Mentoring ProgramGuidebook

2014/Pilot

Indian Association of Investment Professionals

Mentoring 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 willshape 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

Page

  1. Mentorship Program Overview

Program Purpose & Goals1

Eligibility, Selection, and Matching1

Requirement & Expectations1

Mentorship Roles & Responsibilities2

Mismatches2

Confidentiality2

  1. Tips and Tools for a Successful

Phases of the Mentoring Relationship3

Tips for Success3

First Meeting Checklist4

Building Relationships: Building Trust4

Tips for Giving (and Receiving) Feedback5

  1. Program Forms and Documents

Mentor Application7

Mentee Application9

Mentee’s Goals Worksheet11

Partnership Agreement12

Progress Toward Goals Survey13

Mentor’s Evaluation Survey14

Mentee’s Evaluation Survey15

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Section I: Mentorship Program Overview

Overview

Program Purpose: To support the professionaland 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 notbe able to matchedwith a mentor in this pilot program.

Requirements & Expectations

  • Both mentors and menteeswill 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

*The meeting requirements set by the committee arethe minimumrequirement.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 Responsibilities

Successful 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.

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 Success

Mentoring 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
  • 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 Trust
Proactive listening
Keeping commitments
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 / Not paying attention; being distracted (i.e., checking phones, answering emails.)
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-menteerelationship, the menteeinvites honest, candid feedback from his/her mentor. Equally important is that menteescan 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’sstrengths 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.)

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 ApplicationDate: ______

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

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 uponwith 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 ApplicationDate:______

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)______

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.