NZPI Mentoring Guidelines

NZPI Mentoring Guidelines

Table of Contents 1.0 Introduction 2 2.0 Programme Purpose 2 3.0 What is Mentoring and What are the Benefits 2 What is a Mentor? 2 What is a Mentee? 2 What are the Benefits of Mentoring? 2 Benefits for the Mentee 2 Benefits for the Mentor 3 4.0 Eligibility for Programme 3 Mentor 3 Mentee 3 5.0 Requirements of the Mentoring Programme 3 6.0 Responsibilities of Participants 4 Mentee 4 Mentor 4 Issues during the Mentorship 4 7.0 Mentoring Launch Event 4 8.0 Mentoring Methods 5 Mentoring Meetings 5 The First Meeting 5 Monthly Meetings 5 Shadowing 6 Phone, Skype and Other Communication Methods 6 9.0 Close of the Mentorship 6 10.0 Measuring Success 6 11.0 Limitations 7 Appendix 1 Appendix 2 Appendix 3 Mentorship Agreement Record of Meetings Optional Template for Meeting Notes Page 1

1.0 Introduction This is the first national New Zealand Planning Institute (NZPI) Mentoring Programme to be undertaken across New Zealand. The Mentoring Programme offers young planners across New Zealand the chance to be paired with an experienced planning professional. The experienced planning professionals will provide guidance, insight, knowledge, and share experiences to young planners navigating their way into the first stages of their careers and working towards obtaining full membership with the NZPI. This Mentoring Programme has been based on the successful Mentoring Programme undertaken in Auckland in September 2014 by the Auckland Young Planners Group Committee and facilitated by Emma Howie. This Guideline Document should be used as a guide for what can be expected during the Mentoring Programme, the benefits of entering into a mentorship, and a framework for carrying out a successful mentorship. 2.0 Programme Purpose To provide mentoring for young planners in New Zealand during their initial stages of establishing a career in the planning profession. 3.0 What is Mentoring and what are the Benefits This Mentoring Programme seeks to establish and foster relationships between young planners with senior planners who have relevant experience and knowledge to impart. Mentoring is the process of providing individuals with a sounding board to discuss ideas and professional development. The Mentoring Programme should empower young planners to capitalise on their personal and professional strengths through the process of reflection and discussion and should enable them to find a rewarding career path in the planning profession. Mentoring is not about giving the mentee the answer, rather it is about guiding the mentee to the answer. What is a Mentor? A mentor can be defined as an experienced and trusted adviser. What is a Mentee? A mentee can be defined as a person who is guided and supported by an older and more experienced or influential person. What are the Benefits of Mentoring? Mentoring can have many benefits to both the mentor and the mentee; some of the benefits obtained by each participant are outlined below. Benefits for the Mentee Establish career goals and make informed career decisions Page 2

Receive advice and insight with respect to career and further learning opportunities Receive advice from a neutral source outside of your place of work Improve understanding of technical competencies for planners Improve communication skills An expanded professional network Discuss a range of planning issues across New Zealand and challenge current understanding Receive advice about obtaining Full Membership to the NZPI Increase understanding of planning ethics and professional conduct Benefits for the Mentor Contribute to the professional development of a young planner An expanded professional network Obtain CPD points for the duration of the mentorship (mentoring falls under Category 2 Contributions to the Profession) Provide subjective advice on a range of planning issues and challenge own views of issues Provide advice to a young planner outside of your place of work Transfer skills which may be of benefit to a young planner Contribute towards increased knowledge, understanding and learning within the planning profession 4.0 Eligibility for Programme Mentor Mentors shall be Full Members of the NZPI Mentee Mentees shall be Grad 1 4 or Grad Plus members of the NZPI or be eligible as associate members with less than 5 years planning experience in New Zealand. Depending on the level of interest registered by mentors in the programme, students in their final year of study (i.e. enrolled in a NZPI recognised degree) may be given the opportunity to participate in the programme. 5.0 Requirements of the Mentoring Programme Participants to the Mentoring Programme are expected to commit 12 months to the Mentoring Programme. The Mentoring Programme is based on regular meetings or communication occurring between the mentor and the mentee. As a guide, a mentoring meeting may be held once a month or every six weeks for one hour. Alternatively, a monthly phone call or Skype conference between the mentor and the mentee for an hour once a month may be appropriate. A Record of Meetings Form is provided in Appendix 2, and should be used to keep track of meetings. Page 3

6.0 Responsibilities of Participants Each participant in the Mentoring Programme is expected to take responsibility for the mentorship. Given the nature of the planning profession, and the likelihood that some information discussed during the mentoring meetings will be sensitive or confidential, each participant to the mentorship must sign the Mentoring Programme Mentor/Mentee Agreement form. A copy of this form must be held by both parties and retained for the duration of the program. An Agreement Form is provided in Appendix 1. The following outlines each participant s responsibilities in attending meetings. Mentee Prepare for meetings with mentor Focus meetings on specific goals, topics or issues they wish to discuss with their mentor Be proactive touch base with the mentor frequently and seek out advice when needed Keep all discussions confidential Mentor Prepare for meetings with mentee Provide honest and subjective feedback to feedback on mentee s goals or issues Be proactive touch base with your mentee frequently and offer advice when requested Keep all discussions confidential Issues during the Mentorship Should any issues arise during the mentorship, or if a participant wishes to discontinue the mentorship for any reasons, the mentor or mentee may contact the Dr John Benseman at john.benseman@planning.org.nz for support or assistance in discontinuing the mentorship. 7.0 Mentoring Launch Event The Launch Event will be the commencement of the Mentoring Programme. The Launch Event will provide mentee s and mentors with the opportunity to meet, and gain an initial understanding as to whether professional interests align. Prior to the Launch Event, each participant will be required to complete a short questionnaire registering their professional interests, and other information such as preferred level of experience for mentor/mentee, and place of work (i.e. consultancy or local government). This will assist the NZPI in structuring the evening, providing opportunities for as many mentors and mentee s with similar interests to meet. The format of the launch event may vary between each region based on the level of interest of participants. All participants will be informed of the format of the launch event prior to the evening. Page 4

Should a mentor or mentee not be able to attend the launch event then the information provided in the pre-launch questionnaire will be used to inform those at the launch event of your interests, and whether you would be a suitable mentor/mentee for them. Following the Launch Event, each mentee and mentor will be asked to list those mentors or mentee s they would prefer to be matched with. The NZPI will confidentially review the preferred matches and pair up each mentee and mentor. Every effort will be made to place mentors and mentee s with an appropriate match. 8.0 Mentoring Methods There are several ways in which the mentoring of the mentee can be undertaken throughout the mentorship. Options available are outlined below. It is the responsibility of each mentorship to determine the best method of mentoring. This is particularly pertinent for those mentors and mentees who may be geographically isolated. Mentoring Meetings Mentoring meetings can be used meet face-to-face to discuss the mentee s on-going issues and progress towards achieving the objectives set out at the commencement of the mentorship. The First Meeting Before the first mentoring meeting, each participant is encouraged to consider what they want to get out of the mentorship. The first meeting should be about establishing a relationship between the mentor and the mentee and agreeing on mentoring objectives. It may take several meetings for a solid mentoring relationship to be established between the participants, so don t expect to cover off all topics during the first meeting. Administration of the mentorship should be discussed during the first meeting; which may include the best methods for contact, individual time commitments, and best meeting locations. The Mentorship Agreement (Appendix 1) should be signed by each participant at the first meeting. The matters to consider by the mentee to be discussed at first meeting may include the following: What do you want to get out of the Mentoring Programme? What topics do you want to discuss with your mentor? What area of planning do you want to learn more about? What are your career aspirations? Monthly Meetings Monthly meetings can be held in a variety of ways and may include regular catch- ups for lunch at a café. Alternatively, if either participant cannot make an arranged meeting due to other commitments, a phone call may suffice. Items to discuss during subsequent meetings may include the following: Page 5

Issues/concerns currently being faced by the mentee in their career Areas of career interest Professional planning realities and challenges of working in the New Zealand planning environment Planning ethics Opportunities for shadowing (see next section) Steps to be taken to obtain full NZPI membership Topical planning issues in the region and across New Zealand. The mentee may wish to make notes during the meeting to identify topics discussed, and any actions to be undertaken following the meeting. A template of meeting notes is attached in Appendix 3. Shadowing One mentoring method that mentee may find beneficial is that of shadowing. Shadowing is where the mentee arranges to follow (or shadow) their mentor or another nominated expert. This arrangement could involve shadowing their mentor in a particular planning role for a set period or a specific event or activity that the mentee wants to gain insight or experience from for example, in the Environment Court or the facilitating of public meetings around contentious issues. The shadowing experience can be a valuable prompt to discussions in subsequent mentoring meetings. Such events will need to be arranged well in advance and made with the full approval of all groups, office-holders or officials concerned Phone, Skype and Other Communication Methods For those participants that are geographically separated from their mentor or mentee, alternative methods of communication may be utilised. These include telephone calls, skype meetings, or regular email correspondence. Should these methods be utilised as the primary form of mentoring, the template for meeting notes (Appendix 3) can be used as a way to record the topics discussed during each phone call/skype meeting. 9.0 Close of the Mentorship The Mentoring Programme is intended to run for 12 months. At the end of the 12 months it is at the discretion of each participant as to whether the mentorship is continued. Any continued contact may be subject to terms agreed between the mentor and mentee. At the final meeting, each participant should reflect on the previous 12 months and the lessons learnt during the mentorship. 10.0 Measuring Success To enable the NZPI to measure the success of the Mentoring Programme, participants are requested to complete a feedback survey two months and twelve months into the Mentoring Programme. Feedback received from participants will be used to improve the Mentoring Programme in subsequent years. Page 6

11.0 Limitations All information provided to the NZPI in relation to this programme will be kept confidential. The NZPI is a facilitator of the Mentoring Programme, and is not directly responsible for any issues which may arise between parties of mentorships. Nonetheless, the NZPI will provide assistance as far as practicable to resolve any issues that may arise. In this instance, it is encouraged that either participant contacts Dr John Benseman at the NZPI as soon as possible john.benseman@planning.org.nz or by calling John on 09 520 6277, ext. 9. Page 7

Appendix 1 Mentorship Agreement This agreement is made between (mentee name) and (mentor name) By signing this form, I agree to: Mentee 1. Meet with my mentor for 1 hour per month or otherwise agreed with my mentor. 2. Participate in the mentorship for 12 months. 3. Take a proactive relationship in the mentoring relationship. 4. Take into consideration honest and subjective feedback given by my mentor. 5. Maintain strict confidentiality of any sensitive information discussed during meetings. Mentor 1. Meet with my mentee for 1 hour per month or otherwise agreed with my protégé. 2. Participate in the mentorship for 12 months. 3. Take a proactive relationship in the mentoring relationship. 4. Offer honest and subjective feedback to my mentee. 5. Maintain strict confidentiality of any sensitive information discussed during meetings. Following the 12 month mentorship period, the mentorship may be extended at the agreement of both the mentor and mentee. Either participant may discontinue the mentorship at any time. It is encouraged that the discontinuation of the relationship is discussed with the respective mentor/mentee and the NZPI is informed via email (john.benseman@planning.org.nz). Mentee Signature Date Mentor Signature Date

Appendix 2 Record of Meetings Date Time Location Meeting 1 Meeting 2 Meeting 3 Meeting 4 Meeting 5 Meeting 6 Meeting 7 Meeting 8 Meeting 9 Meeting 10 Meeting 11 Meeting 12

Appendix 3 Optional Template for Meeting Notes Meeting Number: Date: Topics Discussed: Issues/Concerns Raised: Outcomes/Next Steps/Actions: Matters to Discuss at New Meeting: