1. INTRODUCTION
On the 16th of January, interested committee members and members of the BWA attended a meeting to discuss a strategy for the mentorship project. It was agreed that this forum will be called the mentorship sub-committee.
This concept paper is informed by the meeting of the sub-committee, discussions held at the launch of the mentorship project held on the 28th of January 2008 and the findings of a training needs analysis conducted by Nina Hausser on the 6th of February 2008. The purpose of the training needs analysis was to inform the pilot project and the purpose of the launch was to:
- Inform the BWA membership of the Durban branch that a mentorship project will be implemented in the year 2008,
- Present the concept of mentorship and the preliminary discussions held by the sub-committee,
- Inform the membership of the possible structure and form of the project,
- Encourage input and feedback on the way forward,
- Establish the number of interested mentors and mentees,
- Set up appointments with mentors and mentees to conduct a training needs analysis to inform the design of the project.
Terminology
- The “Mentee” refers to the recipient of the mentorship support service
- The “Mentor” refers to the provider of the mentorship support service
- A “mentor” can prefer to be a “mentee” in addition to providing support to another “mentee”.
- Both mentee’s and mentor’s must be paid up members of the Businesswomen’s Association.
2. RESULTS OF THE TRAINING NEEDS ANALYSIS
A pre-start-up assessment and a training needs analysis was conducted to inform the pilot project.
The Results
The pre-start-up assessment
This was conducted with three of the five mentees. Through the one on one interviews with the five mentees, it was established that three are at pre-start-up phase. The purpose of this assessment was to establish their levels of awareness of the various factors that must be considered when planning and starting a business.
QUESTIONS | EXPECTED AVERAGE | MENTEE 1 | MENTEE 3 | MENTEE 4 | AVERAGE |
Personal | 67 % | 67 % | 83 % | 67 % | 72 % |
Type of business | 67 % | 100 % | 100 % | 100 % | 100 % |
Skills Issues | 50 % | 75 % | 75 % | 50 % | 67 % |
Success Factors | 67 % | 83 % | 17 % | 17 % | 39 % |
Marketing Factors | 67 % | 100 % | 40 % | 73 % | 71 % |
TOTAL | 64 % | 85 % | 63 % | 61 % | 70 % |
The above results indicate that the calculation of, and strategy on “success factors” needs specific focus. The said mentees will benefit from interventions on the entire pre-start-up phase.
The training needs analysis
The analysis was conducted with five prospective mentees. Interviews were conducted with two prospective mentors to establish their areas of strength.
5 = Excellent, 4 = With Training or practise could be excellent, 3 = Average knowledge, 2 = a basic understanding but needs training, 1 = Non Existent
AVERAGE SCORES
SKILLS ANALYSED | MENTEE 1 | MENTEE 2 | MENTEE 3 | MENTEE 4 | MENTEE 5 | AVERAGE |
Management | 5 | 3 | 4 | 4 | 4 | 4 |
Marketing Sales Marketing skills | 4 3 | 4 3 | 3 1 | 4 2 | 3 1 | 3 2 |
Financial Planning and Accounting skills Planning Accounting | 4 3 | 1 2 | 5 5 | 1 1 | 1 1 | 2 2 |
Human Resources Personnel Management skill Administration skills | 3 5 | 3 2 | 4 3 | 1 1 | 2 1 | 2 2 |
Technical Skills for business | 1 | 3 | 1 | 3 | n/a | 2 |
The results indicate that the mentee’s
- Reflect a fairly high competence in Management skills
- Reflect an average knowledge of sales and sales practices
- Reflect a basic understanding of marketing skills, Planning and accounting skills, Personnel Management Skills, Administration Skills and Technical skills.
Expectations of the mentees
MENTEE | DURATION | HOURS | TYPE OF MENTORING | VENUE | MONETARY VALUE SERVICE |
Mentee 1 | 3 mths | 15-20 | Face to Face | BWA offices | R 200 per session |
Mentee 2 | 3 mths | 2hr every fortnight | Face to Face and email | BWA offices | R100 per session |
Mentee 3 | 5 mths | 1 hr per week | Face to face & distance | BWA/Home/Mentors venue | R100 per session |
Mentee 4 | 3 mths | 6-10 hrs | Face to face & email | BWA offices | R150.00 per session |
Mentee 5 | 3 mths | 1-2hrs per mth | Face to Face | BWA offices | R200 per session |
Results of the interview with two prospective mentors
They can provide assistance in the following areas
- Use of Information Technology to run a business
- Software development
- Systems and controls on excel
- Financial planning
- Course for small businesses
- Corporate videos
3. THE PROJECT DESIGN
Government has established various vehicles to provide training, development and mentorship support to small micro and medium enterprises. This intervention is often provided sporadically and without continuity.
From experience if can be deduced that effective enterprise development models would comprise of a training needs analysis, relevant training interventions, mentorship support to design and effect action plans with follow-up to identify further needs with the aim of assisting the enterprise to achieve new heights – business restructuring, growth and expansion, etc.
Given the current capacity in terms of available time, and that this is a pilot project, the BWA Durban Branch will initially focus on those mentees that are at Business Start-Up phase only, that is, the five prospective mentees interviewed.
The identified areas of need will be clustered. The mentorship project will provide a combination of training and mentorship support.
To establish consistency and effective implementation of the mentorship project, it is proposed that the mentors attend a training intervention on mentorship.
The Process:
Identification of mentors and mentees
• The mentors must be identified through a call to the membership database for the purposes of this pilot
• One on one interviews must be conducted with prospective mentors to identify skills, experience and ability to provide mentorship support.
• A matching process between mentors and mentees will be conducted based on identified needs, available skills and personality.
The legal implications
• A memorandum of understanding must be signed between all parties and the BWA ensuring that the interests of the BWA and all parties are legally protected. Should the mentor and or mentee not be able to fulfil their specified role in the period of any one month, then the relationship between all parties will be reviewed.
Decision making
• The BWA mentoring sub-committee in collaboration with the Chairperson of the Durban Branch will have the right to make strategic decisions to facilitate the project. Feedback of these decisions will be provided at the committee meetings. It has been proposed and accepted by the BWA committee that a long standing member, Ms Nimo Naidoo who has extensive experience in the sector and is currently in the employ of Business Partners will chair the mentorship sub-committee. On this basis she was also invited to serve on the committee of the Durban branch. She will provide monthly reports to the branch committee and receive feedback and input.
Measurement and control
• A mentors report sheet will be designed to reflect the needs, input from the mentor and outcome of the mentorship session. This report will be filed by the BWA coordinator and used by the mentorship sub-committee for information, establish progress and conduct analyses.
• An evaluation sheet must be completed by the mentee and the mentor independantly at the end of every month. The completion of this will also be facilitated by the BWA coordinator. The monthly evaluation sheets will be reviewed by the mentorship sub-committee in the first week of the month following.
• The pilot project will be effectively implemented on the 15th of March and conclude on the 15th of September 2008. This timeframe refers to a mentor assignment for a period not more than six months. A complete assessment of the success of the pilot project will be assessed at the end of the sixth month period.
• Mentors will be provided with a defined mandate clearly reflecting the scope of the assignment.
Training and development
• BWA to conduct appropriate training and development interventions for mentors to blueprint a mentorship process. This would ensure that effective mentorship support takes place.
• BWA to structure a training and development schedule based on the results reflected in the training needs analysis above and ongoing analyses of the reports to be provided by mentors.
• The mentees can be referred to specific training institutions or companies where specific training can be accessed.
• The BWA Durban Branch will facilitate “in-house” training in those areas of competence available within the membership database. At least three members of the committee and one member from the mentorship sub-committee are currently involved in entrepreneurship training and development.
Costs
• Mentees will be charged a fee to be decided on by the mentorship sub-committee – based on the expectations reflected in the training needs analysis captured on page four of this document. Mentees will also be charged a fee for “in-house” training conducted.
• Mentors and trainers to be provided with nominal remuneration for their time – 40 % of the total income generated.
• The balance of the income generated will be allocated to administration costs and the provision of basic snacks for full day training interventions and tea/coffee for mentorship sessions. This mentorship project will be used as a means to generate income for the BWA Durban Branch in the medium to long term.
THE PROCESS DIAGRAM
Prepared by: Vani Moodley in discussions with & input from Nina Hausser and Nimo Naidoo
1. INTRODUCTION
On the 16th of January, interested committee members and members of the BWA attended a meeting to discuss a strategy for the mentorship project. It was agreed that this forum will be called the mentorship sub-committee.
This concept paper is informed by the meeting of the sub-committee, discussions held at the launch of the mentorship project held on the 28th of January 2008 and the findings of a training needs analysis conducted by Nina Hausser on the 6th of February 2008. The purpose of the training needs analysis was to inform the pilot project and the purpose of the launch was to:
- Inform the BWA membership of the Durban branch that a mentorship project will be implemented in the year 2008,
- Present the concept of mentorship and the preliminary discussions held by the sub-committee,
- Inform the membership of the possible structure and form of the project,
- Encourage input and feedback on the way forward,
- Establish the number of interested mentors and mentees,
- Set up appointments with mentors and mentees to conduct a training needs analysis to inform the design of the project.
Terminology
- The “Mentee” refers to the recipient of the mentorship support service
- The “Mentor” refers to the provider of the mentorship support service
- A “mentor” can prefer to be a “mentee” in addition to providing support to another “mentee”.
- Both mentee’s and mentor’s must be paid up members of the Businesswomen’s Association.
2. RESULTS OF THE TRAINING NEEDS ANALYSIS
A pre-start-up assessment and a training needs analysis was conducted to inform the pilot project.
The Results
The pre-start-up assessment
This was conducted with three of the five mentees. Through the one on one interviews with the five mentees, it was established that three are at pre-start-up phase. The purpose of this assessment was to establish their levels of awareness of the various factors that must be considered when planning and starting a business.
QUESTIONS | EXPECTED AVERAGE | MENTEE 1 | MENTEE 3 | MENTEE 4 | AVERAGE |
Personal | 67 % | 67 % | 83 % | 67 % | 72 % |
Type of business | 67 % | 100 % | 100 % | 100 % | 100 % |
Skills Issues | 50 % | 75 % | 75 % | 50 % | 67 % |
Success Factors | 67 % | 83 % | 17 % | 17 % | 39 % |
Marketing Factors | 67 % | 100 % | 40 % | 73 % | 71 % |
TOTAL | 64 % | 85 % | 63 % | 61 % | 70 % |
The above results indicate that the calculation of, and strategy on “success factors” needs specific focus. The said mentees will benefit from interventions on the entire pre-start-up phase.
The training needs analysis
The analysis was conducted with five prospective mentees. Interviews were conducted with two prospective mentors to establish their areas of strength.
5 = Excellent, 4 = With Training or practise could be excellent, 3 = Average knowledge, 2 = a basic understanding but needs training, 1 = Non Existent
AVERAGE SCORES
SKILLS ANALYSED | MENTEE 1 | MENTEE 2 | MENTEE 3 | MENTEE 4 | MENTEE 5 | AVERAGE |
Management | 5 | 3 | 4 | 4 | 4 | 4 |
Marketing Sales Marketing skills | 4 3 | 4 3 | 3 1 | 4 2 | 3 1 | 3 2 |
Financial Planning and Accounting skills Planning Accounting | 4 3 | 1 2 | 5 5 | 1 1 | 1 1 | 2 2 |
Human Resources Personnel Management skill Administration skills | 3 5 | 3 2 | 4 3 | 1 1 | 2 1 | 2 2 |
Technical Skills for business | 1 | 3 | 1 | 3 | n/a | 2 |
The results indicate that the mentee’s
- Reflect a fairly high competence in Management skills
- Reflect an average knowledge of sales and sales practices
- Reflect a basic understanding of marketing skills, Planning and accounting skills, Personnel Management Skills, Administration Skills and Technical skills.
Expectations of the mentees
MENTEE | DURATION | HOURS | TYPE OF MENTORING | VENUE | MONETARY VALUE SERVICE |
Mentee 1 | 3 mths | 15-20 | Face to Face | BWA offices | R 200 per session |
Mentee 2 | 3 mths | 2hr every fortnight | Face to Face and email | BWA offices | R100 per session |
Mentee 3 | 5 mths | 1 hr per week | Face to face & distance | BWA/Home/Mentors venue | R100 per session |
Mentee 4 | 3 mths | 6-10 hrs | Face to face & email | BWA offices | R150.00 per session |
Mentee 5 | 3 mths | 1-2hrs per mth | Face to Face | BWA offices | R200 per session |
Results of the interview with two prospective mentors
They can provide assistance in the following areas
- Use of Information Technology to run a business
- Software development
- Systems and controls on excel
- Financial planning
- Course for small businesses
- Corporate videos
3. THE PROJECT DESIGN
Government has established various vehicles to provide training, development and mentorship support to small micro and medium enterprises. This intervention is often provided sporadically and without continuity.
From experience if can be deduced that effective enterprise development models would comprise of a training needs analysis, relevant training interventions, mentorship support to design and effect action plans with follow-up to identify further needs with the aim of assisting the enterprise to achieve new heights – business restructuring, growth and expansion, etc.
Given the current capacity in terms of available time, and that this is a pilot project, the BWA Durban Branch will initially focus on those mentees that are at Business Start-Up phase only, that is, the five prospective mentees interviewed.
The identified areas of need will be clustered. The mentorship project will provide a combination of training and mentorship support.
To establish consistency and effective implementation of the mentorship project, it is proposed that the mentors attend a training intervention on mentorship.
The Process:
Identification of mentors and mentees
• The mentors must be identified through a call to the membership database for the purposes of this pilot
• One on one interviews must be conducted with prospective mentors to identify skills, experience and ability to provide mentorship support.
• A matching process between mentors and mentees will be conducted based on identified needs, available skills and personality.
The legal implications
• A memorandum of understanding must be signed between all parties and the BWA ensuring that the interests of the BWA and all parties are legally protected. Should the mentor and or mentee not be able to fulfil their specified role in the period of any one month, then the relationship between all parties will be reviewed.
Decision making
• The BWA mentoring sub-committee in collaboration with the Chairperson of the Durban Branch will have the right to make strategic decisions to facilitate the project. Feedback of these decisions will be provided at the committee meetings. It has been proposed and accepted by the BWA committee that a long standing member, Ms Nimo Naidoo who has extensive experience in the sector and is currently in the employ of Business Partners will chair the mentorship sub-committee. On this basis she was also invited to serve on the committee of the Durban branch. She will provide monthly reports to the branch committee and receive feedback and input.
Measurement and control
• A mentors report sheet will be designed to reflect the needs, input from the mentor and outcome of the mentorship session. This report will be filed by the BWA coordinator and used by the mentorship sub-committee for information, establish progress and conduct analyses.
• An evaluation sheet must be completed by the mentee and the mentor independantly at the end of every month. The completion of this will also be facilitated by the BWA coordinator. The monthly evaluation sheets will be reviewed by the mentorship sub-committee in the first week of the month following.
• The pilot project will be effectively implemented on the 15th of March and conclude on the 15th of September 2008. This timeframe refers to a mentor assignment for a period not more than six months. A complete assessment of the success of the pilot project will be assessed at the end of the sixth month period.
• Mentors will be provided with a defined mandate clearly reflecting the scope of the assignment.
Training and development
• BWA to conduct appropriate training and development interventions for mentors to blueprint a mentorship process. This would ensure that effective mentorship support takes place.
• BWA to structure a training and development schedule based on the results reflected in the training needs analysis above and ongoing analyses of the reports to be provided by mentors.
• The mentees can be referred to specific training institutions or companies where specific training can be accessed.
• The BWA Durban Branch will facilitate “in-house” training in those areas of competence available within the membership database. At least three members of the committee and one member from the mentorship sub-committee are currently involved in entrepreneurship training and development.
Costs
• Mentees will be charged a fee to be decided on by the mentorship sub-committee – based on the expectations reflected in the training needs analysis captured on page four of this document. Mentees will also be charged a fee for “in-house” training conducted.
• Mentors and trainers to be provided with nominal remuneration for their time – 40 % of the total income generated.
• The balance of the income generated will be allocated to administration costs and the provision of basic snacks for full day training interventions and tea/coffee for mentorship sessions. This mentorship project will be used as a means to generate income for the BWA Durban Branch in the medium to long term.
THE PROCESS DIAGRAM
Prepared by: Vani Moodley in discussions with & input from Nina Hausser and Nimo Naidoo