From discussions within the network, I became aware of the benefits of the annual PhD days, particularly the discussions around the collegial
environment that they fostered, and had awareness raised of how disparate the group were, located in eight countries across Sub-Saharan Africa. In an effort to retain a sense of cohesiveness, provide a forum in which peer support could take place, and keep the research discussions going, I consulted with the group about the possibility of setting up an electronic discussion forum.
With no experience of setting up or managing a discussion forum, I looked to the literature on online discussion forums, from setting one up to using, managing and evaluating one. I also had discussions with colleagues, peers and counterparts – both nationally and internationally, and from both inside and outside of the PDP network.
Looking for discussion forum models
There is a growing body of expertise within the PDP network of using electronic portfolios for recording and storing personal development records,
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and some developing work on the use of “Wikis” and “Blogs” for students to use within education for peer support and communication (Grassley and Bartoletti, 2009; Erardi and Hartmann, 2008; Clarke, 2008). This was informative and helpful, but the difficulty that we had in replicating these models for our use, was that all the new technologies were being developed as “add-ons” to already established and well-functioning institutional
systems; and as we did not have such in our situation, we could not replicate the models without the in-house expertise and follow-up technical support needed to develop or sustain its use.
This led me to explore different ways in which we could develop the forum. One way was to see whether my own institution (at which some of the group members were registered) would be willing to have the forum sitting within their system. But the key problem with this was that not all the group members would be able to access it, and giving guest access to a large group was not a viable option. Further discussions with colleagues and the
Information Technology (IT) experts within my own and one of the project partner institutions resulted in looking at setting up an independent forum that could sit outside of an institution. Suggestions were made of using a widely accessible and free internet application such as Google, but as that meant getting the entire group to open accounts with Google, we found that a better option would be to buy an internet domain address for three years and set up the forum that way.
131 The GMP PDP Group designing the forum
Online discussion forums are used for a variety of reasons, including: professional development (Chen et al., 2009), online learning (An et al., 2009; Chen and Wang, 2009; Lee and Bertera, 2007; Lewinson, 2005), consumer marketing (Pitta and Fowler, 2005) and to support practice communities and user groups (Wolff, 2009) and students (De Smet et al., 2009). It would seem that with such a variety of purposes that a discussion forum could be used for, it was necessary to discuss as a group and come to a consensus about the exact purpose for their forum. For example, should it include a “chat room” type area for social networking – where there would be opportunity to engage in synchronous discussion or should it be purely for asynchronous peer support and professional development? The group felt that there was no need to have a “chat room” type element to it as personal email communication could be used for this purpose, but that it would be useful to have a shared space where information from meetings and conferences could be stored; as well as an area for announcements such as call for conference abstracts. As a group, they were also very decisive about who should be allowed to join the forum, and felt that it should be a closed forum for the group members only; that the membership should be exclusively for the immediate group and not for their supervisors or mentors. The rationale for this was cited from previous experiences by members within the group, where the decline in use of a discussion forum occurred when senior members began using it and shifted the discussion to a level that
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other users found they did not benefit from, and because they could not get involved in the discussions stopped using it.
Developing the forum
Iivari (2009) examines user participation in the development of information systems, and points out the varying views. She notes that, while there appears to be consensus that user participation in the development process is important, there are divergent viewpoints in the type of participation
involved. In, what she calls the “Human-Computer Interaction” (HCI) literature, the idea is that specialist users should be represented in the design process but not participate in it, whereas in the “Participatory Design” (PD) tradition – whose roots stem from workplace democracy – the idea is that, not only should there be total involvement in the process but that the users‟ skills and experience should be appreciated as a valuable input; and that joint working to create new technologies and work practices should be
encouraged (pg. 134).
From experience of working with groups and partners to develop new systems or ways of working, total user participation and involvement is considered essential. It not only creates a sense of ownership and therefore has a better chance of the new development being successful, but also enables the development to be as a user-friendly as possible since they will understand the intricacies of its use.
Armed with all the ideas, needs and wishes from the group, I found an Information Technology (IT) specialist in one of the partner institutions who
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helped to buy the domain address, set up the forum and the related systems; train me in using the system (to then cascade to the rest of the group) and to provide follow-on technical support.
Implementing the forum
The discussion forum was developed six months after the introduction of PDP. It was developed to coincide with the timing of the first of the “PhD days” in Amsterdam – where the Group would come together and I would get to meet them for the first time. The timing was so that I could have enough training and practice with the system, so that I felt sufficiently confident to cascade the training to the Group.
The launch was done face-to-face, and using a Power-point presentation (Appendix 11) with a follow up opportunity for the Group to have a “play” with the system and use the forum.
Managing the forum
To promote further ownership of the forum (now that they had it as a closed forum exclusively for the Group members), I got commitment from each Group member to take rotational moderator responsibilities each month. These responsibilities included: posting a new discussion topic on the forum each month, keeping the topic on track, and managing any inappropriate discussion and language. The rationale for this was to ensure that the forum was being used for their own specific needs and purposes; in addition to increasing ownership of the forum.
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DEVELOPING INDIVIDUAL PERSONAL DEVELOPMENT ACTION