A CONSULTANT's Planner for Developing a New or

Refining an Existing Mentoring Program

By Barry Sweeny, 2002

Note - This Planner is nearly identical to the one provided for mentor program people to use with a consultant. The only changes are in language to make the Planner appropriate for the two different users.

Therefore, consultants and their clients can each use their version of the Planner to decide on their work together.

Return to the "Consulting Process" page

The following check list helps mentoring CONSULTANTS to . . .

• Think carefully about the process you will use to design and improve a program. (This may be your only use of this form.)
• Decide the extent and kinds of help your client wants from you as a consultant.

Click on links throughout this planner for greater details on many steps in the process. 

First, select the steps your client wants to use, then print out the completed planner. (The form is not designed to be sent to anyone from this web site.)

Should the Steps In This Program Planner Be Done In the Order Shown?

Although this check list is presented in the order which the author recommends that you work, the actual work sequence can be changed. If you question the sequence for any step, select the step on the planner anyway, and then ask your client for his/her ideas when you negotiate the contract to work with them. They may have a reason for the sequence that you have not considered or may agree with you about a different sequence.

Click here if you'd like to see an example of the author's rationale behind placement of step #21 in the sequence.

How to Use This Planner (PLEASE READ ALL THESE HINTS CAREFULLY.)

The following Consulting Planner is:

• Appropriate for developing a NEW or improving an EXISTING program
• Recommended by the author as the best process. However, that does not mean it is always best to do all these steps right now.
• Recommended to be done in the sequence presented. Barry has very good reasons for this sequence. (See an example of the author's rationale behind placement of step #21 for more about this issue.)

1. If all your client wants is your guidance for the design of an effective program EVALUATION process, you can go directly to the following steps in the planner and skip all the others:

• Steps 14 A. through 14 G, and
• Steps 23 through 26.

2. If your client just wants help with development of a NEEDS ASSESSMENT, you can go directly to the following steps in the planner and skip all the others:

• Steps 7 and 8
• Steps 14B, 14C. and 14 F.

If you want guidance for the design of a needs assessment you would develop yourself, click here.

3. If your client is designing a NEW program AND wants comprehensive help, you should start at the BEGINNING of the Planner.

4. IF your client has an EXISTING program to improve, read down from the beginning, and select the steps that you and your client feel:

• Need to be redone to improve clarity and provide better direction
• Need to be done because they are currently missing in your client's program or process.

6. AS YOU USE THE PLANNER, decide WHEN each of the steps need to be done. Consider organizational and client readiness for change, or factors like when data are needed to answer key program questions, etc.

7. Decide which of the activities the CLIENT WILL DO, and for which they do NOT WANT a consultant's advice or guidance.

8. For any of the activities in which they WANT a consultant's advice, guidance, and/or facilitation, SELECT the level of support the client wants.

• "ADVICE" means the consultant would provide consulting assistance one time before you do the process.
• "GUIDANCE" is more on-going advice & problem solving at any time DURING a process.
• "LEADING" means the consultant would actually LEAD that step in the process so the client can be a participant.
• "DO IT" means the client wants the consultant to actually do that step for them, so they DON'T have to do it.

9. After you have completed the appropriate parts of this checklist - PRINT a copy for yourself and a copy for the client.

	WHEN WILL IT BE DONE?			LEVEL OF ASSISTANCE DESIRED?
THE STEPS IN THE CONSULTING PROCESS FOR PROGRAM DESIGN & IMPROVEMENT	THIS YEAR	NEXT YEAR	LATER OR NEVER	THE CLIENT WILL DO THE ACTIVITY	WANTS CONSULTANT ADVICE, BEFORE the CLIENT DOES IT THEMSELVES	WANT CONSULTANT ADVICE BEFORE & GUIDANCE AS THE CLIENT DOES IT	WANT CONSULTANT ADVICE & GUIDANCE & FOR the CONSULTANT TO DO IT
1. Create a program planning group (PPG): A. Identify needed institutional & constituency partners (See an explanation)
B. Identify, contact & recruit representatives
2. Discuss and define desired results, and write a program purpose statement
3. Discuss and define/select the conceptual framework underlying participant development & improvement of results. (See an explanation)
4. Discuss and define links among this program and other existing improvement initiatives (See an explanation)
5. Search the relevant literature for program & participant best practices linked to desired results: A. Collect articles and research reports	This yr.	Next yr.	Later?	Client will do it	Want advice but Client will do it	Wants advice & guidance as Client does it	Want advice, guidance & the consultant to do it
B. Read articles and write summaries of content (See info on pros & cons of doing a literature search)
6. Presentation to the PPG of the best practices linked to desired results
7. Assessment of local needs A.Protege needs
B. Organizational needs (retention, improved performance, etc.)
8. Review information & select appropriate strategies: A. Discuss research information & data	This yr.	Next yr.	Later?	Client will do it	Want advice but Client will do it	Wants advice & guidance as Client does it	Want advice, guidance & the consultant to do it
B. Reach conclusions about which needs to address
C. Reach conclusions about program strategies, components & participant practices that will address selected needs
9. Set measurable long-term program goals and shorter-term objectives for each of the first three years - (See an explanation)
10. Discuss & set a program implementation time line
11. Define participant expectations, roles & tasks: A. For proteges
B. For a program coordinator
C. For managers at various levels
12. Discuss and define necessary participant incentives & recognition
13. Define or assess what each participant group already knows and can do related to expectations, role & tasks and what they will need to learn thru training.	this yr..	next yr.	Later?	Client will do it	Want advice but Client will do it	Wants advice & guidance as Client does it	Want advice, guidance & the consultant to do it
14. Plan the program evaluation: A. Develop parameters & standards for program evaluation (See an explanation of "parameters & standards")
B. Define evaluation questions to be answered based on future decisions to be made by and about the program.
C. Define audiences for evaluation data, conclusions & recommendations (See explanation of "audiences")
D. Discuss & select measurable indicators to evaluate * Completion of planned program activities & extent of program implementation (See explanation of "indicators")
* Completion of planned participant activities & extent of implementation of desired practices
* Attainment of program goals and objectives
* Professional growth of participants & leaders (such as changes in levels of professional function on conceptual framework) (See an example)	this yr.	next yr.	Later?	Client will do it	Want advice but Client will do it	Wants advice & guidance as Client does it	Want advice, guidance & the consultant to do it
* Extent to which identified needs are met
* Extent of change in professional practices by participants and leaders
* Changes in the final desired results
E. Check alignment of evaluation indicators to program goals & objectives (See an explanation of this step.)
F. Define data collection process: * Identify target audiences from which to collect data	this yr.	next yr.	Later?	Client will do it	Want advice but Client will do it	Wants advice & guidance as Client does it	Want advice, guidance & the consultant to do it
* Identify or create tools needed to collect data & decide if you need to validate these tools (See an explanation)
* Define data collection, analysis, and reporting process & time line
* Select person(s) responsible for implementation of evaluation plan
G. Develop targets for improvement for each indicator. (See an explanation of this step)
H. Observe, survey & collect the data using designed instruments
I. Collate, tally & analyze the data, then write a report with conclusions & recommendations
15. Discuss, define & plan participant selection (& matching?) processes & criteria. (May not be needed in non mentoring programs.)	this yr.	next yr.	later?	Client will do it	Want advice but Client will do it	Wants advice & guidance as Client does it	Want advice, guidance & the consultant to do it
16. Discuss, define program leadership needs & plan program leadership training & support needed.
17. Discuss, define & plan participant training & support needed.
18. Discuss, define & plan other needed program activities & their coordination.
19. Define resources and budget needed to support the program.
20. Prepare a program proposal for use in seeking the resources & budget needed to support the program. (See Barry's recommendations for this step.)
21. Communicate with and seek program support from key decision makers. (See rationale for placement of this step at this point in the sequence)
22. Use your program proposal to seek grant funding for initial implementation until you can show data regarding program impact to your organization's decision makers and gain sufficient support from them.	this yr.	next yr.	Later?	Client will do it	Want advice but Client will do it	Wants advice & guidance as Client does it	Want advice, guidance & the consultant to do it
23. Implement plans according to the implementation time line.
24. Implement needed program revisions. (Those you want the consultant to guide or advise you about, or to do for you.)
25. Report to decision makers & participants on program and participant progress with implementation & on progress toward goals.

All done? Now... Print a copy of this information for yourself and your consultant.

If you are a consultant, PLEASE consider rating this page to help us improve it. Thanks!

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