Quick Guides for All

The ability to reflect on and summarize what your partner has said is part of being an active listener and will improve the effectiveness of your session. 

Reflect on what you hear - Listen to your partner’s words and think deeply about it. Try to understand where they are coming from, what they mean and come up with your own ideas or thoughts on the subject. This shows your partner that you are listening and carefully considering what they have to say.

Observe – You should also pay attention to non-verbal cues and behavior you see. You may say, “I noticed you looked down when you said that…”, or “It seemed like your voice softened when you mentioned that person. Is there something more you want to say about them?” 

Summarize - Periodically, summarize what you have heard and check that it’s accurate. Summarizing and checking shows you’ve been listening and understanding what your mentoring partner has said. You may rephrase what they said and ask if it’s what they meant. It also helps you recollect important points they have mentioned or clarify anything that was unclear.

Give a shortened version of what you’ve heard by stating the key facts. Don’t try to interpret or add to it. Use this skill when you feel ideas are getting confusing, or when there seems to be more than one issue on the table.

You may use the Notes tab to summarize and keep track of any ideas or key points discussed during the Session so you have it handy for later. You may also refer to it before your next Session and keep track of your progress.

The objective of feedback is to help your mentee learn and improve, and not to criticize them. Done well, feedback can:

1. Enhance communication and trust.
2. Clarify expectations, and help partners be more open and honest about what each expects of the other.
3. Increase engagement and commitment, so both mentoring partners feel they have a stake in the journey.
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Giving productive feedback

Feedback needs to be consistent and constructive. Here are some tips on how to give productive feedback. 

• Permission: Ask permission before giving feedback.
• Intention: Question your intentions. Why are you giving this feedback? Will it help your mentoring partner learn?
• Be specific: Provide tangible examples of behavior you have observed. Discuss its impact.
• Frequency: Give feedback frequently when it is still actionable.
• Positive: Also focus on positive feedback. What’s going well? 
• Two-way discussion: Allow your mentoring partner to respond and think about what they are saying. Discuss ways to move forward and potential solutions. 
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Receiving feedback

How you receive feedback is also important. Be sure to listen and think carefully about feedback. Here are some suggestions:

• Listen: Listen attentively to what is being said. Don’t begin to plan how you will respond, and tuning out what is being said.
• Be open to feedback: Try to have an open mind, and be willing to change your behavior if necessary. 
• Reflect: Reflect back to your mentoring partner what you have heard to ensure you understand it clearly. Ask any questions. 
• Two-way discussion: Together, discuss potential solutions so you can move things forward. 
• Appreciate: Thank or recognize your mentoring partner for what they have shared with you.

Listening is key to most relationships. We all know how it feels when someone pretends to listen, but does not give us their full attention. Mentoring requires strong listening skills.
A good listener hears not only what’s said, but also what’s left unsaid. 

Here are some tips to become a better listener -
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1. Be present

First, put your phone on silent and keep it aside. Face your body towards the other person, and if culturally appropriate, make eye contact. Show you are interested. Check your posture–are you relaxed and open? Give your full attention.

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2. Stop talking and just listen

So often we do not give other people the space to talk. We interrupt them, finish their sentences, or talk over them. This shuts the other person down. Be silent. Give non-verbal cues showing you are listening. Allow for pauses so your mentoring partner can think more deeply.

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3. Remove distractions

If you are meeting virtually, set your cameras in a way that you can make eye contact. Remove distractions. Avoid distracting behaviors such as doodling, checking your phone and yawning. Offer your undivided attention. 

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4. Be non-judgmental

Try to remove your prejudices and judgments from your interaction. Keep an open mind and fully listen. Show empathy. Try to step into your partner’s shoes and understand their perspective. 

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5. Pay attention to non-verbal communication

Watch your partner and notice their gestures, expressions and body language. Are you sensing how they are feeling? What are they saying through their body language?

This structured agenda is based on MentorCloud’s “best practices” learned from working with many companies across the globe. It will help your mentoring meetings be productive and successful.

The recommended time is 60 minutes. 

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1. Feedback And Update (10 minutes)

• Reminder on the importance of confidentiality and respect.
• Update on what has happened since the last meeting. Refer to Notes from last meeting.
• Feedback from the mentee and mentor on their progress regarding Tasks, Goals and  the action plan.
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2. Discussion (40 minutes)

• Discussion points to be presented by the mentee.
• Questions asked by mentors to clarify the issues or challenges.
• Guided discussion on how to address challenges. 
• Options to address challenges going forward.
• Mentor can share experience or advice if the mentee requests it.
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3. Close (10 minutes)

• New action plan for mentees.
• Update Goals, Tasks and add any new Notes
• New action points for mentors.
• Preparation for the next meeting: venue, date and time?

When you create a Session, there is an option for your to write down an Agenda. It is best to plan ahead and have a few points of discussion written down for the next meeting.

Remote mentoring can be just as successful as in-person mentoring. Here are some tips for successful remote mentoring.

1. Choose a venue that is private - where your conversation cannot be overheard. Don’t conduct a mentoring session from your desk in an open office. Both mentoring partners should be able to  talk frankly and openly and have privacy.

2. Logistics - Set a date and time. Schedule a meeting right on MentorCloud with Sessions. Ensure both your calendars have been uploaded and that the correct time zones have been chosen. You can also discuss and select your preferred video conferencing tool. Have a light facing you, rather than behind you, so your mentoring partner can see your face. Turn your camera on. 

3. Virtual platform - Become familiar with the functionality of the MentorCloud platform and the preferred video conferencing tool. Use Tasks, Goals and Notes tab on MentorCloud as well as the chat option in your video conferencing tool. Share your screen to review tasks and goals together. Do you both have enough bandwidth to connect virtually?

4. Set ground rules - How do you feel about  being on mute? What happens with confidentiality if someone walks into the room? If one of you is at home, how will you address distractions such as the doorbell ringing or dog barking? 

5. Stay focused -  As much as possible, eliminate distractions. Silence or switch you off your phone. Close your email and any other work that may be open.

6. Get to know each other first  - Don’t jump immediately into mentoring. Instead, find out things about each other. If there are cultural differences, discuss what is socially acceptable, or not, for your meetings.

7. Actively listen - Pay attention. Show you are listening by looking into the camera, nodding your head and giving an affirmative cue. Try not to interrupt or talk over each other.