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Mentoring Excellence: Supporting Site Visits and Team Building in PEPD Training Sessions

This training session focuses on the mentor's critical role during site visits. Key topics include reviewing Site Visit Issue (SVI) worksheets, effective planning strategies, and best practices for providing constructive feedback. Participants will learn how to ensure all results and findings are addressed, understand traveler logistics, and recognize essential team dynamics. Through collaborative discussions, mentors can refine their contributions to the mentoring process and team-building approaches. This session equips mentors with the tools needed for successful site visits.

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Mentoring Excellence: Supporting Site Visits and Team Building in PEPD Training Sessions

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Presentation Transcript

  1. WSQA PEPD Mentor Training Session 2: Mentor’s role during site visit

  2. Session 4 topics • Site Visit Issue (SVI) worksheet review • Site visit planning • Supporting the team on-site

  3. SVI worksheet review • What are some best practices for reviewing and providing feedback on SVI worksheets?

  4. SVI worksheet review: Results items • All results and figures for double strengths/OFI’s are addressed • Most or all other results are addressed • SVI’s clearly cite results references • SVI’s address missing results

  5. SVI worksheet review: Process items • All double strengths/OFI’s are addressed • Key Factors are appropriately referenced • Comments are appropriately grouped/combined • Questions clearly address SVI’s

  6. Site visit planning • Discussion: as Mentor, what are your most important contributions to site visit planning?

  7. Site visit planning • Travel/transportation set • Supplies and equipment are set • Team roles/responsibilities/ assignments set • SVI’s ready • Draft schedule (including Sunday) is ready

  8. Site visit planning • Applicant has met or acknowledged requests for documents, equipment • Interviewee list is ready • Hotel has prepared conference room as needed • More?

  9. Site visit: (break this out day by day) • Attend opening meeting, Sr. Leader meeting, other key site visit meetings where requested by Team lead or others. • Attend a few hours of the team meeting for Day 1 to assure Site Visit Issues are fully addressed and documented. • On Day 2 assure team is on track by assisting Team Lead in making modifications to site visit plan if needed. • On Day 3 be available for closing meeting at your discretion as well as the team meeting if needed. • Attend a few hours of Days 4, 5, and 6 meetings at your discretion to assure that team is looking beyond Site Visit issues to potential OFI’s once the Site Visit issues are resolved. • Be available for team questions during hours not present via phone. • Be available to support the Team Leader during the presentation to the Judges’ Panel. • Is the PEPD Mentor expected/required to be present through the entire site visit? - Erik

  10. Mentor roles and responsibilities: All teams • Information resource: answer team questions on process, criteria, scoring • Process monitor – work with lead, then observe and coach • Team-building approaches and techniques

  11. Mentor activities: individual review • (Full) Review category lead/back-up assignments with Lead, make sure they’re communicated on time • (All) Provide early feedback to individual examiners (upon completion of Cat. 1)

  12. Mentor activities: consensus • Coordinate consensus • Full: work with Lead • Lite: work with team • Ensure teams are prepared • Ensure traceability from Key Factors to feedback comments • Provide answers, guidance

  13. Mentor activities: consensus • FULL: Monitor consensus process • Participate in phone calls/meetings • Ensure traceability from Key Factors to feedback comments • Provide answers, guidance

  14. Team-building • Discussion: • What are your top Do’s and Don’ts in teambuilding? • How can a mentor contribute to building the examiner team?

  15. 4-stage team-building approach* • Clarify the collective goals • Identify those inhibitors that prevent the team from reaching their goals and remove them • Put in place enablers that assist them • Measure and monitor progress, to ensure the goals are achieved * From http://www.teamtechnology.co.uk/tt/t-articl/tb-basic.htm

  16. Summary • Mentor roles & responsibilities • Individual review • Consensus review • Full vs. lite assessments • Team-building • Discussion: recommended improvements • Content • Format • Presentation • Other

  17. End

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