BSBLED805 Plan And Implement a Mentoring Program

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Question:
Case study:
“Educational Compliance Services” in a rapidly growing education and compliance group that provides educational material and compliance services to Registered Training Organisations (RTOs) all over Australia.
As the company is growing at a rapid pace. The company is at a stage where recruitment of new employees and promotion of existing employees to supervisor level is required. To ensure that the company will continue to grow there is also a need to minimise possible future employee performance issues.
The decision has been taken to plan, develop, implement, monitor and evaluate a mentoring program that addresses the organisational needs below:

To enhance the leadership skills of current employees (as the company wants to promote them as future leaders).
To encourage employee retention and improve employee productivity,
To break down the “silo” mentality that hinders cooperation between departments
To elevate knowledge transfer from simply “getting” information and instead transform the process so that the organisation retains the practical experience and wisdom gained from long-term employees.
To enhance the professional development of employees.
To support the creation of a multicultural workforce by creating relationships between diverse employees.
To create a mentoring culture that continuously promotes individual employee growth and development

The mentoring program will be implemented in different stages over a period of six months.
The following are the objectives of the mentoring program which needs to be set up:

Teach employees leadership skills.
Increase knowledge and self-confidence.
Increase job satisfaction.
Promote cooperation.  
Promote the transfer of knowledge from higher to lower hierarchy.
Professionally develop employees.  
To achieve the objectives in a 6-month timeframe.

The management of “Educational Compliance Services” has given the responsibility of preparing the mentoring program to the Human Resource Manager. They have allocated the following responsibilities to the Human Resource Manager:

Plan the mentoring program.
Consult stakeholders to develop the mentoring program.  
Develop tools and materials to support the mentoring program.
Establish mentor and mentee selection criteria, procedures and tools.
Establish communication requirements.
Establish rules, procedures and requirements related to accountabilities and responsibilities.
Recruit and match mentors with mentees.
Induct mentors and mentees.
Develop personal development plans for mentors and mentees.
Monitor mentor-mentee relationship.
Evaluate mentoring program against agreed outcomes.
Report on outcomes.
Identify improvement opportunities.

Assessment Task: Mentoring Program Plan
Required

Access to textbooks/other learning materials
Computer with Microsoft Office and internet access
Stakeholders Meet Template
Mentoring program plan Template
Personal Mentoring Plan Template
Selection Criteria procedures and tools Template

Assessment criteria
For your performance to be deemed satisfactory in this assessment task, you must satisfactorily address all of the assessment criteria. If part of this task is not satisfactorily completed, you will be asked to complete further assessment to demonstrate competence.
Assessment Task: Instructions 
In this assessment task, you are required to take on the role of the Human Resources Manager. You will plan and develop:

A mentoring program
The supporting materials required for the mentoring program

To do so, you need to complete the following activities:

Task a: Meet with the stakeholders
Task b: Develop a mentoring program plan
Task c: Develop tools and materials to support the mentoring program

Task a: Meet with the stakeholders
In this activity, you are required to conduct a meeting with the Operations Manager and the CEO of the organisation.
The agenda of the meetings is to identify the requirements of the mentoring program plan.
Before the meeting, you need to prepare a meeting agenda.
During the meeting, you are required to:

Discuss the purpose and objectives of the mentoring program plan.
Consult the key requirements of the mentoring program plan with the Operations Manager and CEO on the following topics:

Anticipated outcomes.
Program design principles.
Mentor skills requirements.
Method or mode of interaction to deliver the mentoring program.

Duration of the program
Types of mentoring to be used
Tools and instruments to be used
Reporting requirements

Methods and resources required to report on mentoring program outcomes
Timelines
Roles and responsibilities for mentors and mentees.
Evaluation criteria.

Document the requirements in the template provided below:

Task b: Develop a mentoring program plan
After gathering requirements from the stakeholders, you are now required to develop a mentoring program plan. The mentoring program plan must include the requirements outlined by the Operations Manager and the CEO of the organisation.
You must use the mentoring program plan template provided underneath. The mentoring program plan must include the following:

Benefits of, and need for, a mentoring program for the following:

Mentors
Mentees
Workplace
The purpose and objectives of the mentoring program
Anticipated outcomes.
Program design principles.
Mentor skills required.
Method or mode of interaction to deliver the mentoring program.

Duration of the program
Types of mentoring to be used
Tools and instruments to be used

Reporting requirements

Methods and resources required to report mentoring program outcomes

Timelines
Mentor and mentee selection process
Roles and responsibilities for mentors and mentees.
Evaluation criteria.
The management structures and wider support requirements of the program plan.

Task c: Develop tools and materials to support the mentoring program
In this activity, you are required to develop tools and materials to support the mentoring program plan prepared in Activity 2.
To do so, you need to complete the following tasks:
Task c.1
In this task, you are required to develop the following tools and resources appropriate to the mentoring program modes and methods selected in Activity 1 and 2 that includes:

Duration of the program
Types of mentoring to be used
Tools and instruments to be used

Consider the models and methods and;

Prepare the ground rules for mentoring relationships.
Prepare structured templates for the personal mentoring plans that include:

The different activities to be carried out during the implementation of the mentoring program plan.
The timeframes at which the activities will be carried out
KPI’s that will be used to monitor them.
Document your responses in the template provided.

Task c.2
In this task, you are required to establish:

The mentor and mentee selection criteria
The policies and procedures for;

Mentor-mentee recruitment
Mentor-mentee selection
The strategies to be implemented to recruit and accurately match mentors with mentees.

Include criteria that could be used to screen and match mentors and mentees, such as;

Need for mentoring
Competencies required
Functions in the organisation
Career levels

The tools to be used in the recruitment, selection and implementation of the mentoring program.

The selection criteria, procedures and tools are to be established based on the following:

The mentees’ learning requirements
The mentors’ skills requirements.
The method or mode of interaction to deliver the mentoring program.

Duration of the program
Types of mentoring to be used
Tools and instruments to be used
The roles and responsibilities of mentors and mentees.
You must document your responses in the template provided below.