Deanna Lynn Cole, CVA CEO - Founder

!

Introducing a

Volunteer

Mentoring

Program - Part 1 -

VolunteerMatch.org Webinar 18NOV2014

© 2014

What we will cover

• How a volunteer mentor program can impact a volunteer

engagement program.

• The benefits of mentoring to volunteers and the organization.

• How to structure a mentoring program.

• Best practices for introducing a volunteer mentoring program

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Characteristics of a mentor

• Role Model

• Teacher

• Companion

• Support

• Resource

• Empowerer

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Impact

• Experience. Retention, advocate

• Builds morale & enhances image

• Less turn over rates; Cost savings

• Growth/expand; synergy, skill force-multiplier

• Awareness & recognition

• Future legacy

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Benefits

• Attracting talent

• Developing talent

• Supporting diversity initiatives

• Succession planning initiatives

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Structure

• Design - Focus, matching process, training, guidelines,

accountability

• Matching competencies in areas of:

- Learning vs teaching, roles, personality types,

expectations

• Training - What it is & is not, obstacles & bridges, cycle

• Support

Formal vs. informal

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Mentor Top 10 Mentoree1. Facilitate

2. Be yourself

3. Consistency

4. Be honest, don’t fake it

5. Empower, don’t solve

6. Share responsibility

7. Believe in your value

8. Mentor, not coach

9. Know limits

10.Listen more

1. Do your own work

2. Be yourself

3. Commitment

4. Be there, engage

5. Realistic expectations

6. Share responsibility

7. Give back

8. Be receptive; listen

9. Assumption check

10. Pay it forward

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Objectives of a mentoring program

• Retention, engagement, empower - Support and reward high performance

• Succession Planning - Creation of talent pool

• Development of professional relationships • Create culture of continuous learning

- Individual development - Knowledge transfer

• Career growth and development: - Cultivate individual career planning ownership

• Mentor to gain better perspective of individual / organizational issues

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When it isn’t working

• Structure/Design flaw

• Mis-match/fit between mentor & mentoree

• Lack of trust/commitment • Pre-existing disappointment by earlier experiences

• Some volunteers may avoid or quit

• The mentor may feel burdened by the relationship

• Communication barriers, technology, verbal/non verbal

• Leadership distancing, non-supportive

• Poor training

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Today’s take-a-ways

✓ Remember information is key ๏ Identify formal/informal needs ๏ Strategic plan, survey, train internal/outsourced !

✓ Prepare for ‘road blocks & bridges’ ๏ Identify key issues, goals, resources, or things to highlight ๏ Create mentor agreement plan; outline, goals, mission, outcomes !

✓ Invite volunteers to participate ๏ Think tank, training, evaluation & feedback ๏ Ask, review feedback/Eval (or begin feedback/Eval process)

! !!!!!!!!!!!!!Deanna Lynn Cole, CVACEO - Founder

@iVolunteerU iVolunteerUNIVERSITY@gmail.com

www.facebook.com/iVolunteerUNIVERSITY 913.777.4488

SAMPLE FORMS Deanna Lynn Cole iVolunteer UNIVERSITY.com 18NOV14!VOLUNTEER MENTOR/MENTEE AGREEMENT

!The following agreement is intended to provide a starting framework for the partnership. Either party should understand that they may withdraw from the relationship at any time by contacting __________________ at ______________.!DATE _____________ Supervisor ______________________________________ !!Mentor/Contact _____________________________________________________ !Mentee/Contact _____________________________________________________ !MENTEE GOALS !The mentee should establish with the mentor at least three professional development or personal growth goals. Goals should be SMART: specific, measurable, attainable, rel-evant and have a time frame. !GOAL # 1 ____________________________________ DATE __________________ ! STRATEGIES _____________________________________________________ ! HOW MENTOR CAN BEST ASSIST ______________________________________ ! CORRELATION TO ORG MISSION ______________________________________ !GOAL # 2 ____________________________________ DATE __________________ ! STRATEGIES _____________________________________________________ ! HOW MENTOR CAN BEST ASSIST ______________________________________ ! CORRELATION TO ORG MISSION ______________________________________ !GOAL # 3 ____________________________________ DATE __________________ ! STRATEGIES _____________________________________________________ ! HOW MENTOR CAN BEST ASSIST ______________________________________ ! CORRELATION TO ORG MISSION ______________________________________

SAMPLE FORMS Deanna Lynn Cole iVolunteer UNIVERSITY.com 18NOV14!COMMUNICATION PLAN !Communication will happen: Weekly Bi-weekly Monthly ______ ! SUN MON TUE WED THU FRI SAT SUN at: _____ AM/PM !Suitable forms of additional communication. (circle all that apply) ! Phone Home / Cell Texts Messaging ! Emails Facebook Messages ! Skype Google Hangout ! On-site meeting Off-site meeting !Primary form of communication will be: ________________________ !Are there specific days or hours that you will not be available? ! Mentor: Mentee: !What time is too late to call? ! Mentor: Mentee: !We will respond to each other’s communication within: _____ Hour(s) _____ Day(s) !!CONTACT AGREEMENT !The duration of the formal mentoring program is (XX) days/months. Mentors are encour-aged to continue the relationship on a voluntary basis. Contacts with mentee may be in person or via (X). Mentee/mentor should allow enough time during a contact for discussion of goals, as well as questions from the mentee concerning their professional and/or per-sonal development. !Mentee and Mentor agree to meet at least once a month for twelve (12) months, provide the Volunteer Manager/Supervisor with written feedback after each contact, and to provide a final evaluation of the relationship at the end of the formal program. !!!_________________________________ ____________________________ Mentee Signature and Date Mentor Signature and Date

SAMPLE FORMS Deanna Lynn Cole iVolunteer UNIVERSITY.com 18NOV14!MENTEE FINAL EVALUATION

!Mentee _____________________________________________________ !Mentor _____________________________________________________ !Mentor Title ________________________ Phone ______________________ !!Number of Mentee Contacts with Mentor. List types of Contacts (ie in person, phone, messaging, email, etc). !Date _________ Type ____________________________________________ !Date _________ Type ____________________________________________ !Date _________ Type ____________________________________________ !Date _________ Type ____________________________________________ !Date _________ Type ____________________________________________ !Date _________ Type ____________________________________________ !!Overall, how would you rate the mentoring experience? !

5 – Excellent 4- Good 3 – Satisfactory 2- Fair 1- Poor !Comments ______________________________________________________ !________________________________________________________________ !________________________________________________________________ !________________________________________________________________ !________________________________________________________________ !________________________________________________________________ !________________________________________________________________ !________________________________________________________________ !________________________________________________________________ !!

SAMPLE FORMS Deanna Lynn Cole iVolunteer UNIVERSITY.com 18NOV14!Rate the following statements on the scale of 1 - 5. !

5 - Strongly agree 4 - Agree 3 - Disagree 2 - Strongly Disagree 1 - Don’t Know !I feel that I have reached all or some of my goals for personal growth. ____ !I feel better about my potential for career and personal growth since completing training and the mentoring program. ____ !I feel more self-confident since completing the mentoring program. ____ !My mentor played an important part in my growth and development. ____ !I plan to continue my training and education. ____ !I plan to continue to work on reaching current and future career goals. ____ !I feel the training I received had a positive effect on my career success. ____ !I would recommend this program to others. ____ !My mentor and I plan to continue our relationship. Yes No Don’t Know !I would like to serve as mentor in the future. Yes No Don’t Know !!!__________________________________________________________ !Mentee Signature and Date

SAMPLE FORMS Deanna Lynn Cole iVolunteer UNIVERSITY.com 18NOV14!MENTOR FINAL EVALUATION

!!Mentor _____________________________________________________ !Mentor Title ________________________ Phone ______________________ !Mentee _____________________________________________________

Number of Mentor Contacts with Mentee. List types of Contacts (ie in person, phone, messaging, email, etc). !Date _________ Type ____________________________________________ !Date _________ Type ____________________________________________ !Date _________ Type ____________________________________________ !Date _________ Type ____________________________________________ !Date _________ Type ____________________________________________ !Date _________ Type ____________________________________________ !!Overall, how would you rate the mentoring experience? !

5 – Excellent 4- Good 3 – Satisfactory 2- Fair 1- Poor !Comments ______________________________________________________ !________________________________________________________________ !________________________________________________________________ !________________________________________________________________ !________________________________________________________________ !________________________________________________________________ !________________________________________________________________

SAMPLE FORMS Deanna Lynn Cole iVolunteer UNIVERSITY.com 18NOV14!Rate the following statements on the scale of 1 - 5. !

5 - Strongly agree 4 - Agree 3 - Disagree 2 - Strongly Disagree 1 - Don’t Know !I feel that the mentee reached all or some of his/her goals for personal growth. ____

I feel better about his/her potential for professional growth since completing the training and mentoring program. ____

I see in the mentee a greater self-confidence since we began the mentoring relationship. ____

I feel I played an important part in the career and personal development of the mentee. ____

I think the mentee will have success within volunteer program. ____ !I feel that I have gained from the mentoring relationship. ____ !I would encourage others to serve as mentors. ____

I would like to mentor others in the future. ____

I found the mentor role to be too demanding. ____

My mentee and I plan to continue our relationship. Yes No Don’t Know !!!!______________________________________________________ Mentor Signature and Date !!

SAMPLE FORMS Deanna Lynn Cole iVolunteer UNIVERSITY.com 18NOV14!!!!!Feedback Planner

!

Jerome, P.J. (1999) Coaching through Effective Feedback.

1. Describe Current Behaviors 4. Identify Alternative Behaviors

!Describe current behaviors that you want to reinforce (praise) or redirect (criticism) to improve a situation

!• Actually said or did—not per-

sonal traits or habits.

• Be specific, timely, sensitive

!Identify alternative behaviors and actions

!• Encouraging

• Offer suggestions

• Positive

2. Identify Situations 3. Describe Impact & Consequences

!Identify the specific situations where you observed the behaviors

!• Factual

• Give examples

!Describe impact and consequences of the current behaviors

!• Precise

• Objective

• Supportive