Helping People Succeed

INTERCULTURAL MENTORING NETWORK

NUTS AND BOLTS TRAINING

Link to Administrator’s kit –

http://alliescanada.ca/how-we-can-help/mentoring/group-mentoring/

WHAT IS MENTORING?

Mentoring vs. Coaching Mentor Coach

Focus Individual Performance

Role Facilitator with no agenda Specific agenda

Relationship Self selecting Comes with job

Source of Influence Perceived value Position

Personal returns Affirmation/learning Teamwork/perform.

Arena Life Task related

Matt M. Starcevich, Ph.D., CEO, Centre for Coaching & Mentoring, Inc.

http://www.coachingandmentoring.com/Articles/mentoring.html

OBJECTIVES

1. Provide overview of the partnership model

2. Define and describe role of Coordinator

3. Define and describe available resources

4. Describe group mentoring program using four pillars

5. Describe and discuss some of the obstacles to a successful mentoring

experience

6. Questions and answers

PARTNERSHIP MODEL

• Coordinator in each community

• Coordinator is responsible for mentor and mentee recruitment

• JVS Toronto staff trains coordinator and provides support

• JVS Toronto staff team responsible for, reporting, evaluation, financial management and provision of support for delivery of the mentoring program

• JVS Toronto hosts cross-cultural events, including training workshops, program launches and recognition events

• TRIEC will provide support and assist with provision of training materials and resources as needed

• A representative of each community/partnering agency is required to participate on the program steering committee

PARTNERSHIP MODEL

PARTNERS

JVS TORONTO TRIEC PINs

-Coordinators

-Mentors

-Mentees

STEERING COMMITTEE

ROLE OF COORDINATOR

• Main liaison in each community

• Mentor and mentee recruitment

• Provide mentee and mentor resources

• Conduct orientation/training sessions for mentors and mentees

• Assist in arrangements for launch

• Assist in coordination of mentoring sessions

• Assist in providing follow-up support to mentees and mentors

• Follow-up with mentor and mentees re: Completion of

evaluation forms as needed

• Assist in arranging cross cultural events

• Attend coordinator meetings

• Program Administration Guide

• Mentor Resource Kit

• Mentee Resource Kit

• Mentor/Mentee Recruitment Flyers

• Mentor/Mentee Application

• Consent Forms

• Partnership Agreement

• Evaluation Forms

AVAILABLE RESOURCES

Part 1: Program Planning

A well planned program enhances success as it will meet the organizations’ and people needs.

Key aspects include:

Part 2: Mentor and Mentee Intake Processes

Part 3: Orientation, Training, Support, Monitoring

Preparing mentors and mentees for a mentoring relationship assures the transfer of knowledge and skills.

Key aspects include:

• Orient and prepare mentors

• Orient and prepare mentees

Part 4: Evaluation, Reporting and Adjustment

The evaluation captures progress and outcomes. Direct feedback from participants, both qualitative and quantitative, that goals have been achieved will meet the needs of the participants and demonstrate the value of mentoring.

Key aspects include:

• Outcomes and satisfaction survey

• Report outcomes & satisfaction

• Review and implement continuous improvements

• Vision and expected outcomes

• Objectives for the program

• Determine program benefits

• Roles & responsibilities

• Mentoring Program Model

• Appreciation processes for the participants

Identifying, selecting and matching participants

maximizes the learning. The effort is to find the best

available match for development goals.

Key aspects include:

• Recruit mentors and recruit mentees

• Match mentors and mentees

PILLARS OF THE MENTORSHIP PROGRAM

• Mentor recruitment, screening and selection

• Mentee recruitment, screening and selection

• Mentor Orientation/Training

• Mentee Orientation/Training

• Program Launch

• Program Wrap up

• Mentoring Sessions

• Support

• Evaluation

PROGRAM COMPONENTS

Sector specific mentoring groups:

• 5 full group-mentoring sessions (each session will be for 3 hours); not including the launch

• Sessions held over a 10-week period

Each session will consist of the following participants:

• One mentor

• 4-6 mentees

PROGRAM DESCRIPTION

A well planned program enhances success as it will meet the organizations’ and people needs.

Key aspects include:

• Vision and expected outcomes

• Objectives for the program

• Determine program benefits

• Roles & responsibilities

• Mentoring Program Model

• Appreciation processes for the participants

PART 1: PROGRAM PLANNING

Mission:

Group mentoring is a unique form of support, where people looking for work

(mentees) can connect with a professional working in their field (mentor) over

a period of five group meetings.

Group mentoring provides job seekers with a quick and effective way to

enhance their networks and makes excellent use of our volunteer mentor

resources.

PROGRAM PLANNING

PROGRAM PLANNING

Expected Outcomes:

•Mentees will be better informed and equipped to obtain suitable employment in

or related to their fields of expertise.

•They will obtain the sector-specific information and knowledge necessary to

assist them in establishing their careers in Canada.

•Through exposure to their mentor’s personal and professional experiences,

mentees will gain valuable information on how to pursue their goal of being

employed in an appropriate field.

•The mentees will gain the confidence and motivation required to actively pursue

their employment goals.

• Mentees will begin to build and maintain their network within the group.

•Through an informal support and networking group, mentees will be encouraged

to explore various avenues that may facilitate their gainful employment.

Mentoring Objectives: Through group mentoring, mentees can:

• Learn about Canadian workplace culture and industry trends

• Identify educational and technical skills required to meet market demands

• Receive guidance through the licensing and accreditation process

• Acquire support through the job search process

• Establish professional networks

• Improve professional terminology

• Build confidence in a new culture

PROGRAM PLANNING

PROGRAM PLANNING

Mentee Benefits:

• Increased self-knowledge and awareness

• Obtain strategic tools for ongoing career development and

success

• Enhance communication skills

• Develop professional etiquette

• Identify talents needed in the Canadian workplace

• Build their network for work and career success

• Become employed in their field of expertise

PROGRAM PLANNING

Mentor Benefits:

• Increased self-knowledge and self awareness

• Optimize coaching and mentoring skills

• Build leadership excellence

• Dialogue with and learn from the experiences of internationally

trained people

• Share knowledge and wisdom and explore new ideas and

perspectives

• Learn about and contribute to the community

ROLES AND RESPONSIBILITIES

JVS Toronto:

• Train Coordinator and provide support (including job search skills and resources, referral to other programs)

• Reporting, evaluation, financial management and hands on delivery of the mentoring program including facilitation of matches

• Host cross cultural events, including training workshops

TRIEC:

• Provide support and assist with provision of training materials and resources as needed

Program Steering Committee:

• A representative of each community/partnering agency is required to participate on the program advisory committee

ROLES AND RESPONSIBILITIES

Coordinator:

(Already covered on slide # 7)

Mentor:

Ref page 7 of Program Administrator Kit (online copy)

Mentee:

Ref page 7 of Program Administrator Kit (online copy)

MENTORING PROGRAM MODEL

PROGRAM GOALS

Mentors Enroll Mentees Enroll

Mentors/mentees matched

Mentor and mentees Orientation

Mentoring agreement established

5 - meetings

Agreements conclude & Evaluation

Mentor’s follow-up & evaluations Mentee’s follow-up

APPRECIATION PROCESS

• Mentor recognition/appreciation events

• Mentor appreciation certificates

• Mentee participation certificates

• Process for mentees to acknowledge the efforts of mentors

• Thank you letters to mentors and mentees

• Share appreciation ideas

PART 2: MENTOR AND MENTEE INTAKE PROCESSES

Identifying, selecting and matching participants maximizes the

learning. The effort is to find the best available match for

development goals.

Key aspects include:

• Recruit mentors and recruit mentees

• Match mentors and mentees

PART 2: MENTOR AND MENTEE INTAKE PROCESSES

Mentee Intake Process:

• Carefully select mentees who are ready to pursue an active

job search

• Conduct mentee interview

• Use mentee goals as the reference for matching mentor

with mentees

(see procedures on page 11 of online Program Administrator

Kit)

MENTEE SUITABILITY

An internationally trained professional who is new to Canada (less than 3

years in Canada) and looking for guidance on how to find employment in

their profession and industry.

• Previously worked in their profession for at least two years

• Have no or limited Canadian experience in their profession

• Have had or is currently undergoing job search training and has Canadian style resume and cover letter

• English language proficiency at CLB level 7 or higher

• Able to spend at least twenty hours a week in active job search

• Highly motivated and committed to looking for work in their profession in Canada

• Responsive and willing to act on the guidance offered by their mentor

• Able and Committed to attending all mentoring sessions

PART 2: MENTOR AND MENTEE INTAKE PROCESSES

Mentor Intake Process:

• Carefully select mentors who have the skills and

knowledge needed by the mentees

• Conduct mentor interview

• Use mentee goals as the reference for matching mentor

with mentees

(see procedures on page 12 of online Program

Administrator Kit)

A Mentor is a professional working in a similar profession and

industry who can guide newcomers in their job search process

• Have successful professional work experience in Canada (preferably 2 years or more)

• Be sensitive to challenges faced by newcomers to Canada

• Have good interpersonal communication skills

• Enjoy sharing knowledge

• Understand Canadian workplace culture

• Know skills required to meet market demands

• Be aware of licensing issues specific to their occupation/profession

• Be in good standing with relevant regulatory bodies in their industry

• Make a time commitment to attend all sessions

MENTOR SUITABILITY

PART 3: ORIENTATION, TRAINING, SUPPORT, MONITORING

Preparing mentors and mentees for a mentoring

relationship assures the transfer of knowledge and

skills.

Key aspects include:

• Orient and prepare mentors

• Orient and prepare mentees

MENTOR ORIENTATION TRAINING (SAMPLE)

• Overview

• Introductions

• Excites and Concerns

• Cycle of the Mentoring Relationship (see page 22 of

mentor/mentee kit)

• Roles, Responsibilities

• Background Preparation for the Mentoring Action Plan and

Agreement

• Coaching Technique for Managing Conflict

MENTEE ORIENTATION TRAINING (SAMPLE)

• Overview

• Introductions

• Excites and Concerns

• Cycle of the Mentoring Relationship

• Roles, Responsibilities

• Background Preparation for the Mentoring Action Plan

and Agreement

• Working with a Mentor

LAUNCH OF MENTORING SESSION

• Mentors and mentees meet

• Group establishes relationships and set expectations

• Group discuss and agree on meeting schedule

CONDUCT OF MENTORING SESSIONS

• Assist in arranging accommodation for mentoring

sessions

• Check with mentor for evaluations and

attendance

• Check in to ensure that sessions are going

smoothly

SUPPORT

• Monitor to ensure that the relationships are on track

• Respond to questions/queries from mentors and

mentees

• Share job postings and job fair information with group

• Refer mentors and mentees to other resources for

job search and other support

• Discuss mentees’ improvements with mentors

• Determine if efforts are delivering results

PART 4: EVALUATION, REPORTING AND ADJUSTMENT

The evaluation captures progress and outcomes. Direct

feedback from participants, both qualitative and quantitative,

that goals have been achieved will meet the needs of the

participants and demonstrate the value of mentoring.

Key aspects include:

• Outcomes and satisfaction survey

• Report outcomes & satisfaction

• Review and implement continuous improvements

OBSTACLES TO SUCCESSFUL MENTORING

• Mentor and mentees under or unprepared

• Mentor’s lack of sufficient knowledge/awareness of newcomer

obstacles

• Mentor’s lack of adequate professional contacts

• Mentor too busy

• Unreasonable expectation of mentees

• Mentees not trained in job search strategies and techniques

• Mentees not actively job searching

• Mentor and mentees not fully utilizing resources at their disposal,

including mentoring coach

“We make a living by what we get,

we make a life by what we give”

Winston Churchhill

CONTACT INFORMATION

Debroy Chan

Manager, Mentoring Services

(416) 649 1631

dchan@jvstoronto.org

Farah Alizadehahi

Employment Counsellor/Mentoring Coach

(416) 649 1658

falizadehahi@jvstoronto.org

JVS Toronto, a non profit, non-sectarian organization,

is a proud member agency of:

Jewish Vocational Service

Head Office

74 Tycos Drive, Toronto ON

416-787-1151

www.jvstoronto.org