Mentorship Program

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Guidelines

PMI-OC Chapter Membership Required

Mentors and Mentees need to be members of the PMI Orange County (PMI-OC) chapter in order to request to join the PMI-OC mentorship program.
Schedule

The PMI-OC Mentoring Program is a six-month program. The formal length of the Mentor/Mentee relationship formally lasts six months. It is an understanding by both parties that the Mentor and Mentee will commit to the six-month mentoring relationship. Once the six months are fulfilled, discussion of continuing the mentoring relationship should take place between the Mentor and Mentee.
Meeting Logistics

As a member of the PMI-OC Mentoring Program, you have committed to meet with your Mentor/Mentee at least once per month. You and your partner decide where and when to meet.
Discuss whether or not you want to increase the number of mentoring meetings and work towards a mutual understanding that satisfies both of your needs.
Specify the length of each meeting prior to meeting and commit to it.
Meetings can be in person or virtual or over the phone.
Be prepared when you meet. Have all necessary items with you, such as a notebook, pen, articles, and agenda items you want to discuss with your Mentor or Mentee.
Communication

Decide when, how, and the frequency each of you can be reached. Do not assume that the other party can be reached at all times.
Be open and transparent when communicating.
If a conflict occurs, then try to solve it immediately.
Practice active listening.
Ask thoughtful, thought-provoking questions.
Provide objective feedback and guidance.
Expectations

Explore the roles you each envision to have. Should the Mentor act as a coach, sounding board, or more of a teacher? Many mentors help mentees find information or guide them to find other help they may need.
Take time to identify goals, what each of you want to gain from the experience.
As a Mentor, do not assume that all advice will be followed. Some of it may be incorrect or not an area of interest for the Mentee, and that’s okay. As a Mentor, try to understand how the Mentee wants you to help, and work towards getting there.
Each party takes the lead. Do not assume the Mentor or the Mentee will suggest all activities and do all the leading.
Confidentiality

Talk about confidentiality, including what is and what is not acceptable to share with others. The best mentoring relationships maintain confidentiality between the Mentor and Mentee. Ideas, feelings, and plans stay between the two of you.
Make sure that each of you does not reveal or discuss company proprietary or confidential information without approval from the owning organization.
Feedback

Come to an agreement on how you would like to give and receive positive and corrective feedback from each other. Always ask if you can make a suggestion or offer constructive criticism. Do not automatically give advice or criticism.
In a good Mentor/Mentee relationship, both parties give and receive reinforcement.
As a Mentee, make it easy for your Mentor to give you corrective feedback. Ask for it early in the relationship. Show evidence that you are utilizing the help within your life. Do not forget to share the outcome of the help your mentor gave.
Do not force your solutions or advice or make the other have to guess or learn by trial and error.
Limits or Preferences

Discuss your learning and communication styles so that you can work well together and minimize misunderstandings and miscommunications. You will each benefit at a higher level when you are on the same page.
As a Mentee, verbalize your learning style and what types of things are helpful for you.
As a Mentor, verbalize your teaching/coaching style and what has worked well in the past.
Be open to combining each other’s styles and processes.
Relationship

Keep the mentoring relationship on a professional level. It can be easy as the relationship grows to cross the line into personal matters. Commit to the goals you decided together.
Listen to what each other has to say. Be open to each other’s ideas, discussion topics, opinions, etc.
As a Mentor, help the Mentee take initiative in the relationship.
As a Mentee, consider all advice given. Store what might seem as irrelevant for some future use (or not).
Make only positive, constructive, or neutral comments about each other.
If you disagree with each other’s behaviors or values, then share your perceptions with each other.
Do not end the relationship on bad terms. Seek assistance before it gets to that point. Contact the PMI-OC Mentoring Program Team if you feel the relationship needs external help. The PMI-OC Mentoring Program Team may decide to reassign Mentor/Mentee teams if agreement cannot be reached between the two parties.
Do not flake on mentoring meetings or events. This is an important step in your professional career and an area of growth so take advantage of it.
Scope of Knowledge

As a Mentor, provide advice and guidance only within your area of expertise. Refer your Mentee to someone else when asked about information beyond your knowledge.
As a Mentee, keep in mind your Mentor’s scope of expertise and stick to questions and discussion within that area. If you want information that is beyond the scope of your Mentor’s expertise, then ask for a referral or seek information on your own from another source.
Conflict of Interest

Declare any conflict of interest before it becomes an issue.
Irreconcilable Differences

There are instances when the Mentor/Mentee match is not ideal, and the relationship is not working for various reasons. This is of no fault to either party. If you feel that the relationship is doomed to failure, contact the PMI-OC Mentoring Program Team to be matched with another Mentor or Mentee. Examples of this could be:
Expectations or personalities do not align and there appears to be no resolution.
Disagreement with behavior or values that cannot be resolved.
Conflict of interest that cannot be resolved.

Information for Mentees

Mentoring Benefits for the Mentee

Opportunity to work through a current problem in managing a project.
Obtain ideas for how to become more effective in applying project management skills and knowledge.
Gain more valuable and relevant project management skills and knowledge.
Solidify specific skills.
Promote a professional relationship.
Develop and expand increased competencies and stronger interpersonal skills.
Receive advice on how to balance new responsibilities.
Expand professional and social networks.
Attributes and Effective Characteristics of a Good Mentee

Motivation to Succeed. A good mentee is motivated to succeed. This helps ensure that mentoring isn’t wasted on someone who won’t act on the knowledge he or she has received.
Time Management Skills. A good mentee must be sufficiently talented at time management to commit enough time to make mentoring worthwhile.
Positive Attitude. This should be self-evident. It is much more fun to mentor positive people than negative ones. Positive people usually produce better and more sustainable results, too.
Respect. A good mentee will respect you and appreciate the time you spend in mentoring. They will also respect the value you are providing.
Willingness to Learn. A student who is willing to learn will invariably accomplish more than one who isn’t.
Honesty. Your mentee should be honest. Anything else is a waste of time.
Clear Communication. A good mentee will be able to communicate whether or not they understand what you are teaching them. This makes the entire process much more effective.
Confidence. Confidence and self-belief are essential for maximizing performance at any stop on the corporate ladder.
Goal-oriented. Effective mentees place a high value on setting and accomplishing goals.
Seek Challenges. Effective mentees are not satisfied with the status quo and are vocal about wanting and accepting new challenges.
Take Initiative. Effective mentees do not wait for others to notice them or their abilities; they are willing to initiate a positive learning activity.
Show Eagerness to Learn. Effective mentees are curious about what they do not know and are able to ask for assistance or resources when faced with uncertain circumstances.
Accept Personal Responsibility. Effective mentees do not shift blame, procrastinate or become easily distracted; they readily admit and own failures and shortcomings.
Eagerness to learn and a respect and desire to learn from the person selected as the mentor.
Seriousness in the relationship.
Take the initiative in the relationship, especially in the beginning – be politely insistent about your desire for an active mentor.
Flexibility and an understanding of this senior professional’s demanding schedule.
Promptness for all appointments.
Feedback, even if nothing is requested.
Interest in your mentor’s professional journey. Also, acknowledge he or she has a life outside of the professional setting and knowing something about that can help you communicate better.
Never forget the time and effort this person is taking to offer you a smoother path on the way to success
Ineffective Characteristics of a Mentee

Too Self-Promoting. Ineffective mentees constantly jockey for position and status, or engage in name-dropping, rather than focus on their personal and professional development.
Too Busy. Ineffective mentees have too much activity going on in their lives and cannot give the mentoring relationship the proper time and attention required to be successful.
Uninterested in Mentor’s Area of Expertise. Ineffective mentees do not show a personal drive to excel in the mentor’s area(s) of mastery, which can make for an ill-fitting relationship.
Lack Focus. Ineffective mentees hop from one thing to the next without fully committing to anything.
Overly Dependent. Ineffective mentees are overly needy for approval or require constant supervision, which is the job of the supervisor, not the mentor.
Questions for the Mentee: Establishing & Clarifying Goals

What are you looking to accomplish? What is the outcome you are looking for?
What do you think/feel is holding you back?
What would change for you if you accomplished this goal? What if you didn’t?
What feedback did you get from your boss/co-workers/team?
What are your key strengths? What do you see as your top area for improvement?
What do you think the next steps should be?
Have you thought about __________?
What successes have you had in this area? What great things have happened in your career since we last spoke?
What are the pros? What are the cons?
Can you give me an example of ______?
Does that work for you? Are you comfortable with that?
What are your actions items from now until our next meeting?
I’m not sure I understand. Can you tell me more about __________?
Who can you ask to support you?
References:

Integral (2017, March 06). Attributes of good mentors and mentees. Retrieved on January 15, 2020, from https://www.integral.org.au/about/resources/attributes-of-good-mentors-and-mentees
Northwestern University (2020). Qualities of mentors and mentees. Retrieved on January 15, 2020, from https://www.feinberg.northwestern.edu/sites/mfc/mentoring/qualities.html
River (2016, March 01). Tips for mentees. Retrieved on January 15, 2020, from https://www.riversoftware.com/mentee-mentor-advice/effective-mentees/

Information for Mentors

Mentoring Benefits for the Mentor

Give back to the profession.
Receive assistance, guidance, and coaching on becoming an emerging professional.
Gain valuable project management knowledge and skills maximizing a mentee’s potential.
Strengthen knowledge base and improved communication skill.
Promote greater collegiality among project management professionals.
Build deeper relationships with other PMI-OC members.
Expand professional and social networks.
Successful Characteristics and Qualities of a Good Mentor

Experience. A mentor needs experience in what he or she is teaching. Otherwise, it’s all theory.
Character. A mentor should have admirable qualities such as honesty and integrity. That ensures that positive qualities are sustained through generations of leadership.
Similar Goals. It is more efficient to learn from someone who has the same goals and can steer a mentee through the inevitable “rough spots” that occur on the path to success.
Open Mind. An open mind on the part of the mentor allows the mentee to progress at a more natural pace.
Caring Attitude. A mentor should care as much about the mentee’s success as the mentee does.
Optimism. Positivity produces positive results.
Belief. A mentor who believes in a mentee is always more effective.
Honesty. A mentor who is honest gains the trust of the mentee. This produces faster development.
Encourage and demonstrate confidence in your mentee.
Recognize your mentee as an individual with a private life and value him/ her has a person.
Ensure a positive and supportive professional environment for your mentee.
Don’t deny your own ignorance.
Be liberal with feedback.
Encourage independent behavior but be willing to invest ample time in your mentee.
Provide accessibility and exposure for your mentee within your own professional circle both within and outside of the immediate university circle.
Illustrate the methodology and importance of ‘networking’ in basic science.
Allow your mentee to assist you with projects, papers and research whenever possible and be generous with credit.
Questions for the Mentor: Establishing & Clarifying Goals

What do you want the mentee to be able to do or know?
What are your (perceived and actual) responsibilities to your mentee?
What is your own work style like? What is your mentee’s preferred work style?
What kinds of decisions do you expect your mentee to make on his or her own? What kinds of decisions do you expect to be involved in?
What kinds of opportunities can you provide your mentee that will help him or her acquire important skills / knowledge? Who else do you know who may be a good resource?
How do you want your mentee to communicate with you? When is email appropriate? When is it necessary / important to meet face to face? Where is the best place for you to meet your mentor?
What kind of feedback should your mentee expect from you? How often will you provide feedback? What is your turnaround time for providing feedback?
How will you know if the relationship is working / productive? How will the two of you gauge satisfaction and productivity?
How do you anticipate your relationship changing over time?
References:

Integral (2017, March 06). Attributes of good mentors and mentees. Retrieved on January 15, 2020, from https://www.integral.org.au/about/resources/attributes-of-good-mentors-and-mentees
Northwestern University (2020). Qualities of mentors and mentees. Retrieved on January 15, 2020, from https://www.feinberg.northwestern.edu/sites/mfc/mentoring/qualities.html

Expectations

Below are the PMI-OC Mentoring Program requirements and expectations of mentees and mentors:

· PMI-OC Mentoring Program is a six-month program.

o The formal length of the Mentor/Mentee relationship formally lasts six months.

o It is an understanding by both parties that the Mentor and Mentee will commit to the six-month mentoring relationship.

o Once the six months are fulfilled, discussion of continuing the mentoring relationship should take place between the Mentor and Mentee.

· As a member of the PMI-OC Mentoring Program, you have committed to meet with your Mentor/Mentee at least once per month. You and your partner decide where and when to meet.

o Discuss whether or not you want to increase the number of mentoring meetings and work towards a mutual understanding that satisfies both of your needs.

· Attend the PMI-OC Mentoring Program Orientation.

o New mentees and mentors will be notified of the date, time, and location of the meeting.

· Confidentiality is important.

o Talk about confidentiality, including what is and what is not acceptable to share with others.

o The best mentoring relationships maintain confidentiality between the Mentor and Mentee.

o Ideas, feelings, and plans stay between the two of you.

o Make sure that each of you does not reveal or discuss company proprietary or confidential information without approval from the owning organization.

· One (1) Professional Development Unit (PDU) may be earned for each hour invested in the PMI-OC Mentoring Program.

o Be sure to track your time to earn PDUs.

o You need to redeem your volunteer hours at www.pmi.org.

o See www.pmi.org for more details regarding specific PDU criteria and limits.

· Feedback is critical to the success of the PMI-OC Mentoring Program.

o Come to an agreement on how you would like to give and receive positive and corrective feedback from each other. Always ask if you can make a suggestion or offer constructive criticism. Do not automatically give advice or criticism.

o In a good Mentor/Mentee relationship, both parties give and receive reinforcement.

o As a Mentee, make it easy for your Mentor to give you corrective feedback. Ask for it early in the relationship. Show evidence that you are utilizing the help within your life. Do not forget to share the outcome of the help your mentor gave.

o Do not force your solutions or advice or make the other have to guess or learn by trial and error.

· Participate in PMI-OC Mentoring Program LinkedIn Group online community.

o https://www.linkedin.com/groups/13821143/

Testimonials

The following are some of the feedback from PMI-OC Mentorship Program alumni:

“The connection with my mentor, Glenn, was the most valuable aspect of this program. I was able to gain valuable career and project management guidance from someone that I otherwise would have never approached or talked to! Glenn really assisted me in establishing myself and networking opportunities at my new position/company. I would recommend this program to anyone that wants to get quantifiable feedback and mentoring on their either upcoming or current experience in project management.” – Aaron (Mentee)

“I enjoyed my experience in the PMI-OC Mentorship Program as a Mentor. It was so rewarding to see my mentee grow in her confidence, career goals and personal development. I even learned more about myself as I sought solutions to help my mentee reach their SMART goals. I highly recommend becoming a mentor since it is so rewarding to give back and be able to apply your knowledge.\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\" – Mentor

“My mentor was a tremendous help in guiding me to set my SMART goals to coming up with action plans to accomplishing my goals. During the 6 months mentorship I’ve made great progress both professionally and personally. My mentor was insightful, supportive and resourceful.” – Mentee

“Pairing me with a thoroughly engaged and motivated mentee, Aaron, who works in a vertical somewhat similar to my own was valuable. It allowed me to provide more relevant and industry-specific suggestions. Additionally, Aaron's engagement in the process made the experience even more valuable. Mentoring allowed me to provide insights to Aaron along the way. This was personally beneficial since it encouraged me to re-introduce many of those ideas back into my professional career. In essence, it reminded me to practice what I preach. I would recommend this program to others because it provides a rare opportunity to be transparent with someone outside of your workplace. The transparency encourages and allows greater growth along the way.” – Glenn (Mentor)

“It was valuable to have support & guidance from my mentor for challenging situations at work and learning the steps in getting to a solution. Professionally, it has given me more confidence in my ability to serve my customers. Personally, it has been so nice to feel connected to new friendships & common interests/backgrounds. It has been such a meaningful experience, and I think all the mentors and mentees have learned something new that they can apply from the program.” - Mentee

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