Working With a Learning Community

The meetings, structure and methods used within your Learning Community will vary greatly depending on your purpose, intention etc. Below are some common things you may wish to cover in your first meeting:

A strong Learning Community depends on the relationships it nurtures and the quality of the environment it creates. Below are some suggestions for encouraging constructive participation and collective responsibility.

Present your plan and invite feedback‍

Outline the key aims of the research and the purpose of forming a Learning Community. Briefly explain the role of members, what kinds of workshops or activities are planned, and how their contributions will shape the process. Share a draft schedule of proposed meeting dates, while emphasising that this is open to adjustment. Creating space for questions and reflections early on helps establish a sense of shared ownership and trust. Opening questions might include: What drew you to this group? What would help you feel comfortable taking part? What do you hope we can learn or achieve together?

Encourage a balance of voices‍

It is common for some members to be more vocal than others, and their energy can be an asset. At the same time, if a small number of people dominate discussions, it limits the space for others to contribute. Try to create an atmosphere where everyone feels able to speak. This might involve using facilitation tools such as turn-taking, break-out groups, written reflections (i.e. on Post-it notes) or inviting quieter members to share first.

Clarify your shared purpose‍

A clear sense of direction is essential. Learning Community are most effective when there is a shared understanding of what they are working towards. Co-designing a collective purpose early on helps focus energy and allows participants to see how their contributions fit into the bigger picture. Returning to this purpose over time can keep the group grounded and responsive.

Co-create practical ground rules‍

Rather than assuming shared values will automatically guide behaviour, it is worth agreeing some practical guidelines together. These can help surface unspoken assumptions and establish a respectful and accountable culture. Examples might include: listen before speaking, avoid giving advice unless invited, and do not retell others’ stories. Framing guidelines positively, as commitments to the group, helps make them something people can own and reflect on together.

Invite reflection on personal contributions‍

It might be useful to encourage participants to set their own intentions for how they want to engage. For example, someone who often speaks early might decide to wait to hear others first; someone less confident might opt to contribute through creative activities or post-session feedback.

Stay flexible with your meeting plans‍

While it’s helpful to have a clear agenda for each meeting, it’s equally important to remain open to the flow of conversation and the interests of the group. Some topics may spark deeper discussion than expected, while others might be covered more quickly. Allow space for this natural variation. Try to balance achieving your objectives with keeping the process enjoyable, engaging, and not overly demanding. A Learning Community thrives when members feel stimulated and supported, not rushed or overloaded.

Agree on how you communicate outside of meetings‍

Many Learning Community benefit from some form of online communication. This might be a WhatsApp or Signal group, email list, or another platform. It is helpful to agree in advance how the group would like to use it. Is it mainly for logistics, or can it also be used to share reflections, resources, or social updates. Encourage members to contribute only when they feel comfortable and able - participation in group communication should be voluntary and free from pressure.

Acknowledge power dynamics‍

Power imbalances can take many forms. One of the most visible is that project organisers or facilitators are often paid for their time, while community members are expected to contribute voluntarily. Where possible, offer practical forms of support such as travel costs, food, childcare, or small stipends, and consider other ways of acknowledging contributions. In the PLANET4B project, for example, one of the Learning Community groups was provided with tickets to a Secret Garden. There may be a risk that institutional or technical knowledge is given more weight than practical, cultural, or community knowledge. To counter this, avoid jargon, encourage explanation without judgement, and do not assume familiarity with meeting formats or decision-making processes. Be aware that power dynamics may be shaped by factors such as gender, ethnicity, religion, disability, or other aspects of identity. Creating an inclusive space means actively recognising and addressing these intersecting forms of marginalisation.

Ending a Learning Community is a significant moment and deserves as much attention and sensitivity as its beginning. Whether the group is concluding naturally, transitioning into a new form, or continuing in a self-organised way, here are some principles to guide a respectful and thoughtful closure:‍

1. Acknowledge the journey

• Take time to reflect on what the group has achieved, learned, and shared.
• Celebrate contributions and milestones, however small.
• Consider a closing session or ritual that honours the collective experience.‍

2. Communicate clearly and early

• If the community is ending due to a project’s conclusion or other external factors, let members know well in advance.
• Be transparent about the reasons, and invite dialogue about what comes next.‍

3. Recognise emotional attachments

• Some members may have formed strong bonds or found personal meaning in the group.
• Allow space for people to express how they feel about the ending.
• Avoid abrupt closures that could feel dismissive or disorienting.‍

4. Explore future possibilities

• Ask whether the group wants to continue in a lighter or more informal way.
• Support members who may wish to self-organise and keep the community going.
• Offer to share tools, contacts, or resources that could help sustain momentum.‍

5. Leave a legacy

• Consider documenting the group’s journey, insights, or outputs in a way that others can learn from.
• Share reflections or lessons with wider networks or future initiatives.‍

6. Practice gratitude and reciprocity

• Thank participants sincerely for their time, energy, and openness.
• If possible, offer a small gesture of appreciation, such as a shared meal, a creative memento, or a personal note.