Introduction to Sigma Phi Sigma Mentoring Process

Sigma Phi Sigma Mentoring Objective

• Foster and environment where brothers past and present can support each other in the journey to achieve their full potential—helping to identify and eliminate barriers to effect performance and leadership success.

What is mentoring?

Definition of Mentoring

“Mentoring is a significant, long-term, beneficial effect on the life or style of another person, generally as a result of personal one-on-one contact. A mentor is one who offers knowledge, insight, perspective, or wisdom that is especially useful to the other person.”

Mentoring: A Practical Guide, Gordon F. Shea, 1997

Building a Case for Mentoring• Over 60% of surveyed college and graduate students list mentoring as a criteria for

selecting an employer after graduation. (Source: MMHA)

• 77% of companies report that mentoring programs were effective in increase retention. (Source: Center for Creative Leadership)

• Survey of CEO’s state that one of top three key factors in their career was mentoring.(Source: Account Temps Survey of Fortune 500)

• On 11 job essential skills, proteges increase skills by average of 61% through a successful mentor program. (Source: MMHA)

• Gains in 9 of 11 generic career and life effectiveness skills after 13 months (Source :MMHA)

• 75% of overall executives said mentoring played a key role in their career. (Source: ASTD)

Who has mentored you?

Most of us have had mentors at some point in our live. Maybe that person was a coach, a teacher, a friend, a colleague. Maybe (if you’re lucky) you have one now.

Who has mentored you?

• Who has mentored you?

• What are some words you would use to describe him or her?

• What was your relationship with that person?

Mentor CharacteristicsChances are your mentor had many of the characteristics listed below:• Available and dedicated to others• Leads and teaches by example• Offers encouragement/builds self-confidents• Inspires others/triggers self-awareness• Stands by others in critical situations• Shares knowledge/explains how their vocation works• Challenges the mentee’s growth• Offers help and guidance-is a good coach• Helps mentee overcome limited behavior• Commits to confidentiality• Is willing to take risks and accept challenges• Commits to follow through and to achieve partnership goals• Is authentic and respects personal boundaries

What are the characteristics of a mentee?

If you have been mentored, then you have been a mentee. And if you are currently mentoring someone, you know a mentee.

What are some character traits that mentees have that contribute to a successful mentoring relationship?

Mentee CharacterisitcsA mentoring relationship is a partnership between a mentor and a mentee. Below is a

list a mentee characteristic that contribute to a successful mentoring experience:• Has enthusiasm• Is non-defensive• Isn't afraid to ask for help• Seeks assistance in a timely matter• Has realistic expectations of mentors• Is open to feedback and has a desire to share and learn• Is committed to confidentiality• Takes risks and accepts challenges• Follows through to achieve partnership goals• Is a good listener• Knows where he/she is going-goal orientated• Is authentic and respects personal boundaries

Benefits to Mentors

• Expands awareness of issues from a grassroots perspective

• Develops a broader vocational perspective• Increases understanding of vocational realities• Promotes diversity of thought and style• Increases time to develop ideas• Revitalizes and energizes commitment to the vocation• Provides a personal satisfaction and enhanced self-

esteem• Provides and opportunity to leave a legacy

Benefits to Mentees• Accelerates learning and development• Provides broader access to people outside the mentees school• Develops a broader vocational perspective• Helps mentee reach goals• Improves mentee’s effectiveness in university setting• Offers a competitive advantage to the mentee• Promotes diversity of thought and style• Provides “safe” environment in which to test ideas• Reduces stress and provides greater career satisfaction• Increases confidence and opportunities for success• Brings people together who might not meet or form partnerships

spontaneously• Facilitates the formation of partnership across barriers of culture, roles,

gender, and levels

Benefits to William Penn University• Provides better utilization of the wisdom and expertise of the

University• Increases trust between University leadership and student body• Preserves intellectual capital/critical knowledge and competencies• Encourages cultural exchange• Develops future leaders• Reduces student turnover• Improves skill levels and shortens the learning curve• Promotes cross-functional learning• Enables interactive information sharing• Encourages innovation and excellence

Benefits to William Penn University Cont.

• Affords students the opportunity to work in a partnership with each other to support mutual growth and development in achieving personal and Universal goals

• Increases University and personal flexibility• Accelerates the development of future leadership• Accelerates change throuout the University• Leverages experience and skills of the entire University population• Promotes diversity of thought and style• Increases communication across all University• Increases student satisfaction• Facilitates and drives change by helping people identify and address

key issues faster

Mentor and Mentee Skills

Throughout your life and career, you will have numerous opportunities to participate in mentoring relationships as a mentor and as a mentee. You’ve taken a look at the characteristics of good mentors and mentees. Now spend a few minutes assessing your skills in these roles:

Mentor Self-AssessmentMentee Self-Assessment

___ I practice listening.___ I confront negative behaviors and attitudes.___ I know the Fraternity Alumni Association’s goals, objectives, structure, process, and pitfalls.___ I know the changes, developments, and trends in my area of expertise.___ I have the time to commit to a mentoring relationship.___ I am willing to listen to personal problems.___ I teach and lead by example.___ I am willing to share critical knowledge.___ I am committed to confidentiality.___ I am a positive role model.___ I have what it takes to coach others.

Mentor Self-AssessmentOn the line before each statement, rank the statement using the following rating

3=Almost Always 2= Sometimes 3=Almost Never

All 3’s is the objective

___ I practice active listening.___ I am enthusiastic.___ I am not defensive.___ I an unafraid to seek help.___ I have the time to commit to a mentoring partnership.___ I am willing to take risk.___ I am goal orientated.___ I accept feedback, advice, and input.___ I am committed to confidentiality.___ I am self motivated.___ I am open to different approaches and perspectives.

Mentee Self-AssessmentOn the line before each statement, rank the statement using the following rating

3=Almost Always 2= Sometimes 3=Almost Never

All 3’s is the objective

Active Listening and Feedback

Key to any good relationship is good communication, which encompasses a number of skills. Let’s review two that are challenges for many people: actives listening and feedback.

Active Listening

Listening is a characteristic for both mentors and mentees, but listening is more than just not talking. In fact, there are several types of listening that people engage in, but active listening is preferred because it leads to clearer communication.

Active Listening Tips

Active listeners do several things to encourage good communication:

• Interpret and respond to nonverbal messages• Use open-ended questions• Paraphrase• Summarize• Allow comfortable silences

Active Listening Techniques

Interpret and respond to nonverbal messages Listen to the voice tone behind the words Watch facial expressions Watch body language Use reflective statements to check your

interpretation Example: “You look disappointed that you

didn’t make first string.”

Active Listening Techniques

Use open ended questions What….? (Get full statements; not yes or no) How……? (Allows for lots of leeway) Tell me… Gets others’ opinions and helps

give the complete picture) Example: What do you think the best way

to….?)

Active Listening Techniques

Paraphrase Shows understanding and gives them a chance

to clarify Feedback shows you know what or how they

are feeling Restates the others’ ideas in your own words Helps stay positive

Active Listening Techniques

Summarize Recaps information and boils down facts Checks to be sure one understands Makes sure you’re both on the right track Proves you are listening Helps clarify things Promotes action Example: “The bottom line, then, is that we have

to revise the practice schedule.”

Active Listening Techniques

Allow comfortable silences (up to 15 seconds) Gives both parties a chance to think/reflect on

what has been said Prevents discounting what the other has said

by jumping in too fast with a solution

Barriers to Good Listening/ Good Communication

DistractionsClosed mind Interruptions Jumping to conclusionsPrejudiceSpeed of thoughtCriticismAdviceRescuing

Levels of ListeningIn his book The Seven Habits of Highly Effective People, Steven Covey identifies five levels of

listening techniques you have been reviewing fall under his level 5 listening, empathic listening.

Covey’s Levels of Listening*

1. Ignoring makes no effort to listen2. Pretend Listening pretending or giving the appearance of listening3. Selective Listening hearing selective parts of the conversation4. Attentive Listening paying attention to the speaker and internalize the issues5. Empathic Listening listening and responding with your heart and mind to understand the speakers words, intent, and feelings*Covey,S. (1989). The Seven Habits of Highly Effective People. Simon & Schuster: New York

Giving Feedback

FeedbackFeedback TipsFeedback FormulaNegative Feedback Formula

Feedback

To grow personally and professionally, everyone needs feedback:

• Feedback to tell us what we are doing well so we keep doing it• Feedback to help us improve or change what we are doing

Giving feedback is not at anytime, anywhere event: timing, environment, relationship of the people involved, voice tone, etc. need to be taken into consideration. The true measure of giving successful feedback is results, no intentions; he or she only hears your words

Feedback Tips

• Be specific. Use specific examples to illustrate your point.• Focus on observable behaviors.• Describe the impact of the behavior (on you, the team,

the University).• Separate fact from opinion.• Be prepared to offer an alternative or solution.• Balance feedback for improvement with positive feedback.None of these are ALL good or ALL bad.• Provide feedback in a timely matter.• Offer feedback for improvement in private.

More Feedback Tips

• Know your motives for giving feedback.• Match your body language to your message.• Select the appropriate emotional timing for

both parties.• Don’t “sugar-coat” the feedback.• Don’t compare people.• Realize that it’s stressful to receive feedback

for improvement.

Feedback FormulaFormula for giving feedbackYou want feedback to be specific and sincere. Use the guideline below when

giving feedback.

I feel (be honest)_________________________When you (be specific)____________________Because (describe the impact)_______________

Example

I was glad when to told me you had decided to stay with the team because I think you have good leadership skills that others learn from that I can’t teach them.

Negative Feedback Tips

There will be time in your mentoring partnership when feedback for improvement or for negative behavior is necessary. The important things to remember are to keep the feedback specific, discuss behavior, and don’t attack the person.

Negative Feedback TipsFormula for negative behavior

“I feel (be honest)____________when you (be very specific)_____________ because (describe the impact to you, the school, etc.)________”

If the person doesn't offer a solution, offer a solution, offer your solution phrased as followers.

“I would like you to consider doing (be specific)______because (describe positive impact of your way) _____________

“What do you think?” (Listen to the response)

WHAT ARE THE NEXT STEPS IF I WANT TO BECOME A MENTOR OR MENTEE?

Mentor Access the fraternity website www.sigmaphisimgbrothers.com Go to “Mentor Program” and click on “Mentor Registration” and locate

your area of interest/expertise Add your contact information (office phone, home phone, e-mail,

mailing address) Write a brief (3 – 4 sentences) resume/background statement for

potential Mentee to choose their Mentor from Once you are selected as a Mentor, you will be contacted by the Mentee Collectively decide the guidelines/objectives (verbal is OK) for the

mentoring partnership

NOTE: A Mentor is expected to initiate contact with the Mentee a minimum of once a month.

Mentee Access the fraternity website www.sigmaphisimgabrothers.com Go to “Mentor Program” and click on “Choose Your Mentor”

and access your area of interest? Expertise Identify who you wish your mentor to be and go to

“Mentor/Mentee match,” and list your mentor and yourself Contact your Mentor and inform him that you are the Mentee Collectively decide the guidelines/ objectives (verbal is OK) for

the mentoring partnership

Note: A Mentee is expected to initiate contact with the Mentor as often as he wishes

THANK YOU TO ALL MENTORS AND MENTEES