Mentoring Program Guidebook2014/Pilot

This handbook is adapted with permission from the CFA Society of San Francisco Mentorship Program Guidebook

Indian Association of Investment ProfessionalsMentoring Program

(Pilot)

By exploring your opportunity to participate in our mentoring program, we believe you have made an important commitment not only to your own self-development but to enhancing our professional community. We hope you will read through this guide and apply to participate.

This guide will explain how the mentoring program will work, explain how you can participate, and offer some practical tips for making your mentor/mentee relationship a positive and rewarding one. The information provided here will get you started and provides you with some guidelines to use as you build your mentoring relationship. We anticipate that you will incorporate your own personal style as you get acquainted with your mentor/mentee and hope that you will shape the relationship to fit your individual needs.

We also welcome your feedback. This is a pilot program, so your feedback will be critical in determining if and how we offer the program in the future. We appreciate your help improving this guidebook and the overall program.

Sincerely,

The IAIP Mentoring Program Administration Team

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Table of Contents

PageI. Mentorship Program Overview

Program Purpose & Goals 1

Eligibility, Selection, and Matching 1Requirement & Expectations 1

Mentorship Roles & Responsibilities 2Mismatches 2Confidentiality 2

II. Tips and Tools for a Successful Phases of the Mentoring Relationship 3

Tips for Success 3First Meeting Checklist 4Building Relationships: Building Trust 4Tips for Giving (and Receiving) Feedback 5

III. Program Forms and DocumentsMentor Application 7Mentee Application 9Mentee’s Goals Worksheet 11Partnership Agreement 12Progress Toward Goals Survey 13Mentor’s Evaluation Survey 14Mentee’s Evaluation Survey 15

This handbook is adapted with permission from the CFA Society of San Francisco Mentorship Program Guidebook

Section I: Mentorship Program Overview

Overview

Program Purpose: To support the professional and career development of members by pairing mentors and mentees together for a 6 month, formal mentoring relationship. Mentoring is a unique relationship in which a more experienced professional (mentor) provides feedback, advice, counsel, and coaching in order to assist a mentee in refining and achieving professional goals.

Goals To meet the career advancement and skill development goals for IAIP

members by providing a one-on-one professional mentoring program with society mentor volunteers who have significant experience working in the finance industry

To provide an opportunity for senior members to volunteer and contribute in a direct and highly-rewarding way

To identify and develop future leaders and mentors within the IAIP community

Eligibility: Participation in the pilot phase is limited to current IAIP members. Mentors will have a minimum of 7 years of professional experience in the financial services while mentees will have no more than 5.

Selection and Matching: All potential participants will submit an application including a resume or CV which will be reviewed by the mentoring program administration team. Once eligibility is confirmed, the mentoring program administration team, which includes volunteers with several years of experience in the investment profession, will make the 10-15 best matches they can based on the information provided. Other than eligibility and the ability to make the best matches for the most participants, no other applicant characteristics will be considered regarding which applicants are selected. We recognize that some deserving mentee applicants may not be able to matched with a mentor in this pilot program.

Requirements & Expectations Both mentors and mentees will complete a written application and submit it

with their resume or CV to IAIP Once matched, mentors and mentees will jointly commit to goals and will

complete and sign a partnership agreement outlining expectations and guidelines for the mentoring relationship

Both mentors and mentees will complete an evaluation survey at the conclusion of the 6 month mentoring term and submit them to IAIP

Mentors will attend an in-person mentor training session hosted by IAIP Mentors and mentees will meet a minimum of 3 times* in-person for one-on-

one mentoring sessions Provide periodic feedback on progress to IAIP as requested

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*The meeting requirements set by the committee are the minimum requirement. More frequent meetings may take place at each pair’s discretion. The more you put into it, the more you will get out if it!

Please note: The Mentorship Program is NOT an employment placement program. Misuse of the mentor relationship may result in disqualification from participation. Mentorship Program Roles & ResponsibilitiesSuccessful mentoring means sharing responsibility for development of a structure for intentional learning. It begins with setting a contract and defining goals to create a mutual understanding of the mentoring relationship and expected outcomes.

Mentorship Program Administration Team Develop program requirements and guidelines Facilitate mentor-mentee matching Communicate periodically with participants to monitor progress Resolve problem situations Evaluate the program to determine whether to continue past the pilot phase and

how to enhance the program

Mentors Guide mentee to identify realistic, attainable goals Contribute up-to-date knowledge Serve as a “sounding board” for the mentee Be willing to share his/her own experiences Have effective skills in developing others Build on mentee’s strengths Give mentee constructive feedback Provide the Committee with completed copies of “Progress Toward Goals

Survey” and “Mentor Evaluation Survey” at the conclusion of the 6 month formal program period

Mentees Identify realistic goals and timeframes Be prepared for each meeting Communicate effectively Provide regular updates to mentor Accept constructive feedback and act on it in a timely manner Be open to trying new ideas Follow through on commitments Commit to on-going improvement Provide the Committee with a copy of the form titled “Mentee Evaluation

Survey” at the conclusion of the 6 month formal program period

Mismatch: We recognize that mismatches are possible. If you are matched but feel that the relationship cannot be a productive one, we ask that your first step be to address the issue directly with your mentor/mentee. If you are not able to resolve conflicts or misunderstandings and move forward in the relationship, please let the program administration team know. Depending on the specific circumstances, the administration team may attempt to help resolve the issues, make new matches, or release both parties from the program.

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Confidentiality: In a successful mentoring relationship, both parties must be perceived as trustworthy. A commitment to confidentiality is included in the Partnership Agreement.

Section II: Tips and Tools For a Productive Mentoring Relationship

Phases of the Mentoring Relationship

Building the Base It is important to establish a clear understanding of expectations at the start of the relationship. Focus on: Getting to know each other Completing the “Partnership Agreement” Completing the “Mentee’s Goals Worksheet” Agreeing on a meeting format Setting expectations for on-going communications

Cultivating the Relationship Each party should come well prepared to all meetings and participate fully in all communications so that the relationship can develop smoothly. Focus on: Providing feedback Executing suggested actions Reviewing progress and updating the “Mentee’s Goals Worksheet” Celebrating milestones

Redefinition As the formal program period comes to an end, reflect on what you have learned and determine how you will continue to develop your skills and career. Focus on: Determining which goals been achieved and complete the “Progress Toward

Goals Survey” Celebrating successes Identifying the lessons learned from any failures or goals that were not achieved Identifying next level goals and creating a plan to achieve those goals Determining if and how your will continue the relationship after the formal

mentoring period is concluded

Mentee Tips for SuccessMentoring partnerships are more successful when mentees are proactive in setting and communicating the pace and direction of support they believe can best help them achieve the expected outcomes.

Clarify goals and expectations Communicate agenda and goals with mentor prior to meeting Specify a single outcome you’d like to achieve in the first 90 days to help

establish the relationship

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Create a workable, realistic schedule; determine preferences on means of communication (phone, email, Skype, etc.)

Be respectful of your mentor’s time Begin each meeting with an update about the progress made on any of the

mentor’s suggestions / plan of action from prior meeting Look for opportunities to teach your mentor Be prepared to step out of your comfort zone You will get out of this what you put into it

First Meeting Checklist

Get to Know Each Other□ Share information about your professional and personal life□ Learn something new about your mentee/mentor□ Exchange contact information

Establish Guidelines and Complete the Partnership Agreement□ When/how often will we meet face to face (minimum of three times)?□ Where will we meet?□ How will we schedule meetings?□ How often will we communicate between meetings (e.g., once a month)?□ What agenda format will we use?

Consider Goals and Complete the Mentee’s Goals Worksheet□ Discuss goals for the mentoring relationship□ How will we exchange feedback?□ How will we measure success?□ Determine if there are any specific activities that might be beneficial to

explore

Confirm Next Steps□ Schedule date, time, and place of future meetings

Building Relationships Between Mentor and Mentee

Trust is a critical component of a successful mentor/mentee relationship. Trust is the key to building a relationship that encourages both the mentor and the mentee to productively share professional goals, experiences, and the challenges you meet along the way.

Here are some suggestions about building your mentor/mentee relationship:

Behaviors That Build Trust Behaviors That Destroy TrustProactive listening

Keeping commitments

Not paying attention; being distracted (i.e., checking phones, answering emails.)

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Cooperating with others

Actions reflecting what you say

Reacting in a non-judgmental manner

Being willing to admit mistakes and errors

Actively seeking different perspectives

Honestly assessing the current situation

Honoring and respecting confidentiality

Being unreliable/not dependable

Going it alone; unwilling to collaborate

Saying one thing and doing another

Being overly critical or pre-emptively judgmental

Blaming others for mistakes

Being overly protective of “turf”

Breaking confidentiality

Tips for Giving (and Receiving) Feedback

When you enter into a mentor-mentee relationship, the mentee invites honest, candid feedback from his/her mentor. Equally important is that mentees can offer valuable feedback to their mentors. This reciprocal feedback can be one of the most vital components of the relationship.

Here are some tips on giving and receiving feedback in ways that make a difference!

Effective Feedback Is offered in a timely manner Focuses on specific behaviors Acknowledges outside factors that may have contributed to the behavior Emphasizes actions and offers solutions or strategies for improvement

Effective Feedback from Mentees to Mentors Informs the mentor about how the advice received was beneficial and how it

resulted in changed behavior or solved an issue Describes how the communication style and/or actions of the mentor

contributes (or doesn’t) to a positive mentoring experience Provides suggestions for other aspects of the relationship that would be

beneficial

Effective Feedback from Mentors to Mentees Concrete observation of mentee’s strengths and assets Incisive discussion of areas of potential growth, development and

enhancement , with examples of potentially damaging behaviors or attitudes Actionable next steps to make progress (e.g., introduction to professionals

with the required skill set, helpful books and reference materials, etc.)

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Section III: Program Forms and Documents

On the following pages you will find copies of the various forms and documents you may be asked to complete. These are for reference only. When it is necessary for

you to complete the forms they will be emailed to you as individual files.

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IAIP Mentoring Program Mentor Application Date: _____________________

Please complete this application and attach a current copy of your resume/CV in order to be matched with a mentee.

Name: _______________________________________________________ Member ID#:_________________________

Email Address: _____________________________________________________________________________________

City: _______________________________ Current Employer: _______________________________________________

# of Years of Investment Industry Experience: __________________________ Other Designations?: _______________

Please rate your level of interest and rank your preference in mentoring others in the following matters:Theme 1

(least interest)2 3 4 5

(most interest)Preference(rank 1-5)

Helping individuals better understand relevant technical concepts

1 2 3 4 5

Helping individuals better understand different jobs and career paths in the investment management industry

1 2 3 4 5

Helping individuals develop interpersonal, communication, and “soft” skills that will help them succeed in their careers

1 2 3 4 5

Providing advice and guidance to an individual conducting a job search

1 2 3 4 5

Providing advice and guidance to an individual navigating workplace politics and conflicts

1 2 3 4 5

Please identify your top 3 – 5 professional strengths or areas of expertise that you believe might allow you to best support a mentee:

1) ___________________________________________________________________________________________2) ___________________________________________________________________________________________3) ___________________________________________________________________________________________4) ___________________________________________________________________________________________5) ___________________________________________________________________________________________

For the three required in-person meetings with your mentee, would you prefer to meet: (mark one): ____ Weekday ____Weekend days ____No preference/Either is fine(mark any that apply): ____Mornings ____Mid-day/Lunch ____Afternoons____Evenings

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For additional interactions with your mentee, would you prefer to connect:(mark all that apply): ____As often as needed ____Weekly ____Monthly ____ Other:________________(mark all that apply): ____In-person ____Via Video-conference (e.g. Skype) ____ Via Telephone ____Via Email

Have you previously served in a mentoring capacity either formally or informally? Or, have you previously received mentoring training? (If yes, please tell us about your experience.) ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Is there anything else you would like us to keep in mind when we match you with a mentee? (If yes, please explain.)____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Thank you for applying to serve as a mentor. Again, please attach a copy of your current resume/CV to help us match you with a mentee. Finally, please check the acknowledgement and sign your application below.

I acknowledge that by applying to serve as a mentor I am committing to being matched with a mentee and to a minimum six month engagement with the selected mentee during which we will meet a minimum of three times in

person in addition to regular interactions as agreed upon with the selected mentee. Further, I acknowledge that my primary role as a mentor is to help a mentee identify relevant career goals for him/herself and to help him/her make progress toward those goals. I understand that confidentiality is important in a mentoring relationship, and I will work with my mentee to establish our common expectations of confidentiality. Finally, if at any point the mentoring relationship becomes unproductive or otherwise compromised, I acknowledge that I will attempt to address the issue with my mentee directly first but will notify the program administration if we are unable to resolve the issue.

Signature: _______________________________________________________________ Date: ______________

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IAIP Mentoring Program Mentee Application Date:____________________________

Please complete this application and attach a current copy of your resume/CV.

Name: _______________________________________________________ Member ID#:_________________________

Email Address: ________________________________________________________City: _________________________

Current Employer: ______________________________________ # of Years in Financial Services: __________________

Below we have identified some common mentoring themes. Please rate the extent to which these are relevant to you and rank them in order of what you seek in your mentoring experience:

Theme 1(least relevant)

2 3 4 5(most relevant)

Preference(rank 1-5)

I would like to better understand technical concepts

1 2 3 4 5

I would like to better understand different jobs and career paths in the investment management industry

1 2 3 4 5

I would like to improve my interpersonal, communication, and “soft” skills that will help me succeed in my career

1 2 3 4 5

I would like advice and feedback on my job search efforts

1 2 3 4 5

I would like advice and guidance on navigating workplace politics and conflicts

1 2 3 4 5

Please attach to your application an essay (300-500 words) in response to the following questions:

How do you think about your career now and how do you think working with a mentor can help you? In other words, what specific career goals do you have that you believe mentoring can help you achieve?

Please identify 3 – 5 professional strengths or areas of expertise that you would like your mentor to have:

1) ___________________________________________________________________________________________2) ___________________________________________________________________________________________3) ___________________________________________________________________________________________4) ___________________________________________________________________________________________5) ___________________________________________________________________________________________

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For the three required in-person meetings with your mentor, would you prefer to meet:

(mark one): ____ Weekday ____Weekend days ____No preference/Either is fine

(mark any that apply): ____Mornings ____Mid-day/Lunch ____Afternoons____Evenings

For additional interactions with your mentor, would you prefer to connect:

(mark all that apply): ____In-person ____Via video-conference (e.g. Skype) ____ Via telephone ____ Via email

Is there anything else you would like us to know when we attempt to match you with a mentor? (If yes, please explain.)

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Thank you for applying. Remember, please attach a copy of your current resume/CV and your essay to help us match you with a mentor. Finally, please check the acknowledgement and sign your application below.

I acknowledge that if I am matched with a mentor I am committing to a minimum six month engagement with the selected mentor during which we will meet a minimum of three times in person in addition to regular interactions as agreed to with my mentor. I acknowledge that I will be primarily responsible for arranging the logistical details of our meetings and planning the agendas for our meetings. I acknowledge that while my mentor may provide advice and guidance related to job searches, he/she is not expected to place me in a job or conduct any portion of a job search on my behalf. I acknowledge that if I am matched with a mentor, I am committing to identifying career goals and to being open to my mentor’s advice and feedback in order to make progress toward my stated goals. I understand that confidentiality is important in a mentoring relationship and I will work with my mentor to establish our common expectations of confidentiality. Finally, if at any point the mentoring relationship becomes unproductive or otherwise compromised, I acknowledge that I will attempt to address the issue with my mentor directly first but will notify the program administration if we are unable to resolve the issue.

Signature: _______________________________________________________________ Date: ______________

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IAIP Mentoring Program: Mentee’s Goals Worksheet Mentee’s Name _______________________________________________________

Please use this worksheet to identify career goals for the mentee that you will work toward together during this mentoring relationship. Please be as specific as possible in completing this worksheet. We recommend a minimum of two and no more than three goals total.

(Mentors and mentees should complete the “Goals?” and “How will you measure progress?” sections of this worksheet together either during or shortly following an introductory meeting and should revisit the worksheet to track progress throughout the mentoring term.)

# Goals? How will you measure progress? What progress have you made?1

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_______________________________________________________________ _____________________________________________________________Mentor Mentor

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IAIP Mentoring Program Partnership Agreement

We have agreed on the following goals as the focus of this mentoring relationship: (review Mentee Goals Worksheet)

1) ___________________________________________________________________________________________

2) ___________________________________________________________________________________________

3) ___________________________________________________________________________________________

In order to ensure that our relationship is a mutually rewarding and satisfying experience, we agree to:

Meet regularly. We agree that our approximate schedule for required meetings (3) and additional, supporting interactions, is as follows: __________________________________________________________________________________________________

__________________________________________________________________________________________________

Maintain confidentiality. We agree that confidentiality as it pertains to our mentoring relationship means:__________________________________________________________________________________________________

__________________________________________________________________________________________________ Honor ground rules we have developed for the relationship. Here are some examples of ground rules you may consider:

mentee is responsible for arranging the meetings and setting the agendas for meeting introductions to networking contacts may be offered but should not be asked for meetings should take place in professional settings

We agree to the following ground rules: _________________________________________________________________

__________________________________________________________________________________________________

__________________________________________________________________________________________________

__________________________________________________________________________________________________

__________________________________________________________________________________________________

Listen and provide thoughtful feedback to each other. We agree to be fully present and attentive during our interactions and to remain open to advice, feedback, and suggestions. We agree to meet regularly (a minimum of three times) until we accomplish our predefined goals or for a maximum of six months. During our final meeting, we will review the Mentee Goals Worksheet and together will complete the Progress Toward Goals Survey. Once we have agreed on our responses to that survey, we will consider the formal mentoring relationship to be concluded. In the event that one of us believes the relationship is no longer productive or is otherwise compromised, we will first attempt to identify and address the conflict directly and respectfully with each other. Should that effort prove unsuccessful, we may decide to ask the program administration to release us from the program.

Mentor Date Mentee Date

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IAIP Mentoring Program: Progress Toward Goals Survey Mentee’s Name _______________________________________________

Please review the career goals you agreed to work toward together during this mentoring relationship and respond to the questions below.

(Mentors and mentees should complete this together during their final program meeting.)

Question Yes or No Please ExplainDid you make progress toward the goals you established at the start of the program?

Did you modify your goals since the start of the program?

Are you satisfied with the progress you have made toward your goals?

Have you created goals for the mentee to work on once the mentoring relationship formally ends?

Were there any additional positive or negative outcomes that resulted from working together toward the mentee’s career goals?

_______________________________________________________________ _____________________________________________________________

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Mentee Mentor

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IAIP Mentoring Program: Program Evaluation Survey for Mentors Date: _____________

Name: __________________________________ Your Mentee’s Name: ________________________________

How many in-person meetings did you have with your mentee? _____________________________________________

Please estimate the average number of hours you spent monthly on your mentoring efforts: _____________________

Statement Rate from 1 (least) to 5 (most) the extent to which you agree with each

statement

Explain

My mentee and I were well matched. 1 2 3 4 5

I am pleased with the progress my mentee and I made during the

program.1 2 3 4 5

I was able to develop my own coaching and communication skills

by serving as a mentor.1 2 3 4 5

I found serving as a mentor to be a rewarding experience. 1 2 3 4 5

I feel more connected to IAIP and/or the local investment community as a

result of serving as a mentor.1 2 3 4 5

I was adequately supported as a mentor by the program structure

and administration.1 2 3 4 5

I would recommend the mentoring program to other IAIP members. 1 2 3 4 5

I am interested in serving as a mentor again. 1 2 3 4 5

What resources did you find most useful?

What could be improved about the program?

Is there anything else you would like us to know?

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IAIP Mentoring Program: Program Evaluation Survey for Mentees Date: ______________

Name: __________________________________ Your Mentor’s Name: ________________________________

How many in-person meetings did you have with your mentor? _____________________________________________

How and how often did you interact with your mentor in addition to your in-person meetings?

(Mark all that apply): _____ Via video conference _____ Via telephone _____ Via email

(Mark the most accurate option): ___ ≥ Weekly ___ 2-3 times/month ___ Monthly ___ Occasionally ___Not at all

Please estimate the average number of hours you spent monthly on your mentoring efforts: _____________________

Statement Rate from 1 (least) to 5 (most) the extent to which you agree with each

statement

Explain

My mentor and I were well matched. 1 2 3 4 5

Participating in the mentoring program will have a positive impact

on my career.1 2 3 4 5

My mentor provided me with useful feedback and guidance during the

program.1 2 3 4 5

My mentor was responsive and available to me when I needed

him/her.1 2 3 4 5

I feel more connected to IAIP and/or the local investment community. 1 2 3 4 5

I was adequately supported as a mentee by the program structure

and administration.1 2 3 4 5

I would recommend the mentoring program to other IAIP members. 1 2 3 4 5

I would recommend my mentor to other IAIP members. 1 2 3 4 5

What could be improved about the program?

Is there anything else you would like us to know?

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