CARE Capability Building Mentoring Program Guide for Supervisors of Mentees

CARE Capability Building

Mentoring Program Guide for Supervisors of Mentees

• Timeline• Commitments• Performance Management• Encouraging the Mentee• Rewards and Recognition• Confidentiality

Contents

This guide is to support you while you supervise mentee(s) participating in the Economic Development Unit’s Capacity Building Mentoring Program. Please read through this guide in preparation for the launch of the Mentoring Program (July 25th 2011).

Mentoring Program of Events

Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 …


Mentee Self Study

Mentoring Call (monthly)

Mentoring Emails (weekly)

Quarterly Forums

Survey

Ad-Hoc Support

Kickoff Week Intensive week -TBD

Intensive week -TBD

Milestones

The mentoring program will utilize the developed tools and templates throughout a planned series of mentoring calls, emails and face-to-face meetings. See below for a program of events based upon a 9-month mentoring program.

Jun-12Jul-12

COMPLETION (9 months)

ILLUSTRATIVE


Contents

ADP will provide CARE recommendations to consider when institutionalizing the Mentoring Program within its broader organizational structure, operations and human resource processes. The contents of this deck contain the collection of recommendations for CARE’s consideration.


Symbol Estimated Total Time per Month

Days in BoldCurriculum Component

Quarterly Forums(3 times during program)

Survey(3 times during program)

Mentee’s Time Requirements

4 hours per forum12 hours per program

2 hours per survey6 hours per program

6 hours / quarter~ 2.25 days per program

Mentor’s Time Requirements

4 hours per forum12 hours per program

2 hrs per survey6 hours per program

6 hours / quarter~2.25 days per program

Time Commitments for Mentor and Mentee (1 of 2)

SymbolEstimated Total Time per Month

Days in Bold

Curriculum Component

Mentee Self Study

Mentoring Call Mentoring Emails Ad Hoc Support


8 hours per month 2 hours per month 2 hour per week8 hours per month

2 hours per month

20 hrs / month~ 2.5 days / month


5 hours per month 2 hrs per month 2 hour per week8 hours per month

5 hours per month

20 hrs / month ~2.5 days / month

Mentoring programs require dedicated time from both the mentor and mentee to be successful. The 40 days of the mentor’s time will be utilized through the monthly, quarterly and intensive activities.

Monthly Activities

Quarterly Activities

Time Commitments for Mentor and Mentee (1 of 2)

The total time for a 9-month mentoring program is shown below. If the program is expanded to additional months, adjust the time estimates accordingly.

Intensive Activities

Symbol Estimated Time per Mentoring Program

Days Curriculum Component

Kick-Off Week Intensive Week #1 Intensive Week #2


40 hours5 days

40 hours5 days

40 hours5 days

15 days


40 hours5 days

40 hours5 days

40 hours5 days

15 days

Total Time Commitments

Monthly Activities(9 Months)

Quarterly Activities(3 occurrences)

Intensive Activities Estimated Time per Mentoring Program

(Days within 9 Months)


2.5 days / month22.5 days

6 hours / quarter2.25 days

15 days39.75 days


2.5 days / month22.5 days

6 hours / quarter2.25 days

15 days39.75 days

Time Commitments for Supervisors

• Meet with the mentees from your country office on their return from Launch Week (one hour) to discuss the following:- The scope of the mentoring program- Their time commitments- How you can support them to be successful in this initiative

• Meet with mentees on a monthly basis as part of regular one-to-ones or allocate a monthly meeting to discuss their progress (30 minutes)

• Review the Individual Operating Plan with mentee twice during the mentoring program (1 hour)- Six months into program- Nine months into program upon completion

Mentoring programs require dedicated time from both the mentor and mentee to be successful. We ask that you support the mentees from your country office by meeting with them on a regular basis.

Total time commitment for supervisors during program: 15.5 hours


Contents



Performance ManagementADP recommends including an objective on the Mentoring Program within the Individual Operating Plans for both the mentor and mentee. This will create visibility of the individual efforts dedicated to the program during CARE’s annual performance appraisal. The current schedule for the mentoring program aligns very well with CARE’s pre-existing annual performance cycle.

Mentoring Program Timeline

During the Launch Week, mentors and mentees will each write an objective into their respective Individual Operating Plans (IOP)

Beginning of Performance Period

June / July 2011

Mentors/mentees and their respective Supervisor will assess performance against the objective which will allow the Mentoring Program to be a part of the employee’s overall performance rating

Mentors/mentees and their respective Supervisor will review the Individual Operation Plans (IOP) and discuss the results achieved against this objective

Mid-Year Performance Period

January 2012

Launch July 2011

Conclusion March 2012*

Annual Performance Assessment Period

May / June 2012

* Timeline based on 9-month mentoring program. Timeline to be updated once agreed.

• Timeline• Commitments• Performance Management• Encouraging the Mentees• Rewards and Recognition• Confidentiality

Contents



Encouraging the Mentees you Supervise

• Ask the mentee(s) to share learning experiences with other leadership within your country office, for example:- Ask the mentee(s) to present at a team meeting- Encourage them to deliver learning sessions on value chain work to their

teams• Give mentees time to learn whilst on the program

- Allow them to delegate some work to others to free up the time required to complete the program

We ask that you encourage the mentees from your country office, while they take part in this program, to enable them to stay motivated for the duration of the program, and benefit from your support.


Contents



Rewards and Recognition

Rewards and recognition are important factors to motivate both the mentor and mentee to contribute the best efforts to the Mentoring Program. Below is a sample of recognition and rewards to consider. Please support and encourage the mentees by recognizing their achievements.

Country Offices Regional Offices Head Quarters

Recognition • Submit mentor/mentee efforts to country newsletters

• Prompt the country director or member of country leadership team to email country mentees to recognize efforts

• Encourage mentor to call mentee’s supervisor to recognize progress

• Submit mentor/mentee update to regional newsletter

• Prompt the regional director or member of regional leadership team to email / conf call mentees and mentors individually to recognize efforts

• Include progress update in Ubora report

• Submit mentor/mentees to drumbeats newsletter

• Have executive sponsor email / conf call mentees and mentors individually to recognize efforts

• Create a ‘Certificate’ for mentors and mentees to recognize completion

• Submit update for Helene’s ‘Did you Know?” article

Rewards • Individual salary bonus (Financial rewards) based upon rating in annual review

• Small recognition gift to be mailed to mentee / mentor upon completion

Examples of Rewards and Recognition


Contents



Confidentiality

Mentees and mentors will develop a mentoring agreement during the program’s launch week. Please respect the confidentiality agreement, but contact the mentoring program coordinator if you have any questions or concerns about the mentoring program.

Mentoring Agreement:

Overall goals for relationship

Expectations of how to work

together to achieve these goals

Meeting times (frequency,

duration)

How to record and monitor

progress

Confidentiality agreement

Signature of mentee

Signature of mentor

Documents

CARE Capability Building Mentoring Program Guide for Supervisors of Mentees