Earlier this year, CGIAR launched an online climate community – a dedicated space to share updates, insights, and foster connections among experts and peers committed to addressing climate adaptation and mitigation challenges. The Dgroups Foundation is supporting the Platform as it nurtures and grows this online community.

Planning for engagement

Engagement and relationship-building are central to successful communities. To support these goals, we developed a 90-minute virtual workshop to help new community leads strategize their growth. Before launching the CGIAR community, we guided a small group of colleagues through key steps to establish a solid foundation. Starting with a values check-in, we explored lessons from successful communities of practice, clarified roles and responsibilities, and identified priority activities. Additionally, we created a resource to guide community engagement, offering practical insights for designing and activating thriving online spaces.

Group setup and technical support

Launching an online community involves a blend of technical and engagement planning. Together with the CGIAR core team, we established a dedicated multi-community space using the groups.io platform, which supports email-based groups and collaboration tools.

Initially, efforts focused on creating a dedicated group for CGIAR members to share events, updates, and thematic discussions. A parent climate community, open to external members, facilitates connections and conversations beyond CGIAR’s boundaries, offering flexibility to engage diverse stakeholders.

Facilitating meaningful interactions

To spark engagement, we planned a series of thematic e-discussions within a specialized sub-group for CGIAR affiliates. These discussions provide a focused environment for deeper collaboration and foster connections across CGIAR centers.

As Dgroups Foundation, we have run many of such exercises and have a robust methodology and process that ensures active participation. As D4Ag community lead, Giacomo Rambaldi shared in a recent conversation, thorough preparation and planning are essential for the success of an e-discussion. This includes:

• Drafting a conversation framework to outline the topic.
• Identifying and formulating key questions.
• Assigning roles, such as question launchers and summary writers.
• Scheduling emails and preparing templates.

The first e-discussion explored the role of carbon credits in achieving climate goals. Responses highlighted diverse perspectives, projects, and challenges, enriching the conversation with valuable insights. To support both active participants and passive readers, we shared mid-point and final summaries of the discussion. Beyond e-discussions, the group has been used to highlight relevant events and share curated social media round-ups.

Guiding users and growing capacities

In parallel with thematic facilitation, we provided guidance to members on effectively participating in discussions and utilizing the groups.io platform’s features. While engagement is possible directly through email, platform tools such as the member directory, the calendar, and the wiki can foster collaboration and knowledge sharing.

A key part of our approach is strengthening the capacity of CGIAR colleagues in online facilitation and community management. Through hands-on demonstrations, we model effective facilitation behaviors, suggest actionable steps, and guide colleagues in designing and managing discussions. By doing so, we aim to empower CGIAR colleagues to confidently take the lead in managing the community next year, with the Dgroups Foundation stepping into a supportive, background role. This transition is essential for fostering a sustainable and self-reliant community.

Looking ahead

Communities require ongoing nurturing, blending online and offline interactions. As we look toward 2025, we will continue to support the CGIAR team in growing their community and deepening its impact. Reflexive learning and feedback loops will ensure the community’s value proposition remains relevant and impactful.

Key requirements, commonalities, and unique needs

The scoping and consultation phases were critical to understand each project’s priorities and MEL system requirements. While some needs were universal, others were specific to the project contexts. Additionally, trade-offs meant that certain features deemed essential for one project were categorized as desirable for the other.

Commonalities across projects

Both initiatives required MEL systems that were not only accessible from within the KM platforms but also seamlessly integrated as key components. Shared requirements included:

• Calendars or reporting schedules to ensure timely tracking and planning.
• Access to key documents and support materials for guidance.
• Interactive spaces to facilitate collaboration among stakeholders.
• Tools for submitting, reviewing, and approving monitoring data.
• Flexibility for editing and managing data post-submission.
• Ability to aggregate data across projects, stakeholders, and other fields.
• Dashboards and visualization tools for clear, actionable data presentation.
• Options for data export for offline analysis.
• Role-based access control with one user per account and multiple user roles.
• Single sign-on (SSO) for streamlined access and accountability.
• Robust data security and privacy protocols to safeguard sensitive information.

Unique requirements for each project

The MEL systems also needed to be user-friendly, minimizing reliance on external consultants for updates, reports, or maintenance, while remaining scalable and adaptable to evolving project needs.

CLARE

• Advanced features for target setting and executing complex queries for granular analysis.
• Support for sophisticated data collection tools, including follow-up forms and beneficiary-linked reporting.

AQUADAPT

• Integration of selected MEL entries into an internal ‘library’ of research and knowledge products.
• Automated generation of downloadable documents from Outcome Cases for dissemination and documentation.

Solutions implemented

For each project, we adopted a tailored approach to ensure that each system met its unique requirements while leveraging tools that were robust, user-friendly, and scalable. Below, we outline the solutions implemented for each project, highlighting the rationale behind the chosen tools and the functionalities they enable.

CLARE: Leveraging ODK and Power BI

For CLARE, we developed the MEL system using Open Data Kit (ODK) for data collection and review, paired with Power BI for analysis and visualization.

Why ODK? ODK is an open-source suite of tools tailored for environments with limited resources or connectivity. Its key strengths include:

• Diverse question types and conditional logic for dynamic data collection.
• Built-in calculations, checks, and controls to minimize errors during data submission.
• Capability to save incomplete entries as drafts for later submission.
• Integration with external datasets for pre-populating forms, reducing manual input and errors.
• Support for creating ‘entities‘ that dynamically populate follow-up forms, linking entries for consistency in reporting.

Integration with Power BI: Data from ODK forms is aggregated and displayed in tabular format within Power BI, providing:

• A quick overview of all data available.
• A KPI dashboard to track progress on impact, outcome, and output indicators against milestones and targets.

Using Google Workspace for AQUADAPT

For AQUADAPT, we initially considered ODK but encountered a limitation: the inability for users to reopen and edit form entries—a feature not yet available without custom development.

Instead, we opted for a reliable and familiar solution using Google Workspace tools such as Forms and Sheets. To avoid the complexity and cost of creating individual Google Workspace accounts for each MEL system user, we leveraged the Google Sheets API to display submitted entries as tables within WordPress. Additionally, we utilized WordPress user roles and custom fields to enable granular access to MEL data and tools, tailored to the needs of different projects and user groups. This approach ensured a cost-effective, user-friendly solution while maintaining flexibility and security. (Note: This solution is currently in testing and not yet live—updates will follow.)

Lessons and considerations for future work

Each project’s MEL system reflects a balance of universal requirements and bespoke solutions. While CLARE benefitted from the advanced capabilities of ODK and Power BI, AQUADAPT leveraged the simplicity and flexibility of Google Workspace tools.

These experiences underscore the importance of tailoring MEL systems to the unique needs of each initiative while maintaining scalability, security, and ease of use – and looking to build integrated platforms where users can plan, report, share, interact and learn.

Working closely with the AQUADAPT team and programme partners, the Foundation is designing an internal knowledge management platform to meet the initiative’s needs. The platform will enable:

• The collection and analysis of monitoring data across projects.
• Cross-programme peer learning, collaboration, and knowledge sharing.

After completing a comprehensive and inclusive consultation and scoping phase, we are now developing the platform’s alpha version. Building on insights from our work on the CLARE KM Platform, we are refining the integration between WordPress (as a content management system) and groups.io to enhance collaboration and interaction.

The beta version of the platform is expected later this year, with the full release in early 2025.

Stay tuned for updates as we continue to support AQUADAPT in addressing these critical challenges through innovation and collaboration.

The KM platform was conceptualized with three core objectives:

• Monitoring and Evaluation: To collect and consolidate M&E data across projects.
• Internal Collaboration: To foster peer learning and collaboration among CLARE projects.
• Outreach and Communications: To showcase information and evidence from CLARE projects to external audiences.

To bring this vision to life, the Dgroups Foundation assembled an international team of experts in project management, consultation, facilitation, design and branding, web development, M&E, knowledge sharing (KS), and online collaboration.

Guided by the Principles for Digital Development

Adhering to the Principles for Digital Development — a framework for sustainable and inclusive digital innovation — was fundamental to the platform’s creation. Central to these principles is “Design with people.”

To ensure the platform aligned with user needs, the Dgroups Foundation undertook an extensive consultation and research process:

• A digital persona workshop to identify and understand the platform’s primary user groups. 
• Three focus group discussions involving 76 participants to define user needs and platform requirements. 
• Eight interviews to gather in-depth insights into specific platform features.
• A technical review to evaluate existing platforms and identify suitable solutions.
• Two surveys to shape the design of the public website and understand the existing project ecosystems. 

Insights from these activities informed the platform’s final design, which leveraged existing tools and technologies rather than building a singlec system from scratch.

Showcasing CLARE’s work

The public-facing website of the KM platform serves as a hub for CLARE’s outreach and impact. It allows stakeholders to explore programme outputs, follow project developments, and engage with cross-cutting initiatives like Capacity Strengthening (CS) and Research for Impact (R4I).

WordPress was chosen as the content management system due to its open-source nature, robust ecosystem of developers and plugins, and its ability to support multi-site configurations.

Integrating research outputs

A critical feature of the public website is its integration with IDRC’s institutional repository on DSpace, which houses programme materials and project outputs for long-term discovery and reuse. Using the DSpace API, outputs are programmatically imported into WordPress, enriched with metadata, and organized using a robust taxonomy.

This approach enhances discoverability and ensures outputs are searchable, shareable, and integrable into other repositories like FCDO/R4D. The outputs also feed into the M&E system, providing evidence of project progress.

Facilitating collaboration and interaction

For internal users, the CLARE Base website provides a secure, members-only space that shares the same WordPress instance as the public site. 

The CLARE Base website serves as an interface and aggregator for the collaboration and interaction activities across the programme. These are enabled by groups.io, which combines website and email features – a powerful pairing. Although other options were considered, many participants preferred email because it works well for asynchronous communication and doesn’t require continuous internet access. Users from different programme and project groups can add internally-directed content, interact, find resources, seek assistance, and collaborate on content and activities.

M&E Center

From CLARE Base, users can also access the M&E Center, a dedicated hub for monitoring and reporting. It provides:

• Tools for data input and review.
• Key MEL documents.
• Dashboards and visualizations.
• Support resources for users at various levels.

Empowering Users for Success

Following the platform’s development, comprehensive user testing and training sessions ensured the KM platform met CLARE’s objectives. By enhancing collaboration and streamlining M&E processes, the platform keeps CLARE’s diverse community aligned, informed, and focused on building resilience to climate change.

This platform reflects a thoughtful approach to design, aiming to facilitate collaboration, knowledge sharing, and the generation of insights to support climate adaptation and resilience.

CLARE is a flagship research programme on climate adaptation and resilience, funded mostly (about 90%) by UK Aid through the Foreign Commonwealth and Development Office (FCDO), and co-funded by the International Development Research Centre (IDRC), Canada. CLARE is bridging critical gaps between science and action by championing Southern leadership to enable socially inclusive and sustainable action to build resilience to climate change and natural hazards.

“UN-REDD is the flagship UN knowledge and advisory partnership on forests and climate to reduce forest emissions and enhance forest carbon stocks. It is the largest international provider of REDD+ assistance, supporting its 65 partner countries to protect their forests and achieve their climate and sustainable development goals.”

Specifically, the Foundation provided the setup, coaching and ongoing support for the UN-REDD Finance group – a managed community of practice, providing space for discussion on financing forest climate solutions. The launch of this community of practice coincided with the UN-REDD country dialogue: Strategic finance pathways for forest solutions (Rome, 28-29 November). This community is open to REDD+ country government representatives and REDD+ practitioners with specific knowledge and professional roles on REDD+ finance pathways. 

In 2023, the project will continue with the creation, initial onboarding and support of two additional communities, as well as moderators group coaching and backstopping, and user briefing sessions.

Talk to us if you look for advice, coaching and support in your work with online Communities of Practice

The Jameel Observatory for Food Security Early Action is an international partnership led by the University of Edinburgh collaborating with the International Livestock Research Institute (ILRI), Save the Children, the Abdul Latif Jameel Poverty Action Lab (J-PAL) and Community Jameel. 

The core idea is to convene evidence and expertise to tackle environmental shocks in drylands, such as drought. By combining the knowledge of pastoral and agro-pastoral communities and other local organisations with innovations in data science and humanitarian action, the Observatory partners expect that the communities they work with in East Africa will become more resilient and better able to prepare for and overcome the effects of environmental shocks.

The platform is designed to support information exchange among community of practice members, to discuss different areas of interest as well as to share announcements, events, research ideas, or collaboration opportunities.

A series of subgroups are also used to support the internal work of the Observatory and its teams – such as the advisory, communications, and steering groups.

If you work with early action, earth observation, food and nutrition security or climate change in drylands, you can request membership in this community