Key benefits of knowledge sharing in virtual communities of practice (VCoPs), and how to enhance success

Communities of practice (CoPs)¹ are an important knowledge management (KM) tool. They are a group of people who work together on an ongoing basis to share knowledge and expertise in regard to common issues, topics, or practices.

Some CoPs operate face-to-face, for example within a specific office or geographic location. Others are virtual communities of practice (VCoPs) that often operate across large distances, including internationally, through an online environment. VCoPs have became more common than they were previously due to the COVID-19 pandemic. Many CoPs were forced online during the pandemic because social distancing restrictions meant that they were unable to meet face-to-face. Some at least are now continuing online as VCoPs because they have found that they can engage a greater number and diversity of members.

A previous research summary² in RealKM Magazine presented the findings of a 2021 systematic review³ that sought to understand the key factors in knowledge sharing behaviour in VCoPs. Systematic reviews⁴ produce a more reliable knowledge base through accumulating findings from a range of studies.

A recent paper⁵ published in Palimpsest: Jurnal Ilmu Infomasi dan Perpustakaan adds to the knowledge gained from the 2021 study by exploring key benefits of knowledge sharing in VCoPs and how to enhance success. The researchers, who also conducted a systematic review using the PRISMA model⁶, investigated three questions:

1. How does knowledge sharing in VCoPs enhance individual learning?
2. How does knowledge sharing in VCoPs contribute to the creation of new knowledge among its members?
3. What are the key factors that contribute to the success of knowledge sharing in VCoPs?

The two key benefits of knowledge sharing in VCoPs investigated through the first and second questions – enhancing individual learning and contributing to the creation of new knowledge – are both elements of an evaluation framework for extra-organizational CoPs⁷. CoPs can be internal, which operate completely within an organization, or extra-organizational, which link people across different organizations and can also include people who may not be part of an organization. Many extra-organizational CoPs are also VCoPs.

Enhancing individual learning

From their systematic review, the researchers find that:

• Knowledge sharing within VCoPs constitutes a critical mechanism for enhancing individual learning through sustained interaction, collective problem-solving, and the integration of diverse experiential insights.
• VCoPs play a crucial role in enriching individual understanding through interactive discussions. By leveraging diverse perspectives, community members are encouraged to engage in both divergent and convergent thinking, deepening their learning.
• By facilitating the bidirectional flow of tacit and explicit knowledge, VCoP cultivates a robust learning environment that supports the development of cognitive, professional, and socio-emotional competencies.
• Through the exchange of tacit and explicit knowledge, VCoPs build competitive advantages through effective collaboration strategies.
• High-quality knowledge sharing contributions reduce the time spent searching for information, lower learning costs, and improve efficiency.
• VCoPs serve not only as a medium for individual learning but also create an environment conducive to productive collaboration.
• Through VCoPs, students have the opportunity to learn from hands-on experiences in workshops involving experts. VCoP facilitates the transfer of knowledge from practitioners to students, accelerating their integration into the workforce and fostering lifelong learning.
• VCoPs not only bridge the gap between theoretical knowledge and practical application but also accelerate the acquisition of industry-relevant skills, thereby fostering employability and lifelong learning.
• VCoPs enable members to share different approaches to work practices, creating innovative solutions that improve effectiveness.
• VCoP interactions enrich participants’ insights, broaden their experiences, and create personal benefits that enhance organizational performance.

Contributing to the creation of new knowledge

From their systematic review, the researchers find that:

• Knowledge sharing in VCoPs plays a significant role in creating new knowledge by facilitating the integration of diverse perspectives, experiences, and expertise in a collaborative and psychologically safe environment. Within a VCoP, members can more freely express ideas, share experiences, and discuss solutions to organizational problems without feeling constrained by the influence of hierarchical authority.
• Knowledge sharing serves as a bridge to reduce gaps among VCoP members by providing space for sharing opinions and experiences. In this process, new members often utilize knowledge sharing sessions to gain new knowledge and skills from more experienced members. This is further enhanced by the external insights that VCoPs will sometimes bring in.
• The implementation of knowledge sharing in VCoPs leads to the creation of new knowledge by combining members’ insights, experiences, and competencies to address complex problems and organizational challenges through innovative solutions.

Key factors that contribute to success

From their systematic review, the researchers have identified three key factors which contribute to the success of knowledge sharing in VCoPs:

1. Effective facilitator. Facilitators are responsible for building a solid membership base, maintaining community activities and energy, and creating a conducive atmosphere for productive interactions. They carefully manage discussions and relationships among members to ensure that each individual can contribute optimally. Facilitators also act as liaisons between the community and sponsors, addressing various barriers to knowledge sharing and strengthening essential elements such as organizational culture and trust, which serve as the foundation for effective collaboration.
2. Adequate technological support. ICT provides platforms that enable participants to interact, share information, and build relationships despite physical limitations such as geographical distances, time zone differences, or diverse work schedules. Approaches such as wikis, blogs, and conferencing technologies not only facilitate participant interactions but also serve as pragmatic tools for data and knowledge management.
3. Strong trust among community members. Trust creates a supportive environment where members feel safe sharing knowledge without fear of criticism or manipulation. This mutual trust also strengthens a sense of belonging within the community, which in turn increases members’ motivation to actively participate in the knowledge-sharing process.  Furthermore, trust encourages the establishment of shared behavioral norms, such as respect, reciprocity, and positive interactions, which are key elements in the success of knowledge sharing.

Header image source: Alexandra Koch on Pixabay.

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