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Maximizing Mentor's Role: Site Visit Planning & Feedback Best Practices Session

This training session focuses on the critical role of mentors during site visits. Topics include reviewing SVI worksheets, planning site visits, and providing feedback. Mentors will learn best practices for addressing results and process items in the worksheets, supporting the team on-site, and contributing to effective site visit planning. The session highlights mentor responsibilities, including consensus building, individual and team assessments, and team-building techniques. Discussions on improving team-building and mentor contributions to the examiner team are emphasized. Participants will gain insights into effective mentoring strategies and techniques to enhance the site visit process.

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Maximizing Mentor's Role: Site Visit Planning & Feedback Best Practices Session

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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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