:

OperatingPack

ScopingPack

MaturingPack

EvaluationPack

SummaryPack

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Scoping Pack

Operating Pack

Maturing Pack

Evaluation Pack

Summary Pack

A reminder icon is to either prompt an action or reinforce prior learnings

Keep an eye out for these icons throughout the toolkit:

REMINDER

CONSIDERATION

INFORMATION

CO-DESIGN

APPENDIX

A consideration icon provides further questions to unpack

An information icon highlights specific information

A co-design icon encourages participation and ownership from Community of Practice members

An appendix icon signifies a tool or template which supports the working function of the framework, for example: an agenda template or accessibility checklist

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ScopingPack

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Facilitator Guide

The Scoping StageThe Scoping stage is regarded as the potential stage where the group is forming.

‘An individual, agency or organisation has decided a Community of Practice wouldbe a good thing to do and sets out to do it’ (Wenger 1999, Pink 2009 & DCL 2000).

Aims

Identify, prepare and plan for a Community of Practice.

Roles

FacilitatorThe Facilitator is to act as a supportive and collaborative leader, but not a person in a position of authority or power. This encourages and empowers Community of Practice members to engage with the group with curiosity and social learning. The role requires the Facilitator to plan, organise, deliver and facilitate learning and sharing within a safe and inclusive space across a finite time span.

OperatingPack

ScopingPack

MaturingPack

EvaluationPack

SummaryPack

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It is recommended that the Facilitator have specialised content knowledge and to have sound skills in:

• Facilitation/group work• Leadership• Negotiation/conflict management

MemberThe member is a practitioner who has volunteered and been identified or elected to take part in the Community of Practice. This may be due to a particular interest in a topic or a desire to participate in a group learning setting to drive strategy, develop their professional skills, problem solve an issue, promote best practice and to network. Their role as a member requires them to commit to the Practice Charter, Cultural and Safety agreement and to engage and attend planned Community of Practice and affiliated activities.

Member rolesThere are different types of member roles which can change during the lifecycle of the Community of Practice, depending on the nature of the group, the level of engagement of a member and changes in circumstances. It is important for the Facilitator to identify the different roles so they can manage members, group change or conflict.

Core team: Forms the heart of the Community of Practice and will assist with organising, nurturing and operating the Community of Practice.

Active: These members work closely with the core team and help shape the definition and direction of the Community of Practice.

Occasional: These members participate when specific topics of interest are on the agenda or when they have something to contribute to the group. They are often the largest part of the Community of Practice.

Peripheral: These members feel a connection to the group but only engage on a limited basis.

Transactional: These members have the least amount of contact and may only engage when needing resources or networking.

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Tasks

The Facilitator is already nominated and tasked with the following:

Scoping, planning & organising the Community of Practice

Send out initial survey 4.1 Scoping Survey

• Identify membership• Generate topics (if not already decided)• Work out specifics of Community of Practice (time, location, availability)

• How will you format and send out the survey?• Will you send the survey as the content of an email, use an online survey tool

or distribute through a central website?

Evaluate & collate survey resultsOnce the results for the scoping survey have been received, the following information will be available:

• Topics• Preferred duration, frequency and time• Location requirements• Specialised skills you will need this information at a later stage.

The ideal number of members for a Community of Practice is between 10 – 20 people. This is to ensure that face to face communications occur and each member is given the space, time and opportunity to engage equally so that bi-directional learning organically evolves.

In some cases, the interest level of the Community of Practice reaches a number which is more suited for a forum, or in lieu of ascertaining interest levels via a Scoping survey, the interest already exists and tickets are released and sold, and a waiting list is created for the surplus people.

When choosing who to invite, consider:

• The topic or cohort of people if already confirmed• What knowledge, strengths and skills are most relevant• Access and equity is a guiding value of the RFVP. Ensure there is a diversity of

members and encourage participation of members who may experience barriers toaccessing workforce development opportunities.

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Decide & organise the Community of Practice logistics

• If there were any accessibility requirements identified in the survey, have theybeen considered and implemented?

• 4.2 Accessibility location checklist, use to assist choosing the venue.

4.3 Welcome Letter

• If any confidential information (specific requirements, identifyinginformation) has been provided, ensure this is acted upon in the designand implementation of meeting Agendas and Content and follow up withMembers if needed. Please honour the disclosed information byconsistently being mindful, responsive and inclusive.

• All disclosed information and requirements must be mindfully implementedand monitored throughout the duration of the Community of Practice.

• If you are unsure of the appropriate way to address someone or provide asafe learning space for that person, do not assume. Call them by their name,and if necessary, follow up with them privately

• Ensure all Welcome Letters are signed and completed by the appropriatepeople.

Finalise and confirm

• Members: name, contact, specific skills and requirementsEmail or phone Members to confirm their place, details for meeting one

to follow, see Operating pack• Schedule: time, date and location of meeting one

Book in location and communicate to the venue any specificaccessibility requirements

• creating a timeline schedule and contact list will assist onkeeping the administration of the Community of Practice on track

4.5 Timeline Schedule

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Consider & Decide where & when the Community of Practice meetings will take place

Send out the Welcome Letter to potential Community of Practice members

Collect Welcome Letter responses & evaluate

Checklists

Tasks Completed Notes

1. Send out initial scoping s urvey

2. Evaluate and collate surveyresults

3. Decide and finalise who willbe formally invited to theCommunity of Practice

4. Consider and decide whereand when the Community ofPractice meetings will takeplace

5. Send out the Welcome Letterto potential Community ofPractice members

6. Collect Welcome Letterresponses and evaluate

7. All Welcome Letters are signedand completed

8. Finalise and confirm logistics ofCommunity of Practice

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Safety & Inclusion


1. Make sure the scoping survey and Welcome Letter are available via email, phone or online

2. Considered and implementedAccessibility location checklist

3. Asked members to identifyand inform any specificaccessibility requirements

4. All members have recieved,Group Agreement & CulturalSharing Agreement

5. Implemented and noted alldisclosed requirements and/orrequests

6. Informed venue of anyspecific requirements

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AppendixScoping SurveyAccessibility ChecklistWelcome LetterMembers Contact ListTimeline Schedule

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Scoping Survey

This template has been designed as a guide only. Please vary wording as needed.

Before developing the type and content of the survey consider:• Has the topic already been chosen? Or has the group of people, workforce

or membership already been identified?• Are the dates allocated and funded and for how many meetings?• What is the purpose of this survey? Is it to ascertain interest and potential

members? Or to just work out logistics, as members and topic have alreadybeen identified?

The template is an example of a survey where the topic has beenchosen. You will need to change specifics based on the targeted and relevant membership.

If the topic has not been chosen, you will need to ask questions to generate topic ideas. It is advised to provide a short list of options, rather than asking an open-ended question.

• Communities of Practice are intended for practitioners, rather than managers.If a potential member is a manger, consider whether this is the group for themand if it will be safe for the other members.

• The survey must be made available via email, phone or online. Network withidentified practitioners and organisations to circulate and promote thesurvey and ascertain if there are potential members who will need tailored supportto complete the survey.

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The Eastern Metropolitan Regional FamilyViolence PartnershipThe RFVP exists to integrate and improve the local family violence system. We do this by providing specialist expertise and leadership to the local family violence system, supporting workforces and communities to transform family violence, and influencing and advocating for positive change. The Eastern Metropolitan Region (EMR) covers the two Department of Health and Human Services (DHHS) areas of Inner Eastern Melbourne and Outer Eastern Melbourne encompassing the seven Local Government Areas (LGAs) of Boorondara, Monash, Manningham, Whitehorse, Maroondah, Knox and Yarra Ranges.

The RFVP has representation from specialist family violence services as well asbroader cross-sector organisations and alliances whose work intersects with family violence response, early intervention and prevention. RFVP members are leaders active in strengthening the family violence system and ending family violence in the EMR.

An engaged and confident workforce can ensure family violence is prevented,identified early and given an effective response at any point where a service user presents in the system. Our workforce is broadening and we need to ensure we engage with new and emerging workers and fields of practice. Prioritising and encouraging the building of workforce capacity and capability allows for all those responding to family violence to feel heard.The RFVP:• Undertakes capacity building activities with practitioners, leaders and

community members across all workforce tiers ensuring our initiatives meet identified needs.

• Builds and maintains a common understanding of family violence in workforces but also within our communities (the true coal face of behaviour change and cultural shift).

• Aligns local area workforce priorities to support implementation of statewide workforce reform initiatives.

Ensuring workers in the region have a comprehensive family violence literacy, an understanding of the diversity and complexity of family violence, and have the capacity to manage risk is the foundation of the RFVP’s workforce development strategy. An important component of building workforce capability is learning and sharing in a situated learning space by participating in Communities of Practice. The need to develop an evidence informed Community of Practice framework was identified by the RFVP and developed in 2019. The RFVP Community of Practice framework will be referred to as the framework.

Community of Practice Scoping Survey

Wominjeka (welcome) to the Scoping Survey for the [insert topic name] Communityof Practice.Background informationA Community of Practice is a facilitated safe and respectful learning space forpractitioners to come together to share experiences, ideas, resources andinformation which may drive strategy, solve problems, promote best practice ordevelop practitioners’ professional skills. The group will meet regularly with organisedagendas designed to empower and engage members; to meet the aims and goals of the group; and provide value to the practitioner, their organisation sector and the wider community.

Give the potential member any background information aboutthe development of the Community of Practice:

• What is the proposed topic? Why is it important?• What type of Community of Practice is it?• Who will be organising and facilitating the Community of Practice?• What need is the Community of Practice seeking to address?

The purpose of this survey is to ascertain the level of interest in the proposedCommunity of Practice and inform the planning and organising of the group.

1. Please name your organisation and/or agency

2. Please identify which Tier workforce you belong to(please highlight or underline the relevant Tier):

Tier 1: Services which specialise in family violence and/or sexual assault, meaning 80% or more of their core work is focused on family violence and sexual assault (e.g. EDVOS, CASA, Men’s Behaviour Change Programs)Tier 2: 40 – 80% of their core work is focused on family violence and/or sexual assault (e.g. courts and legal, child protection, police)Tier 3: 15-40% of their core work is focused on family violence and/or sexual assault services that have a different specialty but intersect with family violence (e.g. mental health/AOD services, Centrelink, Maternal and child health), Tier 4: 1-15% of their core work is focused on family violence and/or sexual assault; universal services who may identify family violence (e.g. GP, faith based institutions, workplaces).

3. Are you interested in attending [insert topic name] Community of Practice? Yes No Undecided

4. If yes, would you be interested in attending the Community of Practice: Fortnightly? Monthly?

Bi- Monthly? Quarterly?

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The framework is guided by the RFVP values:

Leadership – clarity, focus, continuous improvement

Accountability – justice, integrity, consistency

Safety – cultural safety, trauma-informed, respect

Access and Equity – inclusion, empowerment, critical thinking

Collaboration – transparency, trust, relationships

Creativity - innovation, responsiveness, solutions focus

5. How long would you like the Community of Practice meetings to go for?1 hour1.5 hours2 hours2 + hours

6. What is the best day and time for you to attend this Community of Practice?__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

7. Do you have any specific accessibility requirements.________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________8. Are you interested in being a core team member or take a leadership role

(assisting the Facilitator in preparation and operation)? Yes No Undecided

9. Do you have a specialisation skill that you could contribute to the Communityof Practice? For example group facilitation skills, working with refugee and migrant communities etc. Please outline:

_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

If you would like us to contact you about contributing to the Community of Practiceor being a member, please provide your name, organisation, role and emailaddress:_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Community of Practice Scoping Survey

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Accessibility ChecklistPlease consider any specific accessibility requirements as identified in the

scoping survey when choosing the venue for the Community of Practice.

Choosing a venue1. Ensure entrances, lifts, ramps and corridor widths comply with Australian

Standards. See https://www.standards.org.au/ for further information.2. Ensure automatic doors at entrance are available and functioning.3. Ensure accessible bathrooms are available. Check that the bathrooms are

functioning, clear of clutter, and can be easily accessed.4. Choose a venue that can be easily accessed by public transport.5. Make sure your venue understands the laws surrounding service animals in

Australia.*6. Check that the acoustics of the venue are adequate, and that noise from

external sources (traffic, crowds, other events) do not interfere.

Wayfinding1. Ensure your event venue is accessible. Is there level access? Is there braille

signage? Are there sufficient Tactile Ground Surface Indicators (TGSIs)?2. Wayfinding materials should be simple and easy to read (clear directions,

appropriate signage).

Room Arrangement1. Book Auslan interpreters as needed, and reserve seats in front to enable a

clear view for people who are deaf and hard of hearing.2. Provide sufficient space between tables for wheelchair access.3. Ensure table height is accessible to wheelchair users and people of short

stature. This includes refreshment tables and buffets.4. For standing events, provide some chairs for people who may experience

fatigue or chronic pain.5. Venue should be clear of obstacles, and trip hazards such as cables should

be removed or taped down.6. Provide guests with access to a separate, quiet area to allow them to take a

break, if needed.

Audio visuals1. Avoid strobe lighting or flashing lights.2. Provide a ramp to the stage (if required) and ensure it complies with

Australian Standards.3. Provide adjustable height microphones, or lapel microphones if required.4. Ensure a hearing loop is available.5. Provide space for Auslan interpreters (if required). Ensure interpreters are

positioned in a well-lit area and clearly visible to the audience.6. Provide live captioning (available through Ai-Media). This involves having an

adequate internet connection available for attendees to connect to through their personal devices, as well as a phone.

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Presentations1. All videos must be captioned.2. Videos should be audio described where appropriate. If they cannot be

audio described, the presenter should supply any visual information that aperson with low vision may not be able to access.

3. Presenters should describe any visual information in their presentations.4. Any presentation which may have sensitive or traumatic material needs to be

assessed prior to the meeting and if necessary a ‘trigger warning’ sent to allmembers of the Community of Practice.

Catering1. Provide a variety of meal options and include items that are easy to eat.

Include foods that do not require utensils or intricacy.2. Ensure catering staff are briefed and available to assist attendees with serving

items where required.3. Ensure special meals (e.g. vegetarian, gluten free, etc.) are clearly labelled

and easily accessible1.

Meetings1. Identify your physical location when introducing yourself or when speaking.2. When someone is speaking ensure that everyone can see them.3. Ensure that everyone has the physical space and enough time allocation to

communicate.4. If a member brings a support worker or interpreter, ensure that

communication is directed to the member.5. If a topic, meeting content, presentation or co-design element is focused on

‘lived experience’ ensure that a ‘lived experience’ representative is presentand/or consulted.It is strongly recommended to check with the peak body in the sector that you areengaging with to ensure compliance with best practice.

Communications1. All communication to be in plain English.2. Where appropriate, communication is to be made available in languages

used by Community of Practice members.

Please note: * for further information seehttps://www.antidiscrimination.justice.nsw.gov.au/Pages/adb1_antidiscriminationlaw/adb1_types/adb1_disability_discrimination.aspx

1 Australian Network on Disability 2019 ‘Event Accessibility Checklist’ viewed 15 October 2019https://www.and.org.au/pages/event-checklist.html

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6.

Welcome Letter

Prior to creating the Welcome Letter and using the below template, it is important to consider and incorporate the following:

• There may be a set time schedule and agenda for this Community of Practice due to allocated funding and time. This needs to be detailed under the schedule. This assists members to understand the time schedule they are committing to so they can inform their line manager or team leader.

• The topic or aim of the Community of Practice may already be confirmed.This needs to be detailed in the Welcome Letter.

• Whilst elements of the Group Agreement may be co-designed inMeeting One, it is recommended to use the Group Agreement detailed in the Welcome Letter as a base foundation. At the completion of Meeting One, other rules and agreements, such as the Feedback Loop and Terms of Reference, may have been identified and agreed upon, which can be added to the initial Group Agreement.2

• The Group Agreement, Cultural Sharing Agreement and Commitment Statementare strongly recommended additions to the Welcome Letter to ensure safe and inclusive practice.

• If the Facilitator is not the organiser, please distinguish and detail here in theWelcome Letter:My name is [insert your name] and I will be the Facilitator of our group (para.1 line 3).Identify yourself or the agency/organisation as the organiser, identify theFacilitator or inform when the Facilitator will be nominated and how.

Accessibility requirements• Welcome Letter must be made available by phone, email or online.• Provide information about accessing the venue, including accessible parking,

general parking, public transport and venue drop-off points and detail underSchedule.

• Ask for any accessibility and dietary requirements.

2 Conroy A 2019 ‘Community of Practice: Working with Male Perpetrators of Family Violence: Reflection ofCollusion. Group Agreement 2019’ Women’s Health in the North, Victoria, Australia. 21

Wominjeka to [insert name] Community of Practice,

Based on your interest in this group as identified in the Scoping Survey, I would like toformally invite you to be a member of [insert name] Community of Practice.My name is [insert your name] and I will be the Facilitator of the Community of Practice.The role of the Facilitator is to encourage and empower all members to engageequally in a safe and inclusive space through collaborative leadership.The Community of Practice Facilitator will:

• Schedule, facilitate and resource meetings• Provide a venue and refreshments• Promote and invite to relevant practitioners• Evaluate meetings

To confirm and accept your place please have your line manager approve and sign the commitment statement and return it by [insert date] to [insert contact details].

Commitment Statement

This section is for your team leader, supervisor or direct line manager to sign.I agree to support [insert Member name] to engage in the [insert name] Communityof Practice as outlined in the Welcome Letter.

I commit to:• Ensuring work time is allocated for meetings including time in supervision to discuss

meeting content if needed• Encourage and support learnings and resources that have emerged from the

Community of Practice to be disseminated within the organisation.

Print, sign and date:

_____________________________________ ________________________

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Cultural Sharing Agreement

The Regional Family Violence Partnership (RFVP) acknowledges the impact of colonisation, ongoing trauma and dispossession, and the structural and systemic inequities that marginalise and oppress Aboriginal and Torres Strait Islander community members. The framework seeks to honour and respect the stories of Elders and the Traditional Custodians by embedding a Cultural Sharing Agreement for all practitioners. Thisplaces the onus on non-Indigenous people to inform, learn and share the rich history, culture, language and stories of Indigenous people with each other.

It is the responsibility of all Australians to learn about Aboriginal and Torres Strait Islander history, culture, language, art and stories.

As part of this responsibility and shared understanding, all members are encouraged to learn a current or historical fact, event, history, song, story, word orartwork of Aboriginal or Torres Strait Islander heritage to share with the Community of Practice after the Acknowledgement. This will be done on a shared rotational basis.

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Members Contact List

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Timeline ScheduleThis is an example of a potential Timeline Schedule and can be adapted based on the needs of the Community of Practice

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Group AgreementThis is an example of a potential Group Agreement and can be adapted

based on the needs of the Community of Practice:

• Members are encouraged to share their skills, insights, strengths and hopes,and to recognise that everyone in the group has something important tocontribute.

• Members are respectful of the feelings, views and concerns of all members’ at all time. Members are encouraged to compassionately respond to each other.

• Members are to be courteous to each other at all times. This includes notinterrupting or having side conversations when someone else is talking andlistening attentively when another person is speaking.

• Members take responsibility for the success of the group by maintaining theirfocus on the aim of the group and the issues and strategies discussed.

• Members will endeavour to be mindful of the privileges and biases they bring to the meeting, and to consider, outside of the group, how to address these.

• Members are responsible for creating a safe-enough space to reflect andexplore issues and will be led by personal and professional integrity.

• Members will be mindful that meeting content may be triggering and members will a ‘lived experience’ may be present, and to consider self-care and reflective practice.

• Members will be mindful of allowing all members equal opportunity tocontribute to discussions and avoid dominating.

• Members will endeavour to arrive on time for the commencement of themeeting and ensure electronic devices are silenced and no calls or emailsare taken during the meeting.

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OperatingPack

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Facilitator Guide

The Operating StageThe operating stage is regarded as the building stage where the Community of Practice defines itself and executes and improves its processes. It is formally defined as the ‘point [where] members have interacted and found one common emerging point and its potential. The Community of Practice has set standards, defines agenda and develops relationships’ (Wenger 1998, Ray 2006, Gongula & Rizzuto

2001).

‘The Community of Practice members share knowledge, solve problems, build skillsand improve their practice’ (Wenger 1999, Pink 2009 & DCL 2000).

Aims• Commence and facilitate Community of Practice meetings• Find the balance of organic development and collaborative leadership• Create a safe and inclusive Community of Practice by:• defining standards, definitions and rules of engagement• facilitating a safe and empowering environment where everyone is

welcome and encouraged to engage• creating an environment where members can build up relationships of

rapport, trust and equal bi-lateral learning

OperatingPack

ScopingPack

MaturingPack

EvaluationPack

SummaryPack

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Roles

FacilitatorThe Facilitator is required to plan, organise, deliver and facilitate learning and sharing within a safe and inclusive space across a finite time span.

It is the role of the Facilitator to find that balance between theorganic development of the Community of Practice and collaborative leadership. Itis recommended that, when possible, implement and support elements of co-designto encourage ownership and also lead when needed.

MemberA member is a practitioner who has now volunteered and confirmed that they will be part of the Community of Practice. They have committed to the Group Agreement, Cultural Sharing Agreement and Statement of Inclusion, and their agency/organisation has acknowledged their commitment to the Community of Practice by signing the Commitment Statement.

Member rolesThere are different types of member roles which can change during the lifecycle of the Community of Practice, depending on the nature of the group, the level of engagement of a member and changes in circumstance. It is important for the Facilitator to identify the different roles so they can manage member and/or group change or conflict.

See Role descriptions in Scoping pack.

During the Operating and Maturing stage, it will become clearwhich Members create the core team and other roles. The core team isgenerally a small number of members who are invested in the success andlongevity of the Community of Practice.

It is expected for members to shift between roles due to thedemands of their jobs and workforce. Your role as Facilitator is to continue tosupport and encourage participation within the Community of Practice.

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Tasks

The members and location have been confirmed and detailed in the Scoping Pack.

Agenda: Meeting OneIt is recommended to use the set agenda for Meeting One.

There are mandatory tasks for Meeting One to ensure that inclusive practices and lens, consideration and reminders are implemented.

It is recommended to display the following physical items at every meeting:• Aboriginal flag• Torres Strait Islander flag• Rainbow flag

Please check with the following sites for the correct flag:Aboriginal and Torres Strait Islander flags:

https://www.pmc.gov.au/government/australian-national-symbols/australianflags

Rainbow flag: https://pridecentre.org.au

Read the following Community of Practice Acknowledgement:

We acknowledge the Traditional Custodians of this land that we are meeting on here today, [insert the local Aboriginal and/or Torres Strait Islander people] and pay our respects to Elders past, present and emerging and any Aboriginal people that are with us today.

We meet today in our ongoing work strengthening and supporting communities to live free from family violence and we acknowledge all people currently affected by family violence in their everyday lives.

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Create the Agenda for Meeting One

Planning for Meeting One

Introduce the Cultural Sharing Agreement and lead by example for Meeting One.

This may be new to the members, so explain the importance ofembedding inclusive practices by informing, learning and sharing Aboriginal andTorres Strait Islander culture. Follow this by sharing your own piece of Aboriginaland/or Torres Strait Islander information that you have learnt.

Discuss, agree and confirm rotating roster for members and update in the

Scoping Pack Timeline Schedule and Meeting Agendas.

• In the first meeting discuss the meeting purpose, co-design options, the feedback loop, the topic, the online communication platform, group agreement & terms of reference.

• Unpack the Facilitator role and outline their specialised content knowledgeand Community of Practice experience.

• Reminder: If the Facilitator has not been nominated or on a rotatingroster, discuss, agree and confirm who the Facilitator will be and update inthe Scoping Pack Timeline Schedule.

• To introduce the members of the Community of Practice with each other• Discuss and define the rules and engagement of the Community of Practice• Complete and confirm the co-design elements of the Community of Practice• Develop a Group Agreement• Introduce the co-design Options

The success of a Community of Practice is based on facilitating andallowing the organic development of the group. This includes implementingelements of co-design throughout the Community of Practice to encourageownership and participation.

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Facilitator

Purpose

Confirm Feedback LoopThe Feedback Loop is the agreed process of how the members will communicateand disseminate the learnings, information, solutions and resources that are createdin the Community of Practice with their organisation and broader workforce. This is important as it serves to build the value of the Community of Practice with thewider community and enforces transparency and accountability.It is recommended the Feedback loop be co-designed. This can be updated in the

Group Agreement and Terms of Reference template.

Confirm TopicIf the Topic has not been set, discuss, agree and confirm.

This can be updated in the Group Agreement and Terms of Reference template.

If the Topic is to be rotating in nature, you may add it in to the next item and detail it in: Confirm Agendas

Confirm Agendas The agendas, or more specifically the meeting content, may be set by the Facilitator and/or Co-Facilitators or may be co-designed. If it is decided by a rotating topic, it can be updated in the Scoping Pack Timeline Schedule: Agenda Topic.

See the Meeting ideas for recommended meeting content to encourage members buy-in and ongoing participation and engagement.

5. How long would you like the Community of Practice meetings to go for?1 hour1.5 hours2 hours2 + hours

6. What is the best day and time for you to attend this Community of Practice?__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

7. Do you have any specific accessibility requirements.________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________8. Are you interested in being a core team member or take a leadership role

(assisting the Facilitator in preparation and operation)? Yes No Undecided

9. Do you have a specialisation skill that you could contribute to the Communityof Practice? For example group facilitation skills, working with refugee and migrant

communities etc. Please outline:_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

If you would like us to contact you about contributing to the Community of Practiceor being a member, please provide your name, organisation, role and emailaddress:_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

32

Discuss with the Community of Practice members how they want to communicate with each other and share learnings and resources outside of the meetings. Update in

Group Agreement and Terms of Reference template if necessary.

There are online platforms which allow multiple people to upload,share and communicate with each other in a restricted member’s only group.

Consider what would work best for this Community of Practice, ifan online resource is beneficial and would be used, or if email is the best way to communicate? Is it a solution and resource heavy Community of Practice? Are members more likely to engage with a ‘less is more’ approach?

Terms of ReferenceMembers may also nominate to develop a Terms of Reference document to work alongside the Group Agreement.

A Terms of Reference may include:• Community of Practice purpose• Terminology, roles and responsibilities defined for Facilitator and members• Meeting Schedule, responsibilities and processes• Timeframe and review process (i.e. Group Agreement, Roles and Responsibilities,

Schedule, Topics)• Intellectual Property and Publication process• Dispute resolution and conflict management

Online Communication Platform

33

Discuss, agree and confirm and update in the Group Agreementand Terms of Reference template.

It is recommended that an informal reflection conclude every meeting. Thispromotes the value of the Community of Practice from within and betweenmembers and provides a safe space to move from Community of Practice to nextwork function.

See Reflection ideas.

Confirm locationDouble check the Scoping Pack Accessibility checklist again, now that the agenda has been set for Meeting One. Make adjustments to the location if needed.

Implement any specific requirements as outlined confidentially inthe Scoping Survey or Welcome Letter. Remember that this information isconfidential and the responsibility of the Facilitator to implement.

Send out Reminder to membersEnsure that the reminder is sent a week out before Meeting One. This is to be routinely done for all meetings.

Reminder template

Complete Meeting One

Complete SummaryIt is important for the Facilitator to complete their own internal summary after each meeting. This ensures that the Facilitator is:

• engaging in reflective practice• is accountable for creating a safe and inclusive environment• is aware of any issues or concerns and;• is aware of any actions that need to be taken

Summary template

34

Plan & detail the rest of the Timeline Schedule There are items that have now been confirmed which can be added in to the Timeline Schedule:

• Facilitator• Cultural Sharing roster• Agenda Topic• Agenda Content: see Meeting ideas

Update & complete Group Agreement & Terms of ReferenceBased on the discussion and co-design elements as set out in Agenda: Meeting One, there may be new agreements and confirmed rules and processes that need to be updated.

Once this is completed, print and bring to next meeting for final approval.

Continue to plan, organise, deliver & faciliate ongoing Community of Practice Meetings Outlined in the Scoping pack Timeline Schedule and using the:

Scoping Pack• Accessibility Checklist• Members Contact List

Operating pack• Meeting ideas• Reflection ideas• Reminder template• Attendance Register• Meeting Agenda template• Summary template

2 Conroy A 2019 ‘Community of Practice: Working with Male Perpetrators of Family Violence: Reflection ofCollusion. Group Agreement 2019’ Women’s Health in the North, Victoria, Australia.

35

Checklist


1. Create the agenda forMeeting One

2. Source the following: • Aboriginal flag• Torres Strait Islander flag • Rainbow flag

Check websites

3. Print Community of Practiceacknowledgment

4. Confirm:• Facilitator• Cultural Sharing roster • Feedback Loop• Topics• Agendas• Online communication• Group Agreement &

Terms of Reference

5. Confirm Location, re –consider Accessibility checklistand implement changes

6. Send out Reminder tomembers

7. Complete Meeting One

8. Complete Summary

9. Complete Timeline Schedule

10. Update Group Agreement& Terms of Reference

11. Continue to FacilitateCommunity of Practice Meetings as outlined in the Scoping pack TimelineSchedule

36

Safety & Inclusion


1.

2.

3. Make sure you have thefollowing flags on display atevery meeting:

• Aboriginal flag• Torres Strait Islander flag• Rainbow flag

4.

5.

6.

7.

8.

9.

Re-considered Accessibility checklist and implement changes

Have a print up and spare Community of Practice acknowledgement

Have Cultural Sharing Agreement available for members

Make sure the Reminder is available via email, phone or online

Ensure all meeting content is culturally safe and uses an intersectional feminist lens.

Ensure all meetings have a reflection component prior to close

Ensure all meeting environments support safe and inclusive learning

Check the specific requirements for all members and implement any additional requirements and/ or requests

37

AppendixAgenda: Meeting One TemplateGroup Agreement & Terms of Reference template Meeting ideasInformal Reflection ideasReminder templateAttendance RegisterAgenda templateSummary template

38

12.3.4.5.

Community Of PracticeAgenda Meeting One

39

Group Agreement

Group Agreement & Terms of Reference templateThe [insert name] Community of Practice Group Agreement & Terms of Reference

Terms of Reference• Community of Practice purpose• Terminology, roles and responsibilities defined for Facilitator and members• Meeting Schedule, responsibilities and processes• Online Communication• Timeframe and review process (i.e. Group Agreement,

Roles and Responsibilities, Schedule, Topics)• Intellectual Property and Publication process• Dispute Resolution and conflict management

40

Name

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

18.

19.

20.

Signature Date

Attendence Register

Facilitator: Print, sign and date: ___________________________________________

Members:

41

Meeting Ideas

Check the Accessibility checklist for each idea i.e. visual equipment,readability, interpreters

Meeting Content

1. Case Study or create a mini project oractivity to be completed withinthe Meeting

Panel Discussion

Guest Speaker (Specialist)

Content specific workshop – lead by specialist

Onsite training – invite a field specialist

Site visit to a members agency ororganisation

Attend a conference together as aCommunity of Practice

Attend a community event together asa Community of Practice

Invite members to bring a colleaguefrom their agency or organisation andpresent about their practice.

Community of Practice Memberpresentation

• Refer to Contact list noting specialistskills that members could present on.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Equipment/ Tasks

42

Reflection ideasReflection task/activity

1. Ask Members to place a sticker on thepicture or word that represents how they feltafter today’s meeting.

Take 5 mins early from meeting to gooutside, stretch and breathe and leavemeeting content in the room.

2.

Lead a meditative reflective sessionfocusing on different elements of theenvironment inside and outside.

3.

Ask a member to lead a 2-5 mins reflection at the end of the meeting.

Lead a body scan meditation at theend of a Meeting.

Meditation app or music if required

Music

Posters with images stickers

4.

5.

Ask Members to write down a reflection about something that have learnt in the Community of Practice and how that has changed their practice.

Create a reflectivetemplate

6.

Reflection on what you have learnt inthe Community of Practice

- How has it changed your practice?- Has it added value to your own

agency or organisation

7.

Reflection on Topic- Has the discussions and work

changed how you view orapproach this Topic

8.

Reflect on what members have learnt from each other through the Cultural Sharing Agreement

9.

10. Write a letter of Appreciation to another member in the Community of Practice

11. Ask all the members to sum up the meeting in one positive word before the close of the meeting

Equipment

43

Reminder Template

Wominjeka,I hope this reminder finds you well.Please see attached papers for the [insert name] Community of Practice.[include: agenda, any resources or information that Members need or requested inActions]Please see Meeting details as below:

Facilitator details[insert Facilitator details, workforce, specific content knowledge, role description,and experience with Community of Practices]

Where to Go[clearly outline Schedule details: time, date and location]

Getting There[clearly outline how to get to the location, include: wayfinding materials i.e. carparking, maps, train and bus schedules, any accessibility requirements]

Don’t ForgetCatering will be provided. I have received your dietary requirements when youcompleted the Welcome Letter to ensure that there is suitable refreshments for you.

If you have any questions or need to contact me prior to [insert Community of Practice meeting number].

[Outline contact details]

Warmly,

44

Name: [insert name] Community of Practice Date:

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

18.

19.

20.

Name Signature

Attendance Register

45

TIME ITEMNO: DETAIL RESPONSIBILITY

GETTING STARTED

1.00pm FacilitatorMember

Facilitator and All

Facilitator and All

Facilitator

1.20pm

11.11.21.31.4

Welcome & IntroductionCommunity of Practice AcknowledgementSharing Cultural: Community of Practice MemberReminder: Group Agreement, Inclusion Statement and Commitment Statement and Aim of Community ofPracticeActions from last Meeting

22.1

2.00pm2.10pm

345

Topic/Discussion[insert case study, guest speaker, panel discussion etc.]

Networking & BreakActionsReflections

2.30pm 6 Close

No

1

2

3

4

5

Action Responsibility Timeline Progress

New

Act

ions

Rec

ord

AGENDA Meeting [insert number][insert name] Community of Practice

Date:_______________________Time:_______________________

46

Summary template

Name: [insert name] Community of Practice Date, Time & Location: Meeting number: Facilitator:

Summary of Meeting Issues & Concerns Actions

•

Overall Reflection:

••

47

MaturingPack

48

Aims• Continue to engage and support members in Community of Practice

meetings by ensuring the learning environment is inclusive and safe andfollowing the Timeline Schedule

• Review Timeline Schedule• Review rules, roles and processes• Check and address group think and conflict

OperatingPack

ScopingPack

MaturingPack

EvaluationPack

SummaryPack

Facilitator Guide

The Maturing StageThe maturing stage is regarded as the engaged and active stage where the Community of Practice executes and improves its processes and understands and demonstrates benefits from knowledge management (Wenger 1998, Ray 2006, Gongula & Rizzuto 2001).

It is formally defined as the stage where the ‘Community of Practice sets standards,defines agendas and develops relationships’ (Ray 2006, Gongula & Rizzuto 2001).‘At this stage the community formed is most productive. Members develop sharedpractices’ (Wenger 1999, Pink 2009 & CL 2000).

49

Roles


At this stage the Facilitator’s role is to continue to plan, organise andfacilitate Community of Practice meetings, but to also be aware and mindful of anyareas of concern. It is the facilitator’s responsibility to all members to respond andaddress these issues and review the development and workings of the Communityof Practice and engagement of the members.

MemberThe member is a practitioner who has now volunteered and been a committed participant of the Community of Practice. They have committed to the Group Agreement and Cultural Sharing Agreement, and their organisation has acknowledged their commitment to the Community of Practice by signing the Commitment Statement.

Member rolesThere are different types of member roles which can change during the lifecycle of the Community of Practice, depending on the nature of the group, the level of engagement of a member and changes in circumstance. It is important for the Facilitator to identify the different roles so they can manage members, group change or conflict.

See Role descriptions in Scoping pack.

During the Operating and Maturing stage, it will become clearwhich members create the core team and other roles. The core team is generally a small number of members who are invested in the success and longevity of the Community of Practice.

It is expected for members to change between different roles due to the demands of their jobs and workforce. The role of Facilitator is to continue to support and encourage participation within the Community of Practice.

50

Tasks

The Community of Practice has been functioning and utilising the:

Scoping Pack• Accessibility Checklist• Members Contact List• Timeline Schedule

Operating Pack• Meeting ideas• Reflection ideas• Reminder template• Attendance Register• Meeting Agenda template• Summary template

If members engagement is decreasing, it is recommended to try and engage new membership which will re-energise the Community of Practice.

For new members or changes in the workings of the Community of Practice:

• Re-consider and check the Accessibility checklist and implement changeswhere necessary and communicate changes with appropriate people

• Ensure all new members sign the Scoping pack 4.3 Welcome Letter and Operating pack Group Agreement & Terms of Reference template

• Update the Members Contact List• Amend the Scoping pack Timeline Schedule i.e. Cultural Sharing

roster, Facilitator roster etc.

51

Review Timeline Schedule, rules, roles & processesThis is the time to review the workings and functioning of the Community of Practice and make any necessary changes. Moreover, it is the time to review how members are travelling and engaging with the Community of Practice.

Scoping pack Timeline Schedule and Operating pack Meeting Agenda template

• Are there any changes or amendments to be made?• Does it still suit the needs of the Community of Practice members?• Does it adhere to and support the Community of Practice purpose, aims

and goals?• Do the Agendas support a safe and inclusive learning environment?• Are members engaged with the agenda content and meetings?

Update above document if needed.

• Review the Operating pack Group Agreement & Terms ofReference template with the Community of Practice Members.

• Are there any changes or amendments to be made?• Does it still suit the needs of the Community of Practice members?• Does it adhere to and support the Community of Practice purpose, aims and

goals?• Does the Agenda support a safe and inclusive learning environment? Are

Members engaged?


Review Feedback Loop

• Are members still engaging with the Feedback Loop Agreement?• Do members still have support from their workplace to engage with the

Community of Practice?• Have any learnings or resources been created and shared?• Does there need to be an update made to the Feedback Loop

Agreement in how these resources and learnings are shared or published?


52

• Check the Scoping pack Timeline Schedule to see where a review may be added to the Agenda. It may not be the same meeting, but needs to be completed in the Maturing stage.

Members Review template• Collect reviews, collate information and make any amendments or updates if

necessary to the Members Review template.

Review group think & conflict

Group think is defined as ‘when members of a group make decisions based on maintaining group harmony and cohesiveness than a critical analysis of the situation' (Westen, Burton & Kowlaski 2006). This has the potential to create one dominate member, whilst all the other members feel compelled to follow their lead, even when they are wrong.

If group think occurs within the Community of Practice, it is not recommended to allow this to continue.

The process for conflict management may have been outlined in the Scoping pack Group Agreement & Terms of Reference template. If this is done, follow the confirmed process.

If not, it is recommended that the Facilitator works this out with the identified member/s outside the meeting space.

However, there are times when a Facilitator needs to call out disrespectful orinappropriate behaviour publicly. This is to ensure accountability and transparencyto the other members.

53

Add Review

Checklists

1.

2.

3.

4.

5.

6.

7.

54

Safe ty & Inclusion


1. Always check the Accessibilitychecklist when makingchanges to the Agenda

2. Checked over the specificrequirements for all newMembers and implement anyadditional requirementsand/or requests



4. Have a print up and spareCommunity of Practice ies, ofthe Community of Practiceacknowledgement

5. Have copies of the Cultural Sharing Agreement for all new Members and add into the rotating roster

6. Make sure the Reminder isavailable via email, phone oronline

7. Ensure all Meeting content isusing an inclusive and safeapproach and lens

8. Ensure all Meetings have areflection component prior toclose

9. Ensure all Meeting environments support safe and inclusive learning

10.Check over the specific requirements for Members

Members review and implement any additional requirements and/or requests

55

11.

Appendix

56

Members Review template


Wominjeka (welcome) to the Members review for the [insert topic name]Community of Practice.

The purpose of this review is to ascertain the value of the Community of Practice, levels of engagement and to provide an avenue for feedback.All answers are confidential, voluntary and anonymous. If you feel that you would like to speak to me privately, please leave your name and details in comments.

Date: Meeting number:

1. What did you find useful today?_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

2. What is the most significant change you will make in your work as a result oftoday's Community of Practice?_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

3. What has been the most beneficial component or agenda item for you sofar?_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

4. What do you believe needs to be changed or addressed?_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

57

Reminder Template

Wominjeka,I hope this reminder finds you well.Please see attached papers for the [insert name] Community of Practice.[include: agenda, any resources or information that Members need or requested inActions]Please see Meeting details as below:

Facilitator details[insert Facilitator details, workforce, specific content knowledge, role description,and experience with Community of Practices]

Where to Go[clearly outline Schedule details: time, date and location]

Getting There[clearly outline how to get to the location, include: wayfinding materials i.e. carparking, maps, train and bus schedules, any accessibility requirements]

Don’t ForgetCatering will be provided. I have received your dietary requirements when youcompleted the Welcome Letter to ensure that there is suitable refreshments for you.

If you have any questions or need to contact me prior to [insert Community of Practice meeting number].

[Outline contact details]

Warmly,

5. Do you feel that the Community of Practice creates a safe and inclusivelearning environment?________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

6. Has your engagement changed since the beginning? If yes, why?_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________7. If there are any accessibility and/or specific ability and/or dietaryrequirements:____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________8. Are there any requirements or comments that you would like to confidentiallyinform me of, so that I can ensure a safe and inclusive learning environmentfor you:_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________9. Do you have a specialisation that you could contribute to the Community ofPractice? If yes, please outline:_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

If you would like me to contact you confidentially please provide:Name:Contact details:

58

EvaluationPack

59

Aims• Continue to engage and support members in Community of Practice

meetings by ensuring the learning environment is inclusive and safe andfollowing the Timeline Schedule

• Evaluate engagement and participation levels• Evaluate the success, effectiveness, longevity and sustainability of the

Community of Practice• Decide the next step of the life cycle of the Community of Practice

OperatingPack

ScopingPack

MaturingPack

EvaluationPack

SummaryPack

Facilitator Guide

The Evaluation StageThe evaluation stage is regarded as the adaptive stage where the Community of Practice uses knowledge for competitive advantage. It could also be the stage where the Community of Practice is in decline, which is formally defined as the ‘maturity of knowledge results in expansion to the core up to a maximum limit. Knowledge exists, but the focus has fully developed and no more refinement is possible’ (Wenger 1998, Ray 2006, Gongula & Rizzuto 2001). ‘The value of membership and the value of the Community of Practice diminish over time as problems are solved and the practice improves’ (Wenger 1999, Pink 2009 & DCL 2000).

60

Roles


At this stage the Facilitator’s role is to continue to plan, organise and facilitate Community of Practice meetings, but to also evaluate the value, success, effectiveness, longevity and sustainability of the Community of Practice. This will include determining levels of engagement and participation and decide the future of the Community of Practice.

MemberThe member is a practitioner who has now volunteered and been a committed participant of the Community of Practice. They have committed to the Group Agreement and Cultural Sharing Agreement, and their organisation has acknowledged their commitment to the Community of Practice by signing the Commitment Statement.

Member rolesThere are different types of member roles which can change during the lifecycle of the Community of Practice, depending on the nature of the group, the level of engagement of a member and changes in circumstance. It is important for the Facilitator to identify the different roles so they can manage members, group change or conflict.

See Role descriptions in Scoping Pack.

During this stage, if the value of the Community of Practice isdiminishing for members, then engagement and participation will declineand member numbers will begin to drop.

61

Tasks

The Community of Practice has been functioning as outlined in the Operating and Maturing packs. Furthermore, members have completed the Operating pack Summary template which has provided a summary of how

the members value the Community of Practice and how it is functioning.

Evaluate the Community of PracticeThis is the stage of the lifecycle where the members must decide together if they will continue on as a Community of Practice and restart the cycle with a new topics and/or invite new members OR close the Community of Practice and publish the final

Summary pack Summary Statement template.

If the Community of Practice decides to continue with a new topic or membershipit is recommended that the Community of Practice still complete the Summary pack Summary Statement template which is to be distributed to the member’s organisations, their workforce and the wider community.

• Set an Operating pack Meeting Agenda template for the Evaluation.

Prior to the Meeting the Facilitators Evaluation template must becompleted.

Items to discuss• A de-identified summary of the Members’ Review• Facilitator Evaluation• A led discussion on how the members currently feel about the different

options for the Community of Practice

Once the decision has been made, either;

• Plan and organise the next Operating pack Meeting Agenda template to restart the Community of Practice and decide the next Topic OR

• Plan and organise the Summary pack Agenda: Final Meeting

62

Checklists


1. Continue to facilitate Meetingsas outlined in the TimelineSchedule

2. Ensure the following aredisplayed at all Meetings:

• Aboriginal flag• Torres Strait Islander flag • Rainbow flag

Check websites

3. Evaluate the Community ofPractice

4. Include Evaluation in the nextMeeting Agenda template

5. Decide the future of theCommunity of Practice

6. Restart the Community ofPractice or

7. Plan and organise thefinal meeting agenda

63

Safety & Inclusion


1. Always check the Accessibilitylocation checklist whenmaking changes to theAgenda

2. Checked over the specificrequirements for all newmembers and implement anyadditional requirementsand/or requests



4. Have a print up and sparecopies of the Community ofPractice acknowledgement

5. Have spare copies of theCultural Sharing Agreement forall new members and add intothe rotating roster


7. Ensure all meeting content isusing an inclusive and safeapproach and lens

8. Ensure all meetings have areflection component prior toclose

9. Ensure all meeting environments support safe and inc lusive learning

64

AppendixFacilitator Evaluation template

65

Reflection/Notes

Reflection/NotesStrengths Weaknesses Opportunities Threats Critical Incidents

Decline/IncreaseIn Membership

Membersattendance

Membersengagement

Members review MembersFeedback

• Has the Community of Practice achieved its purpose and goals?• Has membership and engagement changed?• Is there too much work or responsibility placed on the Facilitator?• Is the Community of Practice still a safe and inclusive environment?

Name: [insert name] Community of Practice

Date:Facilitator Name:

Facilitator Evaluation

66

SummaryPack

67

Aims• Close and celebrate the success of the Community of Practice• Publish the Community of Practice Summary Statement• Ensure that all members reflect on the learnings and relationships that the

Community of Practice created• Ensure that all members are supported if required

OperatingPack

ScopingPack

MaturingPack

EvaluationPack

SummaryPack

Facilitator Guide

Summary StageThe summary stage is regarded as the dispersed stage where the Community of Practice is no longer active and functions more as a repository of knowledge. It is formally defined as the death stage and ‘focus is no longer important or relevant to its members, resulting in a steady decrease in interactions between members. One must understand that death of a community of practices does not signify end of knowledge. Knowledge still exists, however, the community that developed has moved on’ (Wenger 1998, Ray 2006, Gongula & Rizzuto 2001).

‘The purpose is fulfilled and little to no value remains; the members and/ororganisation decide to shut down’ (Wenger 1999, Pink 2009 & DCL 2000).

68

Roles


At this stage the Facilitator’s role is to close the Community of Practice whilst also enabling reflection and celebrating the success and achievements of the Community of Practice for members, their agency or organisation, sector and wider community. It is important for the Facilitator to be aware of the different reactions, emotions and behaviours of the Community of Practice members as it draws to a close, and provide appropriate supports if required.

MemberThe member is a practitioner who has now volunteered and participated in the Community of Practice, however their participation has now decreased. They have committed to the Group Agreement and Cultural Sharing Agreement and their organisation has acknowledged their commitment to the Community of Practice by signing the Commitment Statement.

This is the final stage for the Community of Practice members.

Tasks The Community of Practice has decided in the Evaluation stage, to close.

• It is recommended to use the set Agenda for the final meeting Agenda: Final Meeting

Operating pack Summary template

Publish final Summary Statement Summary Statement template.

• Set up any supports that may be required i.e. referrals for counselling or peermentor groups

69

Complete final meeting

Check in with members after final meeting

Checklists


1. Continue to facilitate meetingsas outlined in the TimelineSchedule

2. Ensure the following aredisplayed at all Meetings:


Check websites

3. Complete final meeting asoutlined in Agenda: FinalMeeting

4. Complete final summary

5. Publish final SummaryStatement

6. Check with members after close of Community of Practice

7. Provide any supports formembers that are required

70


1. Always check the Accessibility checklist when making changes to the Agenda

2. Ensure that all members feelsafe and happy for theCommunity of Practice toclose


• Aboriginal flag• Torres Strait Islander flag • Rainbow flag


5. Ensure all meeting contentuses an inclusive and safeapproach and lens

6. Ensure all meetings have areflection component prior toclose

7. Ensure all meetingenvironments support safeand inclusive learning

Safety & Inclusion

71


Community of Practice Members ReviewWominjeka (welcome) to the Members review for the [insert topic name]Community of Practice.The purpose of this review is to ascertain the value of the Community of Practice,levels of engagement and to provide an avenue for feedback.All answers are confidential, voluntary and anonymous. If you feel that you would like to speak to me privately, please leave your name and details in comments.

Date:Meeting number:

1. What did you find useful today?_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

2. What is the most significant change you will make in your work as a result oftoday's Community of Practice?_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

3. What has been the most beneficial component or agenda item for you sofar?_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

4. What do you believe needs to be changed or addressed?_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

AppendixSummary Statement template Agenda: Final Meeting

72

5. D

o yo

u fe

el th

at th

e C

omm

unity

of P

ract

ice

crea

tes

a sa

fe a

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ive

lear

ning

env

ironm

ent?

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6. H

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_7.

If th

ere

are

any

acce

ssib

ility

and

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peci

fic a

bilit

y an

d/or

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tary

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irem

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_8.

Are

ther

e an

y re

quire

men

ts o

r com

men

ts th

at y

ou w

ould

like

to c

onfid

entia

llyin

form

me

of, s

o th

at I

can

ensu

re a

saf

e an

d in

clus

ive

lear

ning

env

ironm

ent

for y

ou:

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_9.

Do

you

have

a s

peci

alis

atio

n th

at y

ou c

ould

con

trib

ute

to th

e C

omm

unity

of

Prac

tice?

If y

es, p

leas

e ou

tline

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If yo

u w

ould

like

me

to c

onta

ct y

ou c

onfid

entia

lly p

leas

e pr

ovid

e:N

ame:

Con

tact

det

ails

:

Summary Statement template

73

Date:

74

a society in which all communities and people are free

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