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 23 rd largest chapter in the PMI world wide Diversified membership –Sectors: IT, Telco, Engineering, Construction, Energy Large geographical size

PMI Southern Alberta Chapter (SAC) Boundary

6 PMI Region 1 Conference PMI-SAC Mentorship Program Life Cycle

PMI Region 1 Conference Communication Where to start - start early, planning up front Use various communication vehicles – Chapter Website – s 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.

12 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, , phone, Webex

13 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

14 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

15 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)

16 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

17 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.

18 PMI Region 1 Conference Questions? Dan – Mike –