Why?
What’s the need?
Conduct a needs assessment
Consider interests and expertise
How can challenges be addressed and practices improved?
Scope
What’s included and what’s not?
What are the goals and objectives?
Rules for participation
Who should be included in each community?
Platform
How will you communicate?
How will communication and collaboration be facilitated?
Is the platform user-friendly?
Is the platform accessible? Does it integrate with other practice applications?
Culture
Do staff feel comfortable sharing?
Encourage active participation and respectful dialogue
Establish clear guidelines for online etiquette
Ensure psychological safety
Plan
When do we meet?
Organize regular meetings to discuss topics of interest
Encourage members to share resources and experience
Facilitate collaboration on projects
Evaluate
What’s working and what needs to change?
Assess effectiveness through surveys and feedback forms
Are you reaching your goals?
Are you obtaining participation across the board?
HARNESSING COLLECTIVE WISDOM
COMMUNITIES OF PRACTICE IN VETERINARY EDUCATION
BY ORIANA D. GRADELES-SCISLOWICZ, LVT, CPTD, CVPM, PATTERSON VETERINARY

Communities of Practice (CoPs): a collaborative approach to learning you have likely already taken part in at some point in your veterinary career but didn’t necessarily realize it at the time.

Have you ever used a veterinary discussion board to address common challenges and share knowledge with colleagues? That’s a community of practice. While a CoP typically has a more structured framework to be successful and cultivate the greatest amount of  knowledge sharing, this is the basic concept from which we derive this learning strategy.

While building communities with those outside your practice can be highly beneficial to gain an outside perspective, CoPs can be housed within the four walls of your own hospital to enhance your training programs and knowledge management capabilities.

CoPs can also help strengthen a practice’s culture, demonstrating a shared value around learning and gathering all perspectives on the team and fostering a sense of belonging and shared purpose.

Within these communities, joint projects and resource development can be encouraged. This can help resolve the ongoing issue many practices have of a team member who has worked at the practice for years eventually leaving and taking all their know-how with them.

Mentorship opportunities can be encouraged through these communities, connecting experienced staff with newcomers to help foster growth. Problem-solving opportunities can be presented to allow for collaboration as team members address challenges and find solutions together.

GETTING STARTED

To develop an effective CoP framework, certain elements must be present. Content, including training programs, and access to continuing education are necessary for employees to have a basis from which to share their thoughts and strengthen the current platform.

While employees will come to the table with existing knowledge predating their employment at your practice, having feedback and varying perspectives on what is provided at the practice is also valuable. A safe space that allows all members of the team to feel trusted, respected and empowered to share their opinions and knowledge is important.

If certain roles are downplayed next to others, it will be impossible for the practice to truly develop a community of shared ideas and knowledge. Structure and processes must exist to ensure there is time for professional development, as well as time to reflect on learnings and communicate with team members and protocols that support collaborative work.

Several communities can exist within a practice based upon common interests or bodies of knowledge and specific goals or problems needing to be solved. Depending on practice size, there may be a group of client service representatives, then one for medical team members or there may even be subgroups for specific areas of medicine or customer service, as an example.

FRAMEWORK FOR COPS

Now that we’ve covered the importance of culture and structure, let’s dive into some more important details related to your CoP framework. While encouraging a supportive culture should be ongoing, the rest of the framework is sequential in its approach.

First, you must address your “why”– what is the need for this community of practice? What are the challenges of the practice? Where are the knowledge gaps? Also consider the knowledge and expertise of your staff and where certain team members can take a lead on passing down their mastery of certain concepts and skills to others.

Next, understand that not all topics and challenges can be covered at once in an effective manner. It creates cognitive overload and outlets for discussion will be sparse with team members cherry picking which topics interest them.

Homing in on three or four topics at one time is a good starting point, then depending on the size of your staff, you may be able to host several discussions and “communities” at once. Rules of participation for each discussion should be detailed so contributors will stay within the confines of the topic.

There are many platform options available including Slack, Teams, Chanty and Discord, just to name a few. Features such as the ability to integrate with other practice software and be easily accessible on smartphones, a user-friendly interface and, if possible, project and task management capabilities. Always consider accessibility for any technology you implement in your practice to ensure all team members can participate equally.

Schedule regular meetings with groups to discuss topics of interest or specific projects and encourage members to share their resources and experiences. One way to encourage participation is to have leadership take an active role. When leadership sets an example and asks questions of all staff regarding their opinions and what they know, they will be more likely to get involved.

ASSESS EFFECTIVENESS

As with any new project or initiative, assess the effectiveness of the overall program via surveys and feedback forms. Questions may include:

  • Do the communities provide you with opportunities to learn new skills or knowledge?
  • Did you feel your contributions were valued?
  • Did you feel comfortable sharing ideas and asking questions?
  • What factors influenced your level of participation?
  • What topics would you like to see discussed in future groups/meetings?
  • Have the CoPs helped you perform better in your role?
  • Is the platform for collaboration and communication user-friendly and easy to navigate?
  • What changes would you make to the CoP to improve it?

Leadership should consider if goals are being met and assess overall participation periodically to determine if the current engagement strategy needs to be adjusted.

Robust CoPs within veterinary medicine create valuable systems for knowledge sharing and skill development. These communities foster a culture of open communication and provide opportunities for professional development between all levels of staff.

With regular assessment of the effectiveness of the practice’s CoP approach, this tool can be utilized as a relevant, never-ending hub of collective wisdom from which the team, practice and patients can all ultimately benefit.

CONTINUING
EDUCATION
ANYTIME.

Welcome to the future of CE. Patterson Veterinary Academy is the industry leader in online education. PVA offers something for everyone from vet techs to practice managers and front desk staff. Choose from more than 150 courses organized into clinical, professional development and management packages. Subscribe for a low annual fee and receive 10 user seats, an administrative seat and reporting.

Choose from three subscription packages to find the right CE for your team.

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