Implementing a Best Practices Mentoring Initiative
 

 


A Coordinator’s Guide and Toolkit

Tour

By Dr. Rita S. Boags

 

   

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References
 Readings
 Publications
 Document Templates
 Orientation Samples
Checkpoint Materials
Presentation Handouts

 

So What is Mentoring?

Mentoring is the process of  information exchange between a mentor and mentee (protégé) sustaining a relationship which contributes to the professional development of both parties.

Mentoring Fundamentals

  • Mentoring Initiatives and Programs exist to expand and complement the natural occurrence of mentoring in organizations.
     

  • The Mentoring Process consists of 3 Core Activities which set it apart from other developmental activities:

  1. Exchange of knowledge which is unique to a business, industry, profession or organization.

  2. A sustained partnering relationship.

  3. Measurable, beneficial outcomes for the individual parties involved and for the larger organization.

  • A Mentoring Initiative is designed to deliver these 3-Core Activities to the largest number of potential participants.
     

  • In the program descriptions to follow, greater detail will be given to

  1. How participants identify what knowledge they wish to share.
  2. Who forms the partnerships.
  3. The outcomes for the individual participants and the organization.
 

 


Objectives of the Guide

  • To provide a program template (as a working document) with essential materials for starting and sustaining a Mentoring Initiative.
     

    1. Materials and overall process can be tailored for each client.

    2. Customized materials are assembled in one location available for future reference.
       

  • To assist the program coordinators and team members from making common and avoidable mistakes.
     

  • To provide a summary of Best Practices consisting of useful and tested information on the subject of Mentoring and Mentoring Initiatives.
     

  • To improve the efficiency of the program start-ups and longevity.
     

  • To establish ownership of the process to in-house personnel.

   Format

  • The template for the Best Practices Initiative is presented in Four Phases.
     

  • Each Phase consists of Key Elements specific to that Phase.
     

  • In all there are 14 Key Elements containing concepts, actions and tools (materials) needed for implementation.

  1. Worksheets for decision-making, customization, and problem-solving.

  2. Additional information resources, references, and presentation examples.

  3. Periodic updates.
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The Four Action Phases
  1. Start up
  • This Phase builds the foundation for bringing the Initiative into being. The process is heavily front-end loaded from the perspective of time for personnel to meet, research, write project plans, prepare materials, and brief the major stakeholders.
     
  • Teams typically spend 1 to 3 months in this phase. The up-front attention to detail is essential for successful results.
  1. Implementation
  • This phase begins the process of bringing the employees, your clients, into the program. Careful attention must be paid to marketing the program: through written communications, handouts, website and employee forums.
  • Participation of mentoring pairs is typically scheduled for 1 year.
  • This phase takes approximately 14 to 16 months to implement.
  1. Monitor and Evaluate
  • This is a key and critical phase for any program, especially the first time through. Checkpoints at critical stages of partnership development are essential to measure outcomes for mentoring partners and the program as a whole.
  • Typically measurements are taken for the first year on each new class entering a program cycle.
  • Mentoring Partners are encouraged to continue past the formal stage.
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  1. Transition and Expansion
  • Once the data has been gathered and analyzed, programs typically need re-tooling and re-design of some components.
  • Starting up in new venues or parts of the organization means going back through the 4 Phases as described. These iterations are more compact because all of the materials and personnel are in place.
  • Facilitator training is offered to organizations using the Mentoring Partnership Workbook to train Mentoring Pairs in-house.

Best Practices Mentoring Process Flowchart
 


Phase 1. Start Up

  1.  Conduct Assessments

  2.  Enlist Sponsors and Champions

  3.  Coordination Team

  4.  Team Member Training

  5.  Project and Marketing Plans

  6.  Prototype Design and Test


Phase 2. Implementation

  1. Conduct Information Sessions

  2. Select and Match Participants

  3. Train Participants

  4. Involve Mentee's (Protege's) Manager
   


Phase 4. Transition and Expansion

  1. Transition Pilot

  2. Continue Improvement Process


Phase 3. Monitor and Evaluate

  1. Monitor participants' Progress

  2. Evaluate Program

 
 
Using the 14 Key Elements as a Template
  • The Best Practices program design presented as the 14 Key Elements has a 15 year history and evolution.
     
  • Using the 14 Key Elements template consistently yields an average success rate of 85% for mentoring partnerships.
     
  • For more information on how program success is measured see Key # 12

Toolkit Contents:

Phase 1. Start Up

 Key 1 . Conduct Assessments

  • Letters of invitation and announcement

  • Focus group agendas, questions and questionnaires

  • Organizational Assessment Questionnaire Sample

  • Development Questionnaire Items from the Diversity Climate Survey

Key 2. Enlist Sponsors and Champions

  • Email Endorsement announcement letter (sample)

  • Sponsor’s letter in a company newsletter

  • Video of Champions’ testimonials used in Orientation  Session

Key 3. Coordination Team

  • Team Orientation Invitation Letter

  • Team Orientation Agenda (Recruitment Meeting)

Key 4. Team Member Training

  • Coordination Team Training Agenda

  • Mentoring Resources Summary

 Key 5. Project and Marketing Plans

  • A Project Timeline Sample

  • Project Proposal Sample

  • Communications and Media Samples

 Key 6. Prototype Design and Test

  • Article summarizing DuPont’s Best Practices Program (1996)
  • Article Summarizing Hughes Aircraft Pilot Inclusion Program (1992)

Phase 2.  Implementation

  • Key 7. Conduct Information Sessions

    • Sample Invitation Letter

    • Orientation Agenda Template and Full Presentations

    • Application Packets - Sample of Contents

      1. Participant Application ( E-copy)

      2. MENTORING: Information Guide (TOC)

      3. Brochure Template

  • Key 8. Select and Match Participants

    • Application Samples
    • Flowchart of Computer-aided Matching Sequence
    • Database Instructions
    • Matching Committee Worksheets and Exercise Presentation

  • Key 9. Train Participants

    • Mentoring Partnership Workshop Agenda
    • Mentoring Training Videos
      •
    • Design of Training Programs - Presentation

  • Key 10. Involve Mentee's (Protege's) Manager

  • Career Development Goals Worksheets from the Mentoring Partnership Workshop

  • The CCNA Manager’s Handbook

Phase 3. Monitor and Evaluate

Key 11. Monitor participants' Progress

  • Formats for 3 Checkpoints (Web-format)

  • Focus Group Training Presentation

Key 12. Evaluate Program

  • Questionnaires Results
  • Focus Group Data
  • Sample End Program Report

Phase 4. Transition and Expansion

Key 13. Transition Pilot

  • Partnership Workshop Certification Training Agenda

  • "Passing the Torch" Presentation

Key 14. Continue Improvement Process

  • Training Vignettes
  • 1999 an 2001 Best Practices in Mentoring Conference

 

 
Startup Implementation   Monitor and Evaluate Transition and Expand

 

References Readings Publications Document Templates Orientation Samples Checkpoint Materials Presentation Handouts