Mentoring Program Framework

 

The following guidelines are provided to assist in understanding a standard structure for a mentor/protégé relationship.  The program is designed to facilitate and support beneficial relationships between chapter members.  It is expected that members will define the terms of their relationship to best meet their mutual professional needs and interests.

Roles & Responsibilities

Participants in the Mentoring Program are expected to uphold the roles and responsibilities outlined in the following documents:

Responsibilities of Mentors
Responsibilities of Protégés

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A Framework for Mentor Partnerships

The following basic framework is provided as a jump-start plan for structuring successful mentoring partnerships. This four-stage framework includes:

Stage One: Getting Acquainted

Prior to the first meeting, mentoring pairs will receive contact information and a summary of the background information for each participant from the program manager. Participants should contact each other within two weeks of receiving the pairing notification letter.  This contact can be a phone call, e-mail or letter sent via fax or the postal service, based on the contact information provided by the program manager.

An initial meeting of the mentor and protégé should take place within 2 weeks of the initial contact. This can be a face-to-face meeting such as attending the monthly PMI Westchester chapter meetings together, a telephone call or virtual communication. The formal mentoring relationship will last for a period of time, as agreed upon by both partners in the mentoring relationship.

Take time to get to know each other’s interests and goals, The goal of this stage is to learn about one another on a basic level. Suggested topics for discussion in the first mentoring meeting include:

·         Discuss background information.

·         Discuss the development goals of the protégé, and the interests of the mentor.

·         Discuss working styles and ways in which you may work together


Stage Two: Expectations

Once you have initially gotten acquainted, your expectations of each other and the relationship can be articulated. If it is found that your expectations are very different, you may want to agree to terminate the formal relationship at this point and request a re-pairing. Stages One and Two of the relationship should be completed by end of 1st month of the relationship, and may be accomplished in a single meeting. Main activities of this stage may include:

·         Determine frequency and type of contact.

·         Provide feedback to program manager on pairing and mutual interest.

·         Develop a personal action plan based on stated goals.


Stage Three: Mentoring

Over time, through contact with each other, the goals and objectives of the relationship are met.  It is important that this be a reciprocal relationship and that the goals of both mentor and protégé are considered. Stage Three of the relationship should begin after Stage Two has been completed and continue until Stage Four is reached. Activities in Stage Three may include:

·         Work toward personal goals as defined in personal action plan.

·         Discuss progress and questions.

·         Discuss potential courses of action and alternatives.

·         Evaluate progress. Report status to program manager.


Stage Four: Redefinition of the Relationship

As the formal mentoring period ends, you will need to redefine your relationship for the future as friends, colleagues, peers, etc..  Stage Four should take place during the last month of the mentoring relationship, preferably at your last meeting (face-to-face, telephone or virtual) of the formal relationship

Mentoring relationships naturally evolve as goals are reached. Some mentoring relationships continue long-term, others short term. This depends entirely on the goals of the participants. When it becomes clear that the relationship has served it’s purpose and is concluding, the following should be considered:

·         Discuss lessons learned. What went well? What would you do differently in the future?

·         Is there anything you learned that you would like to share with other mentors? With other protégés?

·         Notify the program manager of the cessation of the mentoring partnership

Communication Norms

Because the Mentoring Program is run as a largely “virtual” program, communication between protégés, mentors and the program manager are critical. Some communication norms for the program include:

§         The program manager will:

·         Send regular monthly email communication to all participants.

·         Report status of the mentoring program and participation information to the PMI Westchester Board of Directors monthly.

·         Be available to participants on an as-needed basis.

·         Maintain current contact information for all participants.

·         Conduct periodic mentoring networking meetings

§         Mentors and protégés will:

·         Contact partner within one week of receiving pairing information.

·         Let program manager know when you meet for the first time.

·         Provide the program manager with current contact information.

·         Escalate concerns to program manager as needed.

·         Let program manager know of change in the nature of the mentoring relationship – for example: when you conclude your partnership

·         Send regular monthly status updates to program manger answering the following four questions (It is recommended that an email should be sent immediately following any meetings):

o        Have you and your partner met?

o        How often and in what manner (email, phone, in person)?

o        Are your meetings productive and useful? Briefly describe.

o        Is there any support that you need from the program manager at this time?

Earning PDUs

PMI Westchester Mentoring Participants who are certified PMPs may register time spent in mentoring activities for PDUs. Based on the organization of the PMI Westchester Mentoring Program, PDUs should be registered as described below.

Category 2-"Self Directed Learning" - PMPs can earn up to 15 PDUs per cycle (one cycle = 3 years) in this Category. The activity is self-reported by the individual PMP, with one hour of mentoring activity equaling one PDU. Both the mentor and the protégé may submit Activities Reporting Forms in this Category, utilizing the "Self-Directed Learning Worksheet" at the end of the Activities Reporting Form, available from PMI and the PMI website: http://www.pmi.org .

Re-Pairing

If either participant needs to withdraw from the relationship due to relocation, re-assignment, a new job, etc. a new match will be made based on the availability of appropriate mentoring volunteers.

Additional Information

Any additional questions or suggestions may be directed to Jeffrey Zonenshine, at mentor@PMIWestchester.org.  

Last Updated: Friday, December 17, 2004