2014/2015 Program Information & Handbook. Haskayne Mentorship Program HASKAYNE SCHOOL OF BUSINESS

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1 2014/2015 Program Information & Handbook Haskayne Mentorship Program HASKAYNE SCHOOL OF BUSINESS

2 Table of Contents Introduction to Mentorship 3 Program Expectations 5 Mentorship Best Practices 7 During the Program 9 Suggested Mentoring Activities 11 Concluding the Mentoring Relationship 12 2

3 Introduction to mentorship Mentoring is a process where a more experienced professional (the mentor) works with a less experienced individual (the mentee), to share experience, expertise and insights. Doing so helps the mentee to stretch and grow professionally and seek career guidance. Mentoring is not just about teaching it s about building and fostering relationships, empowering others, and setting the stage for success. The Haskayne Mentorship Program pairs students with established professionals. Mentors provide students with guidance along their educational journey, address career related questions, and help with career development. Mentors and mentees commit to an eight-month mentoring relationship from September to April. Meeting times, duration and locations are set according to the needs and schedule of both parties; a minimum of six meetings is required to qualify as mentorship. We encourage in-person meetings but there can be a balance with some correspondence, web conference and phone calls. Program Objectives Enable mentees to gain career orientation through an industry, government, or community perspective. This can be achieved via professional guidance and discussion on strategies for setting and attaining career goals, as well as practical advice and encouragement to help put plans into action Assist mentees in the clarification of career goals. Explore suggestions for career deveopment, sharpen academic focus, and develop effective career planning Complement mentees studies and enhance his/her post-secondary experience by providing firsthand insights into the professional world Share effective networking strategies Offer support of a mentee s personal aspirations, nurture character development, and provide a role model of leadership 3

4 Mentee Benefits The intent of the program is to help you grow as a business professional and transition from university life to the business world. Your mentor can act as a sounding board, provide impartial advice, share career experiences and help build your business identity. This program will not be delivered with a career focus; if you require assistance with any career services, please use the Haskayne Career Centre as a resource. For mentees, it s an opportunity to: Learn from someone with a similar educational background and interests Explore potential career paths, career goals, and advancement strategies Obtain a realistic understanding of what their chosen career path involves Prepare for the transition to the world of work Meet professional role models through mentorship events Acquire relationship building strategies and develop soft skills Mentor Rewards Mentors make positive contributions to their mentee s learning experience by sharing their knowledge and experience through stories and practical examples. For mentors, it s an opportunity to: Contribute to the social and professional development of an aspiring professional in a similar/related field Reflect on their own career, journey, and formulate their views on success in business Gain a fresh perspective on their profession/industry Influence the next generation of employees and future leaders 4

5 Program expectations Mentees Participants commit to maintain the relationship for eight-months (September - April) The Haskayne Mentorship Program is not a forum through which to seek jobs. At no time during participation in the program is it appropriate for a mentee to solicit their mentor for job opportunities. If a mentor decides to recruit their mentee for a possible internship, summer position, or a full-time position, the student is required to inform the Canadian Centre for Advanced Leadership in Business who will then contact the Career Centre Arrange a minimum of six meetings to gain full benefit from the relationship It is the responsibility of the student mentee to establish and maintain contact with their mentor, and to: - Organize a meeting schedule that is convenient for both parties be flexible to accommodate your mentor - Come prepared to mentoring meetings with a topic and be prepared to generate conversation - Be on time for meetings - Dress professionally and be well groomed Please remember, your mentor s time is valuable. It is polite to refrain from using your smartphone during meetings with your mentor The relationship between mentor and mentee is privileged. Proprietary information is confidential and mentees may be asked to sign a confidentiality agreement by their mentor s employer Participants should communicate periodically with the Project Coordinator to share successes and challenges regarding the relationship If a relationship reaches an end before April, the mentee must contact the Project Coordinator prior to ending the relationship. The relationship will be concluded under the guidance of the Project Coordinator Adhere to the Haskayne School of Business terms of agreement and code of conduct Complete two feedback surveys (mid-way and at the conclusion of the mentoring relationship) Student mentees are ambassadors of the Haskayne School of Business and must act accordingly 5

6 Mentors Create a comfortable learning environment Challenge mentees to explore career paths and assumptions Be accessible and fulfill commitment Set clear boundaries identify any areas of confidentiality at the onset of the relationship (and as needs arise) Indicate their preferred method(s) of communication and what response time the mentee can expect when they initiate contact Complete two feedback surveys (mid-way through the program and at the closure of the mentoring relationship) Mentors are not expected to: Provide internships or job offers Give references Hand out contacts Foster an ongoing relationship once the program concludes in April The matching process When matching mentees with mentors, the Project Coordinator will match those who most closely meet the mentee s needs and interests. Considerations for matching include similarities in educational background, career path and industry interests. 6

7 Mentorship best practices First meeting The first meeting is an opportunity for you and your mentee/mentor to get acquainted, identify some commonalities, review the rules of engagement (refer to your Mentoring Relationship Agreement) and establish goals. A great conversation starter is your résumé! Provide a copy of your résumé and compare education, training, as well as areas of interests such as community service and hobbies. Start a discussion around what areas you would like to focus on and establish some mentoring goals and learning objectives. You can also brainstorm about the types of activities that would be valuable to the relationship. Not all meetings have to be in person. Some touch point can be via or phone or web conference. Useful tips for mentees Take advantage of the mentoring relationship to enhance your business acumen and develop soft skills See your mentoring relationship as an opportunity to grow, learn, and bounce ideas Establish with your mentor a communication plan that works for the both of you (type, time and frequency) be accommodating Accept responsibility for your learning Ask for clarification when needed See feedback as an opportunity to grow Be mindful of your mentor s time 7

8 Useful tips for mentors Do not underestimate what you have to offer! Establish with your mentee a communication plan that works for the both of you (type, time and frequency) Encourage a positive approach to goal setting Be curious! Be a role model lead by example Prepare a list of things you would like to share with your mentee in your first meeting. Your list may include information about yourself (as the mentor), your organization, and your position Share expectations for your relationship up-front Share experiences, mistakes, struggles, and successes - be open and up-front Demonstrate active listening keep communication open, be an attentive and responsive listener. Ask questions and encourage the consideration of other opinions Invest time in learning about the aspirations, attributes, and preferences of your mentee. The more you get to know your mentee, the more detailed guidance you can provide. The most successful mentor-mentee relationships are the ones where the participants have invested time early to get to know one another Do not expect to have all the answers. Your role is to help guide the mentee to discover the answers themselves or refer/direct your mentee to a colleague or appropriate resources Staying in touch on the road Some of our mentors find themselves traveling during the course of the program. We also have mentors who live outside of the Calgary area. To keep in contact with your mentee while you are out-of-town, we recommend the following: Communicate in advance with your mentee if you will be unreachable for an extended period of time Consider using a communication method such as Skype for online meetings Some mentors and mentees communicate regularly by phone or when a face-toface meeting is not possible 8

9 During the program For Mentees Enter the relationship with an open mind and no assumptions Suggestion: Keep a journal (re: Mentoring Meeting and Learning Journal. This resource is available online) Periodically identify learning opportunities to explore with your mentor Honor your mentors time commitment Seek feedback from your mentor on your progress, technical and soft skills (presentation, communication, etc.) Provide feedback to your mentor about activities or information that is particularly helpful Maintain and respect privacy and confidentiality Be open to new ideas and accepting of different approaches to work Encourage your mentor to broaden your focus/perspective Be flexible adapt to the situation; adjust plans if something takes longer or takes you in a different direction Share information about your school projects, involvement in clubs, volunteering work, etc. Ask your mentor about his/her corporate culture, accepted standards, ethics and code of professional conduct Contact the Project Coordinator to share your experience and/or for any assistance Accept that the relationship is temporary, if you wish to continue the partnership it should be a mutual agreement between you and your mentor 9

10 For Mentors Periodically identify learning opportunities in your organization or in professional networks for your mentee Equip your mentee with the tools and know-how to support their efforts in developing a professional network Honour commitments and the confidences of your mentee Periodically request feedback from your mentee on the value of the information and counsel you are providing Provide honest, caring, regular, and diplomatic feedback to your mentee Maintain and respect privacy, honesty and integrity Be open-minded, consider alternatives and encourage role-reversal (i.e. the student teaching you) Encourage independent thinking and discovery Be flexible adapt to the situation; adjust plans if something takes longer or takes you in a different direction Share information about corporate culture, accepted standards, ethics and code of professional conduct Contact the Project Coordinator to share your experience and/or for any assistance Accept that the relationship is temporary, if you wish to continue 10

11 Suggested mentoring activities Mentoring relationships progress differently depending on the needs and circumstances of mentees. The Haskayne Mentorship Program is primarily an educational experience. Our hope is that in your relationship with one another, you experience growth and development, as well as have a better understanding of potential career paths. Career Path Discuss your mentor s career path and interests Explore the type of work and roles you would like to target Identify and consider career options which you may not have considered Job Requirements Identify what education, experience, skills, professional training, or personal qualities are required for roles you desire to explore Explore professional designation(s), where applicable Discuss common work-place practices and the expectations of new graduates Review position descriptions duties, expectations, level of experience required, career progression, etc. Setting Goals Have your mentor assist you in drafting and differentiating between short- and long-term goals Set realistic goals Identify steps that can be taken to reach these goals (and assign milestones) Challenges and Opportunities Discuss rewards and challenges of possible career paths Strategize how to overcome these challenges and barriers Ask your mentor for a case study from their work that you can evaluate and comment on Labour Market Discuss labour market information and trends Ask information about what employers are looking for in candidates and discuss what makes a student marketable Discuss effective job search strategies 11

12 Corporate Culture Talk about the corporate culture of your mentor s employer Discuss workplace code of conduct and dress code Ask you mentor for stories about when he/she entered the workplace Resume/Interview Review your resume and ask for feedback Discuss interview preparation Ask if you can organize a mock interview (encourage your mentor to invite colleagues) Networking Discuss the value of networking, possible networking opportunities and how to s Enquire if your mentor can give you a tour of his/her workplace if applicable, introduce yourself to your mentor s colleagues with a firm handshake Concluding the Mentoring Relationship At the conclusion of the mentoring relationship, take the time to acknowledge and celebrate your journey. Review your accomplishments and lessons learned, and talk about the future possible next steps and share any parting words. Lastly, thank each other and acknowledge your mentoring partner s contribution. Should you wish to withdraw from the relationship before completion, please contact the Project Coordinator by at or call Based on your situation the Project Coordinator will work with both parties to counsel or dissolve the pairing. All discussions will be kept confidential. 12

13 Haskayne School of Business, University of Calgary, 2014

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