Friday, 18 September 2009 RE: SSSI Young Professionals Mentoring Program As part of our ongoing commitment to professional development of the spatial industry, the Surveying and Spatial Sciences Institute Young Professionals, Queensland Region is launching a Mentoring Program across Queensland. The ability to offer a Mentor Program to SSSI members provides a unique opportunity for young and emerging spatial professionals to engage with, and learn from, established and experienced professionals. The SSSIYP committee has sought the assistance of SIBA, (Spatial Industry Business Association) to help implement this system to its members throughout Queensland. The scheme is available to all financial individual SSSI members. The scheme is not restricted to just YP members. The Mentor Program offers an opportunity for members to take advantage of the skills, experience and wisdom of other, more senior Spatial Professionals. The Mentoring Program is also a great example of indirect value, not easily accounted for when breaking down the components of SSSI membership fees. The proposed timeframe for a mentoring agreement is twelve months. An option to renew or change mentors will be offered at the end of this period if both parties wish to continue in the program. From time to time over the first six months of the program the SSSI YP s and your SSSI Region will organise additional events such as to stimulate the program. Some of the key objectives of this program are to: Support career development Retain talent within the industry for the future Accelerate learning outside of traditional coursework/study Strengthen opportunities to gain leadership qualities within the spatial industry Expose mentors to the enthusiastic new breed of Spatial Professionals If you or someone you know are interested in participating in this opportunity please read the attached guidelines for the program and complete the attached expression of interest form. Expressions of interest in the 2010 mentoring scheme should be received by the SSSI Office Queensland region by 15 th of November 2009. admin.qld@spatialsciences.org.au. Yours Sincerely, Lee Hellen Mentoring Program Coordinator Surveying and Spatial Spatial Sciences Institute Young Professionals Queensland Region
Mentor Program QLD Region EOI/ REGISTRATION FORM PERSONAL INFORMATION Surname: First: Mr Mrs Miss Ms. Birth Date: Sex: M F SSSI Membership Number: Street Address: Phone No. ( ) Mobile: City: State: Post Code: Email: Employer: Work Phone: ( ) Occupation: GIS Land Survey Remote Sensing Photogrammetry Mining Engineering PARTICIPANT INFORMATION 1. Would you like to be a mentor or mentee? Mentor Mentee 2. Are you able to meet with your mentoring partner at: Home Work CBD Other (specify) 3. Which days of the week are you available to attend meetings? Cartography Hydrography Other Mon Tue Wed Thu Fri Sat Sun 4. When are you available to attend meetings? (time of day) 5. Are you currently participating in a mentoring program? Yes No If yes, is the program run through your: Workplace Professional Association Community Group Other (specify) 6. Have you ever participated in a mentoring program? Yes No If yes, was the program run through your: 7. What are you looking for in a mentoring relationship? 8. What skills, knowledge, of benefits do you hope to gain from a mentoring relationship? Team Building Project Management Career Progression Client Relationship Management Time Management Salary Expectations Strategic Planning Motivating People Industry Knowledge Accountability Negotiation Skills Managing Difficult Handling Criticism/Feedback Risk Management Situations Access to Potential Employers Work/Life Balance General Advice and Networking Changing Careers support Leadership Development Communication 9. Other comments, suggestions or preferences? Workplace Professional Association Community Group Other (specify) Other (specify) Conflict Resolution If selected to participate in this program I will be a keen and active participant, including any group meetings, and reviews. If I am not an active participant, I understand that I may be removed from the program. I will maintain confidentiality at all times and will not divulge any personal or commercially sensitive information or disclosures to any other person. Signature Date
Table of Contents: TABLE OF CONTENTS:... 1 BACKGROUND... 2 INTRODUCTION... 2 CONTINUING PROFESSIONAL DEVELOPMENT (CPD)... 3 GENERAL INFORMATION... 3 MATCHING MENTORS AND MENTEES... 3 TRAINING... 3 MENTEES ARRANGING MEETINGS... 3 FORMALISING THE MENTORING RELATIONSHIP... 3 PROGRESSING YOUR CAREER WITHIN THE SPATIAL INDUSTRY THROUGH:... 3 PRINCIPLES THAT GUIDE THE MENTORING RELATIONSHIPS... 4 PROGRAM CONTACTS... 4 INFORMATION FOR MENTEES... 5 WHO CAN APPLY TO BE A MENTEE?... 5 WHAT ARE THE RESPONSIBILITIES OF THE MENTEE?... 5 HOW DOES THE SELECTION PROCESS WORK?... 5 HOW AM I MATCHED TO MY MENTOR?... 5 CAN I SELECT MY OWN MENTOR?... 5 WHO ARE THE MENTORS?... 6 WHAT CAN I EXPECT FROM MY MENTOR?... 6 WHAT WILL MY MENTOR EXPECT FROM ME?... 6 HOW DOES MY MENTOR DIFFER FROM MY WORKPLACE MANAGER?... 7 INFORMATION FOR MENTORS... 8 WHO CAN APPLY TO BE A MENTOR?... 8 HOW MUCH TIME AND EFFORT DOES A MENTOR NEED TO COMMIT?... 8 WHAT ARE THE RESPONSIBILITIES OF THE MENTOR?... 8 WHAT CAN I EXPECT FROM MY MENTEE?... 8 WHAT WILL MY MENTEE EXPECT FROM ME?... 8 WHAT MAKES A GOOD MENTOR?... 9 ASSESSING YOUR READINESS... 9 FAQ S... 11 WHAT IF MY MENTOR AND I ARE NOT A GOOD MATCH?... 11 WHERE DO I GO IF I HAVE PROBLEMS WITH MENTORING?... 11 HOW DO I KNOW THAT WHAT I TELL MY MENTOR REMAINS CONFIDENTIAL?... 11 WILL I GET ANY TRAINING BEFORE I START THE MENTORING RELATIONSHIP?... 11 HOW DO I ASSESS HOW THE MENTORING PARTNERSHIP IS WORKING?... 11 Page 1 of 11
Background Mentor Program As part on ongoing development of annual SSSI YP membership, a number of activities and services were brainstormed that could provide new members with additional value on top of the tangible aspects that come with membership. One of the key services identified for young professionals was the provision of a Mentor Program. Such programs in industry are regarded highly by those who have had the opportunity to participate, either as a Mentor or Mentee. The ability to offer a Mentor program to its members is a unique opportunity for young and emerging spatial professionals to engage with, and learn from, established and experienced professionals. The mentor program is also a great example of indirect value, not easily accounted for when breaking down the components of member subscription fees. The SSSIYP committee has sought the assistance of SIBA, (Spatial Industry Business Association) to help implement this system to its members throughout Queensland. Introduction Mentoring is usually a one-to-one relationship that provides guidance at a time of development and change. Mentors provide impartial, confidential guidance and are there as a guide, rather than a doer. The mentoring relationship will generally be informal and last for an initial period of twelve months. Mentees will then have the option to renew or change your mentor after the initial period. The mentoring role should function independently of individual status/position in industry, and maintain a careful distance from workplace issues. The Mentoring Program offers an opportunity for members to take advantage of the skills, experience and wisdom of other, more senior Spatial Professionals. It is administered by a young professionals committee, who will offer training, materials and coaching. From time to time the regional administrator will organise additional events to stimulate the program. The first of which will be in the form of a program launch. Some of the key objectives of this program are to: Support career development Retain talent within the industry for the future Accelerate learning outside of traditional coursework/study Strengthen opportunities to gain leadership qualities within the spatial industry Expose mentors to the enthusiastic new breed of Spatial Professionals This document aims to propose an initial framework for the Mentor Program looking broadly at what mentoring is, specific roles, responsibilities, objectives, and activities required to initially put in place a pilot program, with the aim to then roll-out the program across Queensland. Page 2 of 11
Continuing Professional Development (CPD) All SSSI and SIBA members who participate in this program will receive CPD points commensurate with time spent as per institution guidelines. The value of this CPD shall be administered by the SSSI regional CPD committee. General Information Mentor and Mentee self-nomination process The process begins with calls for suitable people to nominate themselves to become Mentors through an Expression of Interest (EOI) form. Once we have identified a pool of suitable Mentors, we invite members to apply to participate as Mentees. Matching Mentors and Mentees Matching of Mentors and Mentees is based on information provided in EOIs and finding suitable matches. Some partnerships are self-matched and others are matched by the Regional Program Co-ordinator. Training Both Mentors and Mentees are briefed on their roles, expectations and responsibilities and trained in basic skills. Each pair is provided with a variety of tools and other resources to draw on in their meetings. Mentees arranging meetings Mentees initiate contact and agree with their Mentor where and how often to meet. The minimum commitment is for one hour per month. A continuation of the Mentor/Mentee relationship beyond the initial agreed period is determined by both parties. Formalising the Mentoring relationship In the first six weeks the Mentee and Mentor will have an opportunity to agree on whether the match is satisfactory in terms of both party s goals. Either or both may decide to request a different match without fault. While the regional committee coordinates the Program, the relationship between Mentor and Mentee is self-managed and confidential. The Mentee is responsible for actions and outcomes agreed with their Mentor, and ultimately for the attainment of their goals. Progressing your career within the spatial industry through: Seeking help to target career development opportunities that match interests, skills and experience Seeking help to develop personal techniques to navigate a career path An opportunity to learn from an experienced leader within the industry Both Mentors and Mentees have much to gain from a trusting Mentoring relationship. Mentoring can also give a sense of accomplishment and satisfaction of sharing experiences and insights in a safe space with another person. Page 3 of 11
Principles that guide the Mentoring relationships The Mentor and the Mentee will work out together how they can best achieve the benefits and satisfaction they are seeking through the relationship. There are some guiding principles that will help shape a mutually satisfying partnership. Commitment to the Program Successful Mentoring requires the commitment of both parties to the program and each other. Realistic expectations Mentoring cannot meet all of your career needs, which is why the SSSI and is looking to provide additional Career Development services, tools and activities. Personal responsibility for your learning While Mentors are encouraged to provide guidance and support, Mentees are responsible for decisions and actions. To get the most out of their wisdom and experience, think about your learning needs and what you need to achieve them. Confidentiality All information the Mentee and Mentor share as part of their Mentoring relationship is strictly confidential. You can raise concerns about confidentiality with the Regional Program Coordinator. Open and honest communication Developing a trusting relationship depends on the Mentee and the Mentor being open to sharing thoughts and feelings honestly and directly. Mentees and Mentors should confront any communication issues directly before seeking outside help. Be open to ideas and influence It s important to explore options, look at a range of problem-solving methods and view situations from more than one perspective. Mentoring is an ideal environment to challenge the way you think and pursue your goals. Trust and respect A culture of trust and respect should form the basis for the Mentoring relationship and encompasses all of the above principles. Program Contacts Regional Program Co-ordinator (TBC) Lee Hellen Email: lee.hellen@landsolution.com.au Phone: 0431 439 433 Chris McAlister Email: madamefishfighter@rocketmail.com Page 4 of 11
Information for Mentees Mentor Program Who can apply to be a Mentee? All financial individual SSSI members. The scheme is not restricted to just YP members. How much time and effort does a Mentee need to commit? You should devote time to meeting with your Mentor (Maximum 3 hours, once a month) You should allocate time to prepare for the meeting to maximise its value As a Mentee, you are responsible for taking action and following through on your commitments with your Mentor You should take personal responsibility for your learning What are the responsibilities of the Mentee? Commit to the Program and respect the boundaries of the mentoring relationship Pro-actively identify goals and priorities Be ready to listen and learn Act on advice and agreed tasks Review progress and consider any areas for attention Participate in reviews of the Program Raise issues directly with the Mentor Refer unresolved concerns to Regional Program Co-ordinator How does the selection process work? The Regional Program Co-ordinator, along with other members of the regional committee, reviews the Mentor and Mentee applications and undertakes the matching process. How am I matched to my Mentor? You are matched on the basis of your EOI. We will be attempting to match on complementary motivation, as well as making sure your Mentor s experience is consistent with your stated goals. The matching process is largely dependent upon the information in the EOIs. The more specific information we can get from EOIs, the more successful the matching process. The success of the Mentoring relationship will be determined by both parties. If needed, the Regional Program Co-ordinator will help either the Mentor or Mentee withdraw from a poor match with no fault. The Mentee and the Mentor will then work with us to establish a new partnership for each (pending the availability of Mentors). Can I select my own Mentor? The online EOI process offers an opportunity for you to advise the Regional Program Coordinator of a preferred area of expertise of a Mentor, along with the reasons why. It is not expected that you have a Mentor in mind. Participants may make a request for a particular person, however we can t give you any guarantees that your preferred Mentor will be available Page 5 of 11
for you. Where your preferred choice is not available, we will be working to match you with a satisfactory alternative. The matching process strives to be fair and to find suitable matches both for Mentor and Mentee. We prefer you do not approach the person directly outside of the EOI process. Who are the Mentors? Mentors are self nominated and are drawn from leaders within the spatial industry. All will have skills in leadership, technical competence in their own field, and be able to offer insights into how organisations work, at least in their own area of influence. In addition they will be assessed on their: commitment to the principles of the Program understanding of Mentoring what they think they can offer to the Program communication skills What can I expect from my Mentor? You can expect your Mentor to: Commit time and enthusiasm Be prepared to share knowledge/skills as well as their learning s Assist with goal-setting, without taking over Provide impartial, confidential advice and guidance Help identify network-building and other professional development opportunities Provide feedback on progress towards goals and their direct observations Listen actively to your needs and communicate openly Hold you to account for doing what you say you ll do Confront issues in the relationship with you Help you examine issues and work towards solutions Participate in reviews of the Program Where issues cannot be resolved, refer to the Regional Program Co-ordinator Model the leadership values and behaviours of our industry Review with you the health of the partnership and the stage it is at Keep everything confidential What will my Mentor expect from me? Your Mentor will expect you to: Pro-actively identify goals and priorities Be ready to listen and learn Act on advice and agreed tasks Review progress and consider any areas for attention Participate in reviews of the Program Raise issues directly with the Mentor Commit both time and energy to the relationship Be open and honest in your relations Be willing to confront issues Be eager to learn and open to new ideas Be willing to take risks Have a positive attitude Be open to receiving feedback about your skills and behaviour Page 6 of 11
Be able to act on feedback and keep commitments Take responsibility for outcomes, take the initiative in meetings and demonstrate resourcefulness Maintain strict confidentiality How does my Mentor differ from my workplace manager? A Mentor is there to act as a guide providing a broad career perspective, looking at the individual s personal and professional needs away from daily job demands. The Mentoring relationship is less structured than the manager relationship. It is a place to reflect, challenge and plan. While your workplace manager has a role to play in your Career Development and your Development Plan, the Mentor provides another confidential avenue to assist you in your career development aspirations while not being involved in your operational needs. The Mentor also provides a regular opportunity to work on goals. Page 7 of 11
Information for Mentors Who can apply to be a Mentor? Mentors will be approached from both within and beyond the Spatial Industry. SSSI individual membership is encouraged but not compulsory. How much time and effort does a Mentor need to commit? You should devote time to meeting with your Mentee (Maximum 3 hours, once a month) What are the responsibilities of the Mentor? Commit to the Program and respect the boundaries of the mentoring relationship Be open is sharing knowledge, information and personal experiences Treat the mentee with respect Be non-judgemental and accept differences Participate in reviews of the Program Raise issues directly with the Mentee Refer unresolved concerns to Regional Program Co-ordinator What can I expect from my Mentee? You can expect your Mentee to: Pro-actively identify goals and priorities Be ready to listen and learn Act on advice and agreed tasks Review progress and consider any areas for attention Participate in reviews of the Program Raise issues directly with the Mentor Commit both time and energy to the relationship Be open and honest in your relations Be willing to confront issues Be eager to learn and open to new ideas Be willing to take risks Have a positive attitude Be open to receiving feedback about their skills and behaviour Be able to act on feedback and keep commitments Take responsibility for outcomes, take the initiative in meetings and demonstrate resourcefulness Maintain strict confidentiality What will my Mentee expect from me? Your Mentee will expect you to: Commit time and enthusiasm Be prepared to share knowledge/skills as well as your learning s Assist with goal-setting, without taking over Provide impartial, confidential advice and guidance Help identify network-building and other professional development opportunities Provide feedback on progress towards goals and their direct observations Listen actively to their needs and communicate openly Hold them to account for doing what they say they ll do Confront issues in the relationship with you Help them examine issues and work towards solutions Page 8 of 11
Participate in reviews of the Program Where issues cannot be resolved, refer to the Regional Program Co-ordinator Model the leadership values and behaviours of our industry Review with them the health of the partnership and the stage it is at Keep everything confidential What Makes a Good Mentor? A way to judge whether you are a good candidate to be a successful Mentor is to look at the characteristics below and test your readiness against these. A good Mentor: Is positive towards their work, the Company and its values Believes in the value of mentoring and the Program Is open in sharing knowledge, information and personal experiences Is willing and able to learn Has a strong desire to help others Treats others with respect Is non-judgmental and accepts differences Is confident and secure about themself A good Mentor tends also to: Be organisationally insightful Be seen as a good developer of others Be caring in their relations with others Be seen as a good leader Have sound technical competence Exhibit sound judgment and be independent, divergent thinker Have the capacity to communicate well with a variety of people Be regarded as successful and generous in sharing credit Be true to their own values and 'walk the talk' Most of these characteristics rest on skills that can be learnt. Some develop over time with life and work experience. Some can be learnt through training and will be covered in Mentor training sessions and/or developed through the experience of being (or having) a Mentor. Your feelings about yourself and your potential role in this Program may be influenced by current personal circumstance. You may have the skills and knowledge but the time is not right for you to nominate as a Mentor. Assessing Your Readiness If you can answer 'yes' to each of these questions, you are likely to make a good Mentor in our Program. 1. Are you genuinely interested in people and their differences? 2. Do you have experience in motivating people to develop and perform to their best? 3. Are you open to sharing your mistakes and learning s as well as your knowledge with someone else? 4. Do you think your colleagues respect you? 5. Do you believe the Mentoring Program is an important initiative to help young professionals develop their careers? 6. Do you believe you can learn things from being a Mentor? 7. Do you have the time and the commitment to spend up to three hours each month with a Mentee? Page 9 of 11
Be frank in your assessment of where you now stand, particularly in terms of your capacity to devote time and energy to the process. If you would like to talk with someone about your readiness, you can discuss with the Regional Program Co-ordinator. Page 10 of 11
FAQ s What if my Mentor and I are not a good match? Both parties will determine the success of the Mentoring relationship. If needed, the Regional Program Co-ordinator will help either the Mentor or Mentee withdraw from a poor match with no fault. We ask the Mentee to advise the Regional Program Co-ordinator in the first six weeks whether both parties are happy to formalise their Mentoring relationship. This allows enough time for two meetings together. If it is not an apt match, the Mentee and the Mentor will then work with the Regional Program Co-ordinator to establish a new partnership (pending the availability of Mentors). Where do I go if I have problems with Mentoring? Contact the Regional Program Co-ordinator to discuss any queries or problems you are having with the Program. How do I know that what I tell my Mentor remains confidential? There are seven guiding principles that will help shape a mutually satisfying partnership. Confidentiality is one of these principles. All information the Mentee and Mentor share as part of their Mentoring relationship is strictly confidential. Trust and respect is another principle. A culture of trust and respect should form the basis for the Mentoring relationship. You can raise any concerns you have about confidentiality with the Regional Program Coordinator. Will I get any training before I start the Mentoring relationship? Yes. Both Mentors and Mentees are briefed on their roles, expectations and responsibilities and trained in basic skills prior to commencing their relationship. Each pair is provided with a variety of tools and other resources to draw on in meetings. How do I assess how the Mentoring partnership is working? With the support of training, tools, resources and hopefully, a suitable match, we expect most Mentoring partnerships will work. We ask that you walk into meetings with a positive attitude taking on board the guiding principles of the Program and a desire to get to know each other, build trust and respect the boundaries of the relationship. Both parties need to commit to the Program, to be there voluntarily and want to make it work. The Mentee is asked to confirm with the Regional Program Co-ordinator in the first 6 weeks if the Mentoring relationship is being formalised or not. Deciding not to proceed with a particular match is viewed as a no fault situation. We recognise that in some instances, people may just not connect sufficiently to develop rapport and trust. Should you feel you need some guidance, please contact the Regional Program Co-ordinator to discuss. Page 11 of 11