Content, Conversation, Connections: Building Virtual Communities of Practice to Meet the Training and Resource Needs of Family Planning Provider Networks

Background:  The Department of Health and Human Services Office of Population Affairs (OPA) funds the Family Planning National Training Centers (FPNTCs), which address the training and capacity building needs of Title X agencies and other family planning providers. An essential component of capacity building is creating a structure for networking and knowledge sharing. The FPNTCs piloted a virtual community of practice (CoP) giving providers a platform to share experiences, discuss best practices, and build skills and knowledge around emerging, high priority family planning issues.  

Program background:  The FPNTCs conducted a needs assessment with 1,632 Title X providers across the country revealing a preference for web-based resources and training due to increasing time, budget, and travel constraints. Overall, 87% indicated that they were likely to join a professional online community. Given these findings, the FPNTC staff reviewed literature and lessons from other virtual communities to understand the processes for creating a successful CoP. Findings included the importance of an active moderator; prioritizing interaction and engagement over membership size; and the role of a launch event to introduce and motivate members.     The FPNTCs developed crucial start-up steps, including membership approval processes and operating procedures. Web development staff chose Drupal as the core content management system (CMS), combined with key modules (e.g., Organic Groups, Subscription) and custom templates. Combining organized group membership and flexible publishing tools established a platform that allows each FPNTC to create and manage online communities themselves – a simple yet powerful user experience.

Evaluation Methods and Results:  Before launching the first CoP, staff developed evaluation questions and measures. The questions and measures had three primary foci 1) reach and initial interaction 2) ongoing engagement and 3) successful strategies for sustaining a community.  The data collection process includes analytic data, member survey, and content review.  The evaluation has helped FPNTCs understand member needs, examine how they share knowledge, and identify strategies to attract members and encourage participation. Early findings support the literature on the importance of an active moderator, as members often need encouragement for initial participation and interaction. Moderators must identify leaders and experts to provide content and drive conversation. Regularly updated content and emails contribute to increased activity. A second round of data collection will look at trends, patterns of interaction, and elements that contribute to an engaged community.

Conclusions:  Online CoPs are meeting the training, resource, and collaboration needs of Title X providers. Virtual communities that are 1) based on member needs and preferences, 2) built using a CMS with flexible publishing tools, and 3) incorporate strategies like active moderation, frequent updates, and expert interaction are promising tools to connect provider networks and foster communication and collaboration.

Implications for research and/or practice:  CoPs create a collaborative online space that supports geographically dispersed professionals, allowing them to exchange tools, methods, and practices in the face of time, travel, and budget constraints.  The FPNTCs’ CoP work offers lessons learned in planning, building, and evaluating virtual provider networks that other organizations can draw upon to develop structured and responsive online communities.