Mentoring at the Chapter Level. Introduced at November 2004 International Director s Conference by BNI Headquarters

Transcription

1 Mentoring at the Chapter Level Introduced at November 2004 International Director s Conference by BNI Headquarters

2 Introduction: For a number of years now, mentoring programs at the chapter level have been experimented with by countries and regions around the world. The mentoring program at the chapter level, for members, helps to strengthen word-of-mouth skills for networking. Passionate networkers make new contacts all the time. Master networkers, with help from the Member Success Program (MSP) or Certified Networker Program (CNP), turn network contacts into business assets. Now, with the introduction of mentoring at the chapter level, setting goals and monitoring the progress of those goals and monitoring the results sets you apart from the competition. All behavior is goal driven, it s a natural human trait. The chapter mentoring program ensures that every BNI member has more opportunity of being a successful networker by contributing to their fellow members and to themselves. GIVERS GAIN. So far, being provided information and statistics from the results of chapter mentoring, the outcome of countries and regions utilizing this program have been nothing short of remarkable. Without exception, members have gained more referrals, more confidence, more contacts, etc. In addition, the chapter becomes more aware of how it came about thus re-enforcing the added value of BNI. With the chapter mentoring program, comes new positions in BNI, those being Mentor Coordinator, Mentor and Mentee. The Mentoring Coordinator is selected by the chapter president. (Note: The chapter president needs to review the Mentoring Coordinator position description, on page 4 for specifics.) The role of the Mentor Coordinator is to assist current members of the chapter who may be in need of additional coaching and to enable new members to benefit from their membership as quickly as possible. The Mentor Coordinator will match up the Mentors with their Mentees. The role of the mentor is mentee driven. Should the mentee decide that he/she is not in need of a mentor, such wishes must be respected. However, generally, current members who are not receiving their fair share of referrals, current members who seem unable to close on an appropriate amount of referrals or seem unable to abide by the code of ethics or the meeting etiquette guidelines, or new members, all should be seen as appropriate candidates for the chapter mentoring program. Generally speaking, the mentor/mentee relationship is to be during the initial month s of ones membership in duration. The Mentor Coordinator should seek to find mentors who are well established in the chapter and who practice the value of Givers Gain. The mentor is most likely to be from the Mentee s contact sphere and the relationship should be of potential benefit to both Mentor and Mentee. The mentoring at the chapter level proposed by BNI Headquarters addresses a universal process throughout the organization. This process would be tested in Countries and Regions in 2005, looking for global implementation in Page 1

3 Outline: The chapter mentoring program was developed to assist individual members in further improving their word-of-mouth marketing results. When a new member joins a chapter and is accepted, the member will need to attend MSP within the first 60 days of membership. Within this 60 days, the chapter s Mentor Coordinator will match him/her up with a Mentor. The Mentor and Mentee will then have one-on-one meetings, they can be in-person meetings or phone meetings, where they will go over certain topics that are crucial to being a Master Networker. These meetings are set-up by the Mentor and Mentee on their own time. It is not critical to BNI when or where they meet, just as long as they have at least a few meetings per month. In these meetings, they can cover any topic, including topics such as: * How to Generate a Referral * 60 Second Presentation * 10 Minute Presentation * Inside/Outside Referrals * Importance of Dance Cards or one-on-one s * How to Contact their Assistant Director and Regional Office * How to Find Information on Websites * Explain Leadership roles * (Pres., V.P., Sec./Treas., Visitor Host, Membership Committee, etc.) * Importance of replenishing Chapter Business Card File * Using the Business Card Holder * Library Material (if Chapter has reference/library table) * Visitor Letters (to build Contact Sphere) * Importance of Attending outside Chapter Activities * Chapter Policies * (Weather Days, Chapter Fees, Attendance, Substitution Policy, MSP, etc.) * Other topics as they come up Mentors and Mentees cannot be shy with each other. Usually, the Mentor will have to put the first foot forward and place a call or schedule one-on-one time, because the Mentee may be shy at putting his/her first foot forward. Mentors should make an effort to be their Mentee s buddy on meeting mornings. Mentors and Mentees may feel like they are bugging each other, but checking-in is a two-way street, so if they don t hear from the other one weekly, they shouldn t hesitate to contact each other. It is also suggested that Mentors and Mentees check in from time to time with their chapter s Mentor Coordinator with updates, suggestions, or even questions for this program. There are review periods where the Mentor Coordinator or Assistant Director will sit down with the Mentor and Mentee. Generally, there is a 90-Day review period and a 5-Month review. In these reviews with the Mentor and Mentee, they can discuss each area to see what works best and doesn t work the best between Mentor and Mentee. They can discuss strengths yet to emerge, strengths that really show, go over any other topics they feel they need more discussion on, etc. There are also review forms that will go to the Regional Office and stay on file. Once the Mentee feels comfortable with the program, they may sign on as a Mentor the next time around. The more experience, the better. Page 2

4 Outline, Continued... Review Periods will be one-on-one meetings with the Mentor, the Mentee, and either the Mentor Coordinator or the Assistant Director. In these meetings, all parties will have a Review Period form to fill-out and have filed at the Regional Office. The form will consist of questions to monitor the progress of the mentoring system. All parties will also have to sign the forms at the end of the one-on-one meetings. Such questions included will be: * What Chapter they are a Member of * Date Joined * Date of Review * Names of Mentor/Mentee/Mentor Coordinator or Assistant Director * MSP Verification Form * Attendance/Substitution * Number of Referrals Received to date * Number of Referrals Given to date * Number of Dance Cards to date * Number of Visitors brought to Chapter Meetings * If Presentation Skills have improved or if they could be strengthened * If Mentee is satisfied with their Membership * If Mentee feels ready to handle role as Mentor or serve on Leadership Team * Overall Strengths * Overall Strengths Yet to Emerge * Any other topics that come up * Dated and Signed by all Parties Page 3

5 Mentoring Coordinator Position Description 1. Chapter Mentoring Coordinator must have completed the mentoring at the chapter level program as a Mentee. 2. Chapter Mentoring Coordinator should have been in the chapter for at least one year. 3. Chapter Mentoring Coordinator should have good presentation skills. 4. Chapter Mentoring Coordinator should not be currently serving on the Leadership Team. 5. Chapter Mentoring Coordinator will be responsible for the selection of chapter Mentors and assigning Mentees. 6. Chapter Mentors should have been in the chapter a minimum of six (6) months. 7. Chapter Mentors should have also completed the mentoring at the chapter level program as a Mentee. 8. Chapter Mentoring Coordinator should maintain a Mentee completion file and report status of Mentee completion to chapter President. 9. Chapter Mentoring Coordinator position lasts the same amount of time as the term of the Leadership Team. 10. Chapter Mentoring Coordinator is to be selected by the chapter s President. Steps for assigning Mentee to Mentor 1. Mentoring Coordinator will pick new member (mentee) that would like to be part of the program. The mentor to be selected must be a member who has previously completed the mentoring program as a mentee. The experimental phase of course will not offer mentors that have completed this process, but during experimentation, the mentor will need to be a seasoned member. 2. We recommend the mentor must be a member of BNI of at least six months or longer. 3. Mentors should have one to two mentees at a time, maximum. We do not recommend the mentors having more than two mentees per program term, because it takes away much valuable one-on-one time with each mentee. Page 4

6 Mentor Guidelines Thank you for agreeing to be a Mentor for our newest member,. The purpose of the BNI mentoring program is to provide new members with a Coaching that results in success in our chapter. We want to provide each new member with support and information that might otherwise take months to acquire. As a mentor, you have made an important commitment to the new member and the chapter as a whole. The mentor/mentee relationship initially lasts five months, unless circumstances dictate otherwise. During the first three months, you and your mentee continue to work together to help each other be more successful. The last two months allow the mentee to further tune the skills learned from the mentor. What follows is a sort of course curriculum to provide an outline of the information you should be discussing with your mentee over the course of your relationship. At the outset, you should schedule three meetings with your mentee, approximately once every two weeks. At each of the meetings, you should cover the following important issues: Session I: The Basics - First meeting (Within one week of induction if possible, within two weeks at most) 1. Make sure your mentee knows that he or she can come to you with questions or concerns whenever needed that you are there to help him or her succeed. 2. Go over the dates of MSP, and pick out a time for the new member to attend. Attendance is mandatory; the member s first eight-minute presentation will not be scheduled until after that have attended MSP. 3. Explain the Leadership Team positions and who is on them. These terms are for six months and they start on April 1 and October 1 of each year. Encourage them to become part of the LT. 4. Tell the new member who the BNI Directors are and how to contact them. 5. Review the new member packet and the brochure in it. 6. Make sure that their card portfolio is filled with all members cards and they know how to use it 7. Set a date for them to have listened to the BNI Orientation c.d. by Ivan Misner 8. Talk about the importance of wearing your BNI name badge at every meeting and also at non-bni functions. 9. Make sure that the chapter business card box has plenty of the new member s cards, and discuss how important it is to keep filled. Page 5

7 Mentor Guidelines, Continued Session I: The Basics - Continued Explain the importance of the substitute policy and how to find a substitute (e.g. co-workers, customers/clients, official subs, members from other chapters, etc.) Make sure they have one lined up. 11. Review attendance policy and meeting etiquette. Discuss the importance of being on time to the meeting (7:00 a.m. or earlier), of using the open networking time, and of staying for the entire meeting. 12. Review the circumstances that may occur in a meeting being cancelled. 13. Talk about how to get referrals for members and the importance of quality referrals. Go over the referral sheets and explain the thermometer. Set a goal of one referral per week. (It might take a couple of months to be able to achieve this goal.) 14. During the referral portion of the meeting, remind them to keep it positive. Talk about always starting with I have referrals, testimonials, or something positive, not I don t have any referrals, but 15. Schedule second meeting. Session II: MSP (Member Success Program) MSP Training required within 60 Days of Membership in accordance with General Policy # 19. (Conducted by BNI Director) Session III: Reviewing and Fine-Tuning (Mentor works with Mentee on key areas Mentee wants to work on during Mentee s fourth and fifth month of membership within 3 weeks after attending MSP. Also, Mentor and Mentee sit down and fill-out the 90-Day Review form, when completed, send to Regional Office.) Suggested topics to review: * Anatomy of a 60 Second Presentation * Member Bio * The Dance Card Business Building Interview * Your Orientation to BNI (CD) Page 6

8 Mentor Guidelines, Continued Session III: Reviewing and Fine-Tuning, Continued... (Suggested topics to review, continued ) * Member Policies * Online Member Information * Contribution: Referrals, Visitors, Testimonials * Power Teams * BNI Chapter Power Teams Power of Forty * Chapter 10 Most Wanted List * Invitation Letters/Post Cards * Invitation List * Visitor Day Confirmations * Phone and Voice Recruiting Page 7

9 90-Day Review Form Chapter Name: Mentee: Occupation: Referrals given to date: Date Inducted or Renewal Date: Mentor: Mentee s Phone: Referrals received to date: Percentage of referrals that have become sales: Number of Members who have referred me: Number of members with whom I have scheduled at least one dance card : Number of guests that have become members: My presentation skills have improved: YES SOMEWHAT NO I am more comfortable speaking in front of groups: YES SOMEWHAT NO I am beginning to establish strong referral relationships: YES SOMEWHAT NO I am satisfied with my BNI membership: YES SOMEWHAT NO I would like to consider a role on the Leadership Team: YES SOMEWHAT NO By month four and five of my membership, I want to improve on: (2 or 3 things) Page 1 of 2 Page 8

10 90-Day Review Form, Continued STRENGTHS STRENGTHS YET TO EMERGE Date for 5 Month Questionnaire/Follow-Up Meeting: Today s Date: Mentee Signature: Mentor Signature: Comments: Page 2 of 2 Page 9

11 5-Month Questionnaire (for Mentee to complete) (Regional Office will send to Mentee for completion) Date: Chapter Name: Mentee Name: Mentor Name: Please rank on a scale of 1 to 5 (One being Needs Improvement and Five being Excellent ) the following: 1.) Explanation by mentor of leadership team role. Usage of new member packet, BNI substitute and attendance policies, and importance of referrals. (Giving and receiving) Needs Improvement Excellent Comments: 2.) Attended MSP presentation by Director. Review/Explanation of booklet covering your chapter, you the word-of-mouth professional and your success was: Needs Improvement Excellent Comments: Page 1 of 2 Page 10

12 5-Month Questionnaire, Continued... 3.) Completed Session III concerning review and fine tuning. The areas I focused on the last 60 days were: (Place an X by the top 5 areas that you focused on.) Topic: Anatomy of a 60-second Presentation Topic: Member Bio Topic: The Dance Card Business Building Interview Topic: Your Orientation to BNI (CD) Topic: Member Policies Topic: Online Member Information Topic: Contribution: Referrals, Visitors, Testimonials Topic: Power Teams Topic: BNI Chapter Power Teams Power of 40 Topic: Chapter 10 Most Wanted List Topic: Invitation Letters/Post Cards Topic: Invitation List Topic: Visitor Day Confirmations Topic: Phone and Voice Recruiting Comments: 4.) Your overall ranking of the Mentoring Program for Members: Needs Improvement Excellent Comments: Page 2 of 2 Page 11

13 Chapter Mentoring Log Mentoring Coordinator: Mentor Mentee Date Assigned Date Mentee Completed MSP Date of 90-Day Review Completed Date 5-Month Questionnaire Rec d. by Regional Office *Mentoring Coordinator needs to notify the Regional Office of Mentor/Mentee Assignment.* Chapter Name: Mentoring Coordinator: Mentor: Mentee: Date: Page 12

14 Monthly Regional Mentoring Log Date: Director Name: Region Name: Chapter Name: Mentoring Coordinator s Name: Number of Mentee s Assigned During Month: Number of Mentee s That Have Completed the Program: Date: Director Name: Region Name: Chapter Name: Mentoring Coordinator s Name: Number of Mentee s Assigned During Month: Number of Mentee s That Have Completed the Program: Date: Director Name: Region Name: Chapter Name: Mentoring Coordinator s Name: Number of Mentee s Assigned During Month: Number of Mentee s That Have Completed the Program: Page 13

15 Process for Completing 5-Month Questionnaire 1. Regional office faxes or s the questionnaire to the mentee with a cover note requesting the questionnaire be completed within two days of it being sent. The mentor and mentoring coordinator must be copied. 2. Mentee, upon completing questionnaire will fax or it to the regional office, again the mentor and mentoring coordinator must be copied. Page 14

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