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Case study:

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.

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

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.

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.

The monitoring program plan is being formed to develop the competencies of the employees in accordance with the developmental needs of the organization. Moreover, its purpose is to effectively motivating the employees for performing better. It is focused on enhancing the functional effectiveness of employees in various important organizational roles. The objectives are provided below.

· Develop leadership skills among the employees

· Motivate the employees effectively

· Improve job satisfaction

· Develop a cooperative environment

· Developing an efficient knowledge management framework

· Developing professional capabilities among the employees

Anticipated outcomes.

The program needs to focus on developing the capabilities of the employees and aligning these capabilities with the larger developmental requirements of the organization. The employees would need more motivation in order to be more performance oriented. The program is focused on developing better leadership qualities among the employees. Additionally, an important outcome would be the development of better cooperation between the employees.  An important intended outcome is to create a more effective organizational culture. The development of strong performance focus among employees is one of the main outcomes that the programs seeks to achieve. There would also be better knowledge sharing across the organizational levels as a result of this program. The optimal development of the people of the organization and corresponding organizational development is the overall aim of the organization. It is very important for the organization to view the anticipated outcomes importantly as they can determine the future development of the organization. The development of the employees in accordance of the future development that is required for the organization is a very important anticipated outcome.

Program design principles.

The program design principles are based on the development of leadership, collaboration and coordination among the employees. The program is founded on the principles of confidentiality, trust, sensitivity and mutual respect. The design would involve the effective development of capabilities among the employees through better communication and knowledge sharing between the mentors and mentees. The program would focus on developing the performances of the employees by emphasizing on real life problems and their solutions. It is important to note that effective knowledge sharing and creation of team bonding would be important parts of the program. In essence, the focus of the program would be on motivating the employees for providing better productivity to the organization. The mentors would help the employees to develop their best capabilities. Collaboration would help the learners to develop their abilities in better ways. It is much important for the organization to develop means through which they can improve the collaborative organizational culture through the program. Coordination is required to optimize the learning capabilities of the employees and also to develop a framework for collective effort. This would improve the performance capabilities of all the learners, who would later go on to manage important roles for the organization. Leadership is an important factor as one of the major aims of the program would be to develop future leaders who can lead the organization effectively.

Mentee's learning style

The learning style of the mentees would be cognitive as well as experiential. Cognitive development would be focused as the mentors would help the mentees to develop better learning abilities. The mentees would need to learn about the real time scenarios that they would be facing at the workplaces and how these scenarios would be affecting their performance abilities. Experiential learning would be important as the mentees would also be engaging with their work at the same time. Exposure to real life scenarios such as providing educational assistance to the RTOs. The mentees would be required to apply their learning towards solving a range of problems. The mentees would need to display effective cognitive abilities. This would improve the overall learning process that would be implemented. The mentees need to be well aware of the existing processes in order to be able to process the information about the newer processes that would be created.

Mentor skills requirements.

The mentor needs to have a good personality and display effective levels of transformational leadership qualities. The mentor needs to have efficient communication. It is much required that the mentor also has proper skills in managing people as a large number of employees need to be managed. The communication skills should be good enough to assist the employees in all situations. The mentor should also have proper knowledge of the processes that are much important as per the business operations of the organization. The mentor should have high levels of preparedness. He should be an active listener and approachable whenever required. The mentors need to be greatly influential as they would be leading the mentees towards further success.

Method or mode of interaction to deliver the mentoring program.

The duration of the program would be 6 months. The type of mentorship used would be group mentoring. Hence, one mentor would be assigned with a group of mentees. The mode of interactions would vary during the mentorship programs. Mostly, the mentors and the mentees would be interacting in training rooms. However, the mentors would also be guiding the mentees during their actual work functions. The mentors would not always be directly assisting the mentees in their work. However, they would be motivating and developing the intrinsic abilities of the mentees. Various resources would be used to assist the mentees like presentations, Audio-visual capsules and role-play sessions. It would also consist of direct interactions between the mentors and the mentees. The interactions would be designed to help in the development of effective knowledge and skills. It is important to select a highly interactive setup as this would help in the optimal development of the people that are involved in the process.

Reporting requirements

The talent management teams and the HR division is best suited to oversee the program. The mentors would be reporting to both the operations manager and the senior HR manager. In view of the importance of the program for the organization, operations manager and the HR manager would be reporting directly to the CEO. It is important that all the talent management personnel are actively involved in the mentorship program to develop better learning environment. Moreover, it is important for the HR to collaborate effectively with the operations. This is mainly because the operations management needs to understand the value of development that is being brought forward.

Timelines

The program would take place for 6 months. There would be three main phases of 2 months each.

Roles and responsibilities of the mentors and mentees

It is important that both the mentor and the mentees develop effective communication between each other. This would help to make the mentorship program smoother. Team work and transparency are very important as the mentees would need to be effective in gaining development that would be important in view of their future. Interactions need to be friendly and based on mutual cooperation. Coordinated learning techniques can help to manage the program more effectively. The mentees need to be proactive and focused on gaining practical knowledge. The mentors need to continuously strive to improve the motivations of the mentees.

Evaluation criteria

There would be different methods used for evaluation. One important evaluation technique would be assessing the training room performance of the mentees. The development of the mentee’s intrinsic abilities would be measured. Throughout the program there would be month end assessments held to measure the performance of the mentees. The work oriented development of the mentees would be measured to evaluate the program. The development of knowledge and applicability would be a key criteria.


Benefits of, and need for, a mentoring program (two for each)

Mentors

Firstly, the mentors would get to learn more about the organizational processes. It would increase their understanding of the organizational functions.

Secondly, mentoring others would be important in gaining more work experience for the mentors. They can use this to grow further and handle even bigger responsibilities for the organization in the future.

Mentees

Firstly, the program would be very important in view of the all-round development of the capabilities of the mentees. The mentees would be able to perform better and become more motivated.

Secondly, the mentees would learn more about leadership. This would help them to enhance their leadership abilities. They can become better leaders in the future.

Workplace

Firstly, the organization would be able to serve the clients more effectively. The management of business would be far more effective for the organization. The functional effectiveness of the organization would improve greatly.

Secondly, the employees would be greatly motivate to perform for the organization. They would be able to provide more effective performances for the organization. Leadership development among the employees would provide the organization with their future leaders.

The monitoring program plan is being formed to develop the competencies of the employees in accordance with the developmental needs of the organization. Moreover, its purpose is to effectively motivating the employees for performing better. It is focused on enhancing the functional effectiveness of employees in various important organizational roles. The objectives are provided below. The program is focused on enhancing the performance capabilities of the organization by developing the performance effectiveness of the employees.

· Develop leadership skills among the employees

· Motivate the employees effectively

· Improve job satisfaction

· Develop a cooperative environment

· Developing an efficient knowledge management framework

· Developing professional capabilities among the employees

The program is focused towards developing the capabilities of the employees and aligning these capabilities with the larger developmental requirements of the organization. The employees would be more motivated and performance oriented. The program is focused on developing better leadership qualities among the employees. Additionally, an important outcome would be the development of better cooperation between the employees.  An important intended outcome is to create a more effective organizational culture. The development of strong performance focus among employees is one of the main outcomes that the programs seeks to achieve. There would also be better knowledge sharing across the organizational levels as a result of this program. The optimal development of the people of the organization and corresponding organizational development is the overall aim of the organization.

The program is founded on the principles of confidentiality, trust, sensitivity and mutual respect. The design would involve the effective development of capabilities among the employees through better communication and knowledge sharing between the mentors and mentees. The program would focus on developing the performances of the employees by emphasizing on real life problems and their solutions. It is important to note that effective knowledge sharing and creation of team bonding would be important parts of the program. In essence, the focus of the program would be on motivating the employees for providing better productivity to the organization. The mentors would help the employees to develop their best capabilities.

The mentor needs to have a good personality and transformational leadership qualities. Efficient communication levels are required. People management skills are very important. The communication skills should be good enough to assist the employees in all situations. The mentor should also have proper knowledge of the processes. He/she needs to be an active listener.

· duration of the program would be 6 months

· type of mentorship used would be group mentoring

· mode of interactions would vary

· interactions would be based on training rooms as well as actual work functions

· direct interactions would be more important

· various resources would be used to enhance the training functions

The program would be managed by the talent management teams and the HR division. The mentors would be reporting to both the operations manager and the senior HR manager. The operations manager and the HR manager would be reporting directly to the CEO.

One important evaluation technique would be assessing the training room performance of the mentees. The development of the mentee’s intrinsic abilities would be measured. Throughout the program there would be month end assessments held to measure the performance of the mentees. The resources required would be projectors, TV screens, whiteboards, markers, charts, diagrams, laptops, data sheets, tablets and microphones.

The program would go on for 6 months. Each larger phase would be divided into 2 months each.

· The first phase would focus on employee motivation, performance improvement and developing teamwork and cooperation

· The second phase would focus on knowledge management, process development and professional working standards

· The third phase would be focused on developing leadership and management abilities

The selection process for the mentors is very important. The mentors need to be selected from people who are well aware of the process and management standards. The mentors ideally need to be selected from among the most experienced employees. Middle level managers would be very important candidates as they would tend to have all the important skills that would be required. The mentors need to have good personalities. The need to be motivational and hard working. This is important as the mentors would need to further develop the abilities of the mentees.

The mentees would need to be selected from employees that have significant performance potential. The mentees need to have efficient abilities that need to be nurtured further. The employees on the higher part of the performance table need to be selected. Moreover, some of the demotivated employees also need to be selected for improving their efficiency. It is important that the mentees already have proper knowledge about the processes that are important for the development of the organization. The mentees need to consider the most important factors that can help them to gain further development in the organization. The mentees would also be selected on the basis of their skills, developmental requirements, learning abilities and communication levels.

Roles and responsibilities for mentors and mentees. (Five each)

Mentors

· Educate all the mentees about the organizational processes

· Motivate the employees to perform better

· Provide effective knowledge to the mentees for improving their performances

· Develop effective communication with the mentees and be available for them

· Instil effective leadership qualities among the employees

Mentees

· Develop strong communication with the mentors

· Coordinate effectively with the mentors and develop a collaborative approach

· Develop learning abilities that can help to address future business problems

· Understand the various real time aspects that are related to business processes

· Develop leadership capabilities that can help them to perform better in the future

One important evaluation technique would be assessing the training room performance of the mentees. The development of the mentee’s intrinsic abilities would be measured. Throughout the program there would be month end assessments held to measure the performance of the mentees. Key performance indicators would help to assess the employees further. The development of knowledge and applicability would be a key criteria.

The management structure needs to be collaborative. The HR teams would need to work with the operations teams to ensure the effective completion of the program. The teams need to report to the higher authorities. A manager need to be in charge of the entire program. Under him different mentors would need to work with different groups of employees.

The first rule is to develop an effective learning environment. It is important that both the mentor and the mentees develop effective communication between each other. This would help to make the mentorship program smoother. Team work and transparency are very important as the mentees would need to be effective in gaining development that would be important in view of their future. The mentors need to be friendly and approachable. The mentee needs to be open minded, inquisitive and engaged. Both the mentors and mentees should strive for achieving their common goals. No forms of unethical practices should be done either from the side of the mentor or the mentee.

Activities

Timeframe

KPI’s

Developing effective work motivation; Learning about performance improvement and performance management; Developing performance oriented knowledge and functional abilities.

The activity would be effective in improving the performance standards of the employees. It is important in view of the developmental standards that need to be established

1 month

Employee performance data

Performance quality

Quality of interactions with other employees

Employee feedback

Learning about teamwork; Developing teamwork capabilities; Group role play; Group discussions; Presentations and one-on-one sessions, Team-building and collaboration

The activities would be focused towards the development of both individual and team capabilities. It would also be focused on improving the functional development of thee individual within the team.

1 month

Team performance value

Team production quality

Team engagement value

Knowledge management understanding; Process function development, Understanding process value, Gaining more knowledge of the processes, developing knowledge base, Addressing the knowledge based problems. Solving issues related to knowledge management. Developing knowledge management capacities

This activity would be important in developing better understanding of the knowledge management processes. It is important to understand that this area would enhance the knowledge of the employees.

2 months

Process knowledge

Employee performance data

Performance quality

Manager feedback

Performance score

Learning about management, engaging in management group discussion, real time management scenario analysis, Understanding real time management functions and development of managerial outlook; Development of personal management capabilities.

The activities would be designed to improve the management capabilities of the learners. The management capabilities can be effectively developed within the learners.

1 month

Management capability score

Team management data

Coordination and effectiveness

Learning about organizational leadership; Understanding about real time leadership aspects; developing role-play oriented leadership capabilities; Developing leadership orientation; managing leadership outcomes; Engaging in mock leadership scenarios; Temporarily working as assistant leader

This activity is important in developing the leadership capabilities of the people that are involved in the program. This activity would be of prime importance in developing the future leadership capabilities of the people that are engaged within the leadership processes.

1 month

Leadership outlook

Managers feedback

Team performance

Leadership score

Peer feedback

Production report

 

Bradley, D. (2018). Leadership Development Strategies to Build Leaders Through Mentorship Programs.

Lott, T. F., & Hughes, R. (2020). The Implementation of an Evidence-Based Practice Mentorship Program.

Oliver, P. (2018). The NOBLE Mentoring Potential CEOs Program: A Process to Develop Chiefs of Police. The Police Chief, 85(9), 56.

Read, D. C., Fisher, P. J., & Juran, L. (2019). How do women maximize the value of mentorship? Insights from mentees, mentors, and industry professionals. Leadership & Organization Development Journal.

Robertson, M. (2017). Aspects of mentorship in team supervision of doctoral students in Australia. The Australian Educational Researcher, 44(4-5), 409-424.

Arend, M., Hunma, A., Hutchings, C., & Nomdo, G. (2017). The messiness of meaning making: Examining the affordances of the digital space as a mentoring and tutoring space for the acquisition of academic literacy. Journal of Student Affairs in Africa, 5(2), 89-111.

Molnar, T. (2017). Organizational Analysis at San José State Athletics: Building the SASS Peer Mentoring Program (Doctoral dissertation, San José State University).

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