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Program Quality Webinar Series Mentoring Webinar Program Quality Webinar Series

Agenda Why should you make the mentor program a priority? Starting your mentor program Mentor training and tips Mentee guidance Q&A Raffle

Why should your club make having a mentor program a priority?

What is your club’s goal for this year What is your club’s goal for this year? Mentoring Can help with whatever that is! Reduced turnover Distinguished club program Quality of support Spread a message Reduced turnover - -> relationships between mentor and mentee create a sense of community and allow for more opportunities to check-in -> A lot of people think that there’s only two books and then they graduate from the program, it’s important to address that perceptions from the start

Your Mentor Program

First: Think about your club’s needs How big is your club? How much work will it be to track the program How often are there new members? The demand needs to match the supply Does your club have a lot of experienced members? Important when thinking about base qualifications

Mentor Program Format Ideas

Automatic Assignment Anyone who joins the club gets a mentor VPE takes someone out of the mentor pool each time someone joins the program PROs: Everybody gets support and basic information CONs: Difficult to get enough mentors High-maintenance ADVICE FOR IMPLEMENTATION: Don’t do this retroactively GOOD FOR: Low retention

Buddy System VPE has a mentor list and a buddy list Every new member is assigned a buddy Buddy meets with member once: explain books, program, & mentor options If member is interested in mentor, someone from mentor pool is assigned PROs: Everyone gets all the basic information Mentors are assigned to people who actually want them CONs: Need to maintain buddy and mentor groups ADVICE FOR IMPLEMENTATION: Low commitment for experienced buddy USEFUL FOR: Busy experienced members, more people join than you can find mentors Gina - Feel free to change the pro’s and con’s. I am not sure if these fit what you are looking to present.

Opt-in Assignment Mentors by request only PROs: Low Maintenance Better for small mentor pool CONs: Not all members will get basic information Tougher to channel as means to meet club goals Difficult to maintain program interest IMPLEMENTATION: Marketing the program will be crucial to its survival.

Whatever you do…

Start small, build it up Talk to the club’s most experienced members about what time they can commit Take advantage of tools available from International Mentor interest survey Mentor Assignment Notice Mentee Assignment Notice Figure out a couple of small goals to start based on the format you choose

Finding Good Mentors

In General The Ideal Mentor: Is approachable Is knowledgeable of the Toastmasters program Hugely Important: Have Standardized Requirements Examples: Number of speech or leadership projects done Formal or informal mentor training

Clear Expectations The club has to make a decision about exactly what you want to get out of the program, based on your club’s unique needs. Examples: Discuss CC and CL Walk through first 3 speeches Explain meeting roles Explain the agenda Give them additional feedback

Training Your Mentors

Ideas for Formal or Informal Training Consider using concepts from Toastmasters International mentor trianing CUSTOMIZE IT for your club’s needs Make sure mentors know how the books, meeting roles, and program beyond the basic books works (applicable for buddy training, too) Discuss ways to help people think about speeches Discuss positive encouragement strategies Mention ways of providing constructive feedback: Sandwich Method

Mentor Tips

Mentor tip 1: Always find out what the mentee is looking for Understanding mentee goals is crucial to a succesful mentoring relationship Try to explain the educational program in terms of how it can help them meet their goals

Mentor tip 2: Always cover the basics Some people join Toastmasters with one goal, not realizing all the other goals the program could help with! Discuss key Toastmasters topics: The “red book” (CL) What happens when you’re done with the CC & CL manual?

Mentor tip 3: Self-Paced Learning Make sure your mentee understands the onus is on her Mentor can and should encourage mentees to move along in the program, but Toastmasters is self-paced. Mentees are responsible for their own learning.

Mentor tip 4: Communicate on your own availability Best way to reach you Easiest ways to meet Extent of availability

Mentee Responsibilities

Mentee Tip 1: Basic Rules of Interaction Be respectful of your mentor’s time Basic professionalism After initial contact, reach out to your mentor if you have a question It’s a two-way street: Don’t wait for your mentor to reach out!

Mentee Tip 2: It’s ultimately up to you The program is self-paced: progress is ultimately up to the mentee. Don’t be afraid to seek other people and resources: It’s OK to work with someone else, too You and your mentor might not click, reach out!

Maintaining Your Mentor Program

Persistence, persistence, persistence Remind everyone you’ve started a mentor program Some people will say they don’t need a mentor the first time you ask People may not realize what a mentor means and that they might need one down the line Offer program as resources to those who aren’t giving speeches

Track Mentor Mentee relationships Document relationships and available prospective mentors: https://docs.google.com/spreadsheets/d/1hhawqW_kpI3IrHzojoZQFaoivHdQ4 cnyTHSaIv19440/edit?usp=sharing Materials Provided by Toastmasters International: https://www.toastmasters.org/Shop/296--Mentoring Worth noting: Mentor Interest Survey Mentor Certificate

Email Templates Have a standard email template you use for mentor and mentee assignments Include basic ground rules and expectations Lookout for: Sample Mentor Assignment Notification Email Sample Mentee Assignment Notification Email

Make it sustainable Key because our leaders change every year Establish a mentor program that is easy to maintain Strategy will be different for every club. Consult district leadership for help: Area Directors Division Directors Trio

FAQs

FAQs What happens if a mentor is having a hard time fulfilling the CL requirement? Try to pair that member with people who said they expected to need more help. Ultimately the mentor is there to be a resource to the mentee, make sure the CL doesn’t sound like the primary motivation Who qualifies as a mentor? Are there strict guidelines? Guidelines should be club-specific based on your needs and expectations Make sure you have specific guidelines, whatever they are

Q&A

Raffle time! https://www.miniwebtool.com/random-name-picker/ PRIZE: 3 Mentoring Kits ($18 Value Each) Raffle time! https://www.miniwebtool.com/random-name-picker/