Build and Sustaining a Mentorship Program
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Build and Sustaining a Mentorship Program
PMI Region 1 Conference
Salem, Oregon
May 2-3, 2008
PMI Region 1 Conference
Agenda
– Introductions
– PMI-SAC
– Process / Lifecycle
– Lessons Learned
– Questions
PMI Region 1 Conference
Introductions
• Mike Benson, PMP– Newly elected VP of Finance– Previous VP of Membership (piloted program in 2006)– Background IT, independent consultant, various industries
• Dan Petley, PMP– Newly elected VP of Membership– Completed first intake of 2008 Mentors– Background IT / Oil & Gas
PMI Region 1 Conference
PMI Southern Alberta Chapter (SAC)
• Approximately 1700 members• 23rd largest chapter in the PMI world wide• Diversified membership
– Sectors: IT, Telco, Engineering, Construction, Energy• Large geographical size
PMI Southern Alberta Chapter (SAC) Boundary
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PMI Region 1 Conference
PMI-SAC Mentorship Program
Life Cycle
Training
Mtching
Application
Communicate
Survey
Feedback
Monitoring
Marketing
Adjust
PMI Region 1 Conference
Communication
• Where to start - start early, planning up front
• Use various communication vehicles– Chapter Website– Emails to our members– Mention the program at Chapter Events
• Encourage participation across all experiences levels
• Be prepared– Have communication materials ready (e.g. website
content, application forms)
PMI Region 1 Conference
Communication
• Ensure the materials are updated and capture the correct details to ensure you can make the appropriate pairings (i.e location, membership, intent, objectives, etc.)
• State your intentions for the mentorship program (e.g. Is the program able to accommodate long distant pairings?)
• Some matches can very unique matches
• Ensure you have volunteers to help
PMI Region 1 Conference
Program Application
• Have a clear and simple form that members can complete.
• However, ensure the form is concise and captures the required details to perform the matching exercise.
• Ensure there is a high degree of commitment to the program.
PMI Region 1 Conference
Matching
• The science of matching– Review categories– Accommodate specific requests– Like backgrounds or industries
• The importance of the application form. – The better the form, the better the match.
PMI Region 1 Conference
Training
• Select a professional firm to provide this service.
• A generic mentoring training program that is adapted to PMI-SAC needs
• Professionally delivered, with perceived value and differentiator for the participants.
• Training is critical– The materials are common sense
– Everyone benefits from understanding the objectives, commitment and the process.
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PMI Region 1 Conference
The Mentoring Process
• PMI-SAC: hands-off approach, limited structure, heavy lifting is done
• Mentors: make a difference, revitalization, opportunity to learn from a protégé, earn PDUs (training and mentoring)
• Protégés: receive information and advice, be recognized in a work environment, someone to bounce ideas off, different perspectives, PDUs (training and mentor process)
• Recommended 2-4 hours per month
• In person, email, phone, Webex
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PMI Region 1 Conference
Monitoring
• Mentorship Committee• 3 member team
• Available for intervening or assisting as required
• Tracking Log• Monthly
• One from each participant
• Record date of meeting, how much time, what was discussed and accomplished
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PMI Region 1 Conference
Feedback Sessions
• Mid-session, and at the end
• Dinner, thank you for volunteering
• Chance to socialize and share experiences
• Review the process, offer suggestions, reminder about logs
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PMI Region 1 Conference
Survey
• Post program survey
• SurveyMonkey
• Questions about:– The Program (PMI-SAC involvement, the training sessions, etc)
– The Partnership (establishment of goals, effectives use of time, commitment of partner, etc)
– The Results (what did I get from participation, plus a chance for free form comments)
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PMI Region 1 Conference
Adjust
• Review information from the mid and end sessions, plus the survey, and any ad hoc communications
• Adjust as required:– The Application and/or matching process
– The training process
– The mentoring process
– The foundation Principles
• Begin the cycle again
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PMI Region 1 Conference
Lessons Learned
• The Board must be fully behind the undertaking, large commitment in terms of budget, effort, and reputation
• Participants must be fully committed to the program– Time commitment– Commitment to partner, goals– MUST attend the training sessions
• Matching on paper misses personality issues• Communicate and reward• Gather feedback and act upon good suggestions• Mentorship Discussion Board• Facilitate Distant Mentorship
– E.g. Skype, or some type of VOIP communication means.
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PMI Region 1 Conference
Questions?
Dan – membership@pmisac.com
Mike – treasurer@pmisac.com
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