# Presentation: 241826

## Membership Analysis:  Roles

- IBM has conducted extensive research into KM roles and membership in major public sector and Fortune 500 companies and conducted more than 100  in-depth interviews with community members, leaders and KM professionals
- Based on this research we have identified:
- Common roles
- Typical activities
- Percent time involved in CoP activities
- We recommend that USAID CoPs use these roles as it develops its CoPs

- Presentation Title  |  Confidential

## Membership Analysis:  Roles

**Membership Analysis:  Roles**

**Knowledge Domain**

**Community Members**

- Community Leaders

**Leadership Roles**

- Sponsors

- Facilitators

- Content Coordinators

- Reporters

- Mentors

- Events Coordinator

- Technical Support

**Intermediary Roles**

- CoP

- Core Team Members

- Subject Matter Experts

- = Potential Contract staff

- =  USAID staff with CoP responsibilities

- =  USAID customers/members

**Intermediary Roles**

- Presentation Title  |  Confidential

## Membership Analysis:  Roles

- Subject Matter Experts
- (multiple)

- Role

- Description

- Responsibilities

- Commitment
- (Percent time/ week required)

- Knowledge Domain Roles

- Keepers of the communities knowledge domain or practice and server as centers of specialized tacit knowledge for the community and its members

- Develop and communicate deep expertise and tacit knowledge of community’s knowledge
- Serves as the base of the community’s base of though leadership and expertise
- Contribute knowledge of subject matter to all community activities
- Serve  as the community’s keeper of specialized tacit knowledge

- ~20%

- Core Team Members
- (1-5, may have multiple roles)

- Provide guidance and leadership

- Support the formation of the community by setting boundaries and norms
- Provide the momentum and inertia needed to sustain the community’s evolution
- Work to define the community’s mission and purpose

- 10%

- Presentation Title  |  Confidential

## Membership Analysis:  Roles

- Community Members
- (multiple)

- Role

- Description

- Responsibilities

- Commitment
- (Percent time/ week required)

- Knowledge Domain Roles

- Take active ownership in the community by participating in its events and activities.

- Participate and engage in community events and activities
- Provide commitment to the community
- Share knowledge and expertise with peers
- Contribute to community conversations and discussions
- Help set community governance,norms,culture and policies

- ~7%

- Presentation Title  |  Confidential

## Membership Analysis:  Roles

- Community Leaders
- (3-5 , may have multiple roles)

- Role

- Description

- Responsibilities

- Commitment
- (Percent time/ week required)

- Leadership Roles

- Provide the overall guidance and management needed to build and maintain the community ,its relevance and strategic  importance in the Agency,and its level  of visibility among stakeholders

- Build and maintain relationships with stakeholders
- Work with Core Team to set community mission, value propositions, and goals
- Management community budget
- Support, create and sustain additional community roles
- Hold and lead community meetings,activities, events, and conferences

- ~20%

- Sponsor
- (1-2 , may have multiple roles)

- Nurture and provide top-level recognition for the community while insuring its exposure,support, and strategic importance in the organization

- Serve as the community’s link to senior management
- Link the community and its benefits to the Agency’s strategic benefits
- Measure and evaluate benefits
- Support budget requests and obtain funding
- Advocate and support with stakeholders

- 5%

- Presentation Title  |  Confidential

## Membership Analysis:  Roles

- Facilitators
- (<5)

- Role

- Description

- Responsibilities

- Commitment
- (Percent time/ week required)

- Intermediary Roles

- Network and connect community members by encouraging participation, facilitation,and seeding discussions,and keeping events and community events engaging

- Energize and motivate community
- Encourage participation in community events and activities
- Work to keep online discussions engaging
- Seed and feed discussion topics

- ~50%

- Content Coordinators
- (1 with Contractor support working with CDIE)

- Search, retrieve and respond to direct requests for the community’s knowledge and content

- 25%

- Facilitate and coordinate the digital or physical library or repository
- Ensure that the community’s intellectual capital is categorized
- Archive outdated materials
- Help members find knowledge
- Create content maps
- Classify and organize community materials

- Presentation Title  |  Confidential

## Membership Analysis:  Roles

- Reporters
- (1-3)

- Role

- Description

- Responsibilities

- Commitment
- (Percent time/ week required)

- Intermediary Roles

- Identifying, capturing,and editing relevant knowledge, best practices, new approaches and lessons learned into documents

- Observe and interview community members to make the community’s knowledge resources more explicit
- Respond to direct requests for assistance in developing knowledge

- Variable
- (contractor support)

- Mentors
- (~5 growing as needed)

- Act as community elders,who take a personal stake in helping new members navigate the community, its norms and policies, and their places in organization

- 5%

- Welcome and invite new members to the community
- Introduce and orient members to the community norms and polices
- Motivate and encourage participation in events and activities
- Engage storytelling and community history stewardship

- Presentation Title  |  Confidential

## Membership Analysis:  Roles

- Events Coordinator
- (1)

- Role

- Description

- Responsibilities

- Commitment
- (Percent time/ week required)

- Intermediary Roles

- Coordinate,organize and plan community events or activities

- Coordinate and  plan community events and activities
- Create and maintain community PR within the organization
- Promote community events
- Sets up meeting and send out invitations and marketing materials

- 25%

- Technical Support

- Oversee and maintain communities collaborative technology and help members navigate its terrain

- Contract Support
- IBM and USAID Technical Staff

- Provide technical and logistical support for the community
- Work with IT and Facilitators to design technologies
- Set up access privilege, passwords, usernames, and profiles
- Coordinate technical teams and IT staff to ensure quality, performance, and reliability

- Presentation Title  |  Confidential

## Membership Analysis:  Schedule

- Time

- April

- May

- June

- July

- 1

- 3

- 4

- 2

**Membership Analysis:  Schedule**

**Planning and Analysis**

**Design**

**Development**

**Implementation**

**Leaders are selected**

**Core Team is engaged**

**SMEs are identified and engaged**

**Events Coordinators are selected**

**Members are identified and engaged**

**Mentors are identified and mentoring begins**

**Facilitators identified and engaged**

**Content Coordinators are selected**

**Technical Support begins**

**Reporters are selected**

**Sponsors are in-place**

- Presentation Title  |  Confidential

## Membership Analysis: Identifying Staff

**Membership Analysis: Identifying Staff**

- Subject Matter Experts

- Role

- Name/Desicription

- Core Team Members

- Community Members

- Facilitators

- Content Coordinators

- Community Leaders

- Sponsor

- Reporters

- Mentors

- Events Coordinator

- Technical Support

- Presentation Title  |  Confidential

## Membership Analysis: Pilot Membership

- You need to consider carefully who the pilot membership will be:
- How will you define them?
- What services/functions will they get?
- What services/functions will be delivered when (schedule)?
- How will training be provided?
- How will they be communicated with?
- We recommend you limit initial membership to less than 20 people in HQ – expand to remote sites later

- Presentation Title  |  Confidential