AWLG Mentoring Resource Guide

AWLG Vision Recognize, Develop and Enable Womens Potential at Agrium

Program Orientation November/December 2012

How can I use this guide to navigate my mentoring relationship?

Purpose:
Provides you with critical, easy-to use information to help get the most out of your mentoring relationship

Audience:
AWLG mentors and protgs

How to Use:
Supplement the tools in each of four key mentoring stages with your own initiative for a successful relationship

Understand the Value

Build the Relationship

Maintain the Relationship

Check-In

Understand

Build

Maintain

Check-In

-1-

Whats in Store?
1. Understand the Value Results of 2011 Pilot Program ------------------------------------------------------------------------------------------------------------------Benefits of mentoring ......................................................................................................................................................

4 5 6

What mentoring is... and is NOT ......................................................................................................................................... 2. Build the Relationship (In Person or Virtual) Roadmap for mentoring success ...................................................................................................................................... What are my commitments ............................................................................................................................................ Virtual Mentoring Tips -----------------------------------------------------------------------------------------------------------------------------Building rapport and trust ............................................................................................................................................. ...........................................................................................................................

8 9 10 11 12

Define your goals for the relationship 3. Maintain the Relationship Build an action plan

......................................................................................................................................................... ............................................................................................................................

14 15-16

Success factors to enhance mentoring 4. Checking in on the Relationship

Relationship check-in ......................................................................................................................................................... 5. Mentoring Toolkit Build the Relationship Roadmap for mentoring success ........................................................................................................................... Building the relationship ......................................................................................................................................... Goal Setting Tool...................................................................................................................................................... Maintaining the Relationship Action Planning Tool................................................................................................................................................ Checking In Check-in Guidelines ................................................................................................................................................
Understand Build Maintain Check-In

19

22 23 24

25

26

-2-

Understand the Value

Build the Relationship

Maintain the Relationship

CheckIn

Understand

Build

Maintain

Check-In

Pilot Program Objectives and Conclusions

Short-Term Objective of Mentorship Program: (April 2011 May 2012) 1) Support the success of women to enhance, elevate and excel in their careers at Agrium 2) Achieve the identified mentoring needs by the end of 12 months 3) Planned for 12 pairs for the pilot. Due to high response, started with 23 pairs. 16 pairs finished the pilot program

5 Stages of the Pilot

2. Application process 1. Program parameters and infrastructure design

3. Matching Process

4. Enable mentors, enable mentees. Followed by combined launch

5. Evaluate scale and scope of pilot and continue

We surveyed Mentors, Protgs and Protgs Leaders from April 30 to May 18, 2012.

Conclusions: o Overall the program was very successful. o Both Protgs and Mentors gained personal and professional benefits from the program. o Protgs achieved their identified goals by the end of 12 months. o Feedback indicates that both Mentors and Protgs felt the program supported their efforts to enhance, elevate and excel in their careers at Agrium.
Understand Build Maintain Check-In

-4-

What benefits does mentoring bring?

An effective mentoring relationship benefits the mentor, protg and the organization though shared knowledge, expanded networks, and enhanced performance. Mentor Help develop a professionals career Participate in two-way learning exchanges Be a role model Opportunity to further leverage your leadership skills Support the development of Agriums talent pipeline Benefit from reverse mentoring Protg Support personal growth and development Receive feedback in key areas such as: Interpersonal relationships, influence, change management and leadership skills (Agrium Leadership Competency Model) Practice skills and discuss strategies Networking opportunities Enhanced job satisfaction Organization Build bench strength and leadership Better leverage ~50% of N. American population (women) Support our culture of development Drive employee engagement and retention Increase cross-organizational communication Strengthen employment brand Address higher attrition of Agrium women in professional positions Under-representation of women at Agrium: 17% of our population Ripple-effect of learnings: Protgs become mentors
-5-

Understand

Build

Maintain

Check-In

What mentoring is... and is NOT

Mentoring is Development tool program to grow knowledge, networks and careers for both mentors and protgs Knowledge sharing opportunity improves cross-functional knowledge Enhances organization culture helps employees better understand the organizations culture and operations Learning and development Supports the Feedback portion of Agriums Learning and Development Model (70% Experience; 20%
Feedback; 10% Education)

is NOT Guarantee of a promotion provides no assurance of promotions or compensation Management replacement the mentor does not take on the responsibilities of the protgs manager Employee Assistance Program Counselling for personal issues is not the focus Formal development replacement Mentoring does not replace formal training and development An elite' program all tools are available to anyone at Agrium

Understand

Build

Maintain

Check-In

-6-

Understand the Value

Build the Relationship

Maintain the Relationship

Checking In

Understand

Build

Maintain

Check-In

The Relationship Roadmap

The AWLG mentoring relationship is 18 months. To ensure that an effective relationship forms, certain actions must be taken early and continue throughout. Whether the relationship exists in the same building or across a distance doesnt matter. The tool below outlines key actions.
What do I need to do?
Organizing: Logistics Schedule minimum once a month Dialogues Discuss potential constraints (vi rtua l , s chedul es , tra vel ) Action Planning and Goals Pre-Work - Think through your goals using the Goal Setting Tool First Dialogue Share and develop goals for the relationship using the Goal Setting Tool Develop goals into actions Determine success measures Monthly Dialogue Discuss commitments for next Dialogue Review progress on action plans using the Action Planning Tool Discuss items of interest, current challenges, recent successes Maintaining a Good Relationship Together determine any 'ground rules' (openness, scheduling, pre-work) Clarify roles and responsibilities Build the relationship and rapport Quarterly Check-in on the relationship Review success factors

Tools to help us
Goal Setting Tool (10 mins)

Action Planning Tool

(10 mins)

Roles & Responsibilities (Reference) Building Relationship (Reference)

Checking-In Tool

Understand

Build

Maintain

Check-In

-8-

What are my commitments?

Protgs are active learners in this relationship, and take the lead role to ensuring success. Trust is key. Protgs and mentors must be open in sharing goals, successes, learning from mistakes, and exchanging feedback and advice. Roles and Responsibilities - During company time Protg
Maintain strict confidentiality building trust is key Take the lead in the mentoring relationship Articulate your goals for the mentoring relationship Prepare for monthly dialogues; efficiently use time Be open to new ideas and expand your comfort zone Be receptive to feedback and share your learnings Value the mentors time, expertise and experience Encourage an open and honest relationship through candid feedback exchange Request specific feedback Be real in conversations; nothing is too small to discuss Share preferred feedback style Consider it ok to constructively challenge in conversations Take lead in making AWLG relationship successful Support fellow protgs Ensure a monthly dialogue happens even when virtual Ensure your manager is aware of mentoring relationship Spend 1 hr/month minimum with your mentor Share career development plan with your mentor

Mentor
Maintain strict confidentiality - building trust is key Through a strong mentoring relationship, support Protgs growth and development Share resources, networks and create introductions Prepare for monthly Dialogues Provide insights to encourage the Protg to expand her comfort zone Encourage and provide open and honest relationship through candid feedback Champion the benefits of mentorship with colleagues Be real in your conversations Provide specific feedback Ensure availability for monthly Dialogues Have a positive attitude Work to understand protgs SBU and role Customize the relationship as per protg needs Reach out to other mentors with questions/ feedback Spend 1 Hr/month minimum with your protg

Understand

Build

Maintain

Check-In

-9-

Virtual Mentoring Tips

These tools can be used for mentoring relationships over a distance or even in the same building if you dont have time to meet face to face. Respondents in our 2011 Pilot Program indicated that a virtual mentoring relationship can be challenging , but if given the time to meet face to face at the start then the virtual relationship will work.

Cultivate Trust Quickly

(Face to Face,Virtual Conferences/Telepresence, Skype Establish Ground Rules Get to Know Each Other as Individuals Respect Communication Preferences Build in Some Time for Spontaneity Talk About Mentoring Across Cultures Nationality, SBUs Fulfill Your Commitments Make Use of Written Communication

Understand

Build

Maintain

Check-In

- 10 -

Build rapport and trust

Trust is critical for a strong relationship. Understanding the personal and professional background of your partner helps build trust. As protgs and mentors, consider the questions below to build rapport and trust with your partner. What are some highlights of your educational and professional background? What is your current role and how long have you been with the organization? What prompted you to choose the field you are in? What successes have you had in your career? What led to these successes? What are your short-term career goals? Long-term? What decisions are easiest for you to make, and which ones are the most difficult? Why? What are some of your interests outside of work? What are you passionate about? What is your most important role in life? What is one thing about you that is important for people to know? What do you think are your greatest strengths you bring to this relationship? Is there anything else youd like to share about your personal or professional background?

Understand

Build

Maintain

Check-In

- 11 -

Developing your goals for the relationship

Use this tool to help you define 2-3 goals for the mentoring relationship. Protgs are encouraged to complete the Goal Setting Tool as preparation for the first Dialogue. This serves to focus the discussion assists in future Dialogues.

Goal Setting Tool

Questions for the Protg to Consider
Where do you hope to be in 5 Years? A. What strengths will help you get there? B. What are areas of development you d like to focus on to achieve your goal? What do you hope to gain from this relationship? What role do you expect your mentor to play? What will be the most important measures of success?

Protg Responses:

Top Goals 1. 2. E.g.: Voice my perspective in business meetings _________________________ _________________________ ______________________ _________________________ _________________________ ______________________

Action Planning Tool

3.

Understand

Build

Maintain

Check-In

- 12 -

Understand the Value

Build the Relationship

Maintain the Relationship

Checking In

Understand

Build

Maintain

Check-In

Building an Action Plan

Protgs help ensure success by creating an action plan in the first or second Dialogue, to achieve the top goals identified in the Goal Setting Tool. Addressing this in each Dialogue helps ensure mentoring progress.
Mentoring Goal # 1: To become more comfortable voicing my perspective in business meetings How will I achieve the goals Protg Actions Mentor Actions Supporting Networks Actions
(Role of manager, peers)

Example only
Potential obstacles and solutions Obstacle: Time to prepare Solution: will schedule 15 prior to meeting for prework Obstacle: Alice may not be present in the meeting Solution: Observe another who does well Target Completion Date First meeting to try this on: April 19th then ongoing Next team meeting: May

Strategy #1: Be prepared for meetings

Complete any pre-work or research before the meeting starts Alice does this well: Observe her responses in meetings

Guidance on timing of speaking up

Feedback from manager/peers after a few months Not yet

Strategy #2: Select a peer to observe while in meeting(who does this well)

Guidance on learning from others and ensuring it fits with your own personality

Mentoring Goal # 2: How will I achieve the goals Protg Actions Mentor Actions Supporting Networks Actions Potential obstacles and solutions Target Completion Date

Strategy #1: Strategy #2: Mentoring Goal # 3: How will I achieve the goals Protg Actions Mentor Actions Supporting Networks Actions Potential obstacles and solutions Target Completion Date

Strategy #1: Strategy #2:

Understand

Build

Maintain

Check-In

- 14 -

Ideas for Protgs to enhance the mentoring relationship

Keep these in mind and revisit as you build the relationship. Protg Success Factors 1. 2. 3. 4. 5. 6. 7. 8. If your mentor reschedules a Dialogue, proactively find out if there are certain times that work better Plan for monthly Dialogue: Create an agenda, bring your completed Action Planning Tool, summarize last discussion Set next steps at the end of each discussion and clarify commitments If completing action items poses a challenge, discuss why Use the tools in this toolkit to guide your progress Share difficult situations openly and get the best guidance Tell your career story in detail: How did you start your career? What changes did you make along the way? Include some high and low points Meet for lunch if possible

Other Suggestions!
Understand Build Maintain Check-In

- 15 -

Ideas for Mentors to enhance the relationship

Keep these in mind and revisit as you build the relationship. Mentor Success Factors 1. 2. 3. 4. 5. 6. 7. 8. 9. Tell your career story in detail: How did you start your career? What changes did you make along the way? Include some high and low points Occasionally call your protg to check in Whenever possible, introduce protg to other colleagues Observe her while she presents to a group Share a difficult decision you made recently and what you considered when making the decision. What would you have done differently ? Explain the unwritten rules you have learned and experienced about being successful Discuss articles/books/experiences that impacted your personal or professional life Invite your protg to observe you in a meeting Link up with other mentoring pairs for lunch

Other Suggestions!
Understand Build Maintain Check-In

-16-

Understand the Value

Build the Relationship

Maintain the Relationship

Checking In

Understand

Build

Maintain

Check-In

Checking-in on the relationship

Candid conversations help ensure the relationship remains beneficial to both mentors and protgs. The questions below can be used to facilitate a check-in conversation. Consider checking-in quarterly to ensure success. Are we meeting with the appropriate frequency and for the right length of time? Do we often have to reschedule, if so, why? Are we following-up on our action items coming out of each Dialogue? If not, what can we do differently? What skills are we building as a result of our monthly dialogues? Are we achieving the identified mentoring goals from the Action Planning Tool? What do you enjoy the most in the mentoring relationship? What would you like to improve? What are your learnings from this relationship? What other actions can be taken to improve the relationship?

AWLG Analyst Role In addition to doing your own check-in conversations we will be asking you to fill in an online survey at the 6 month, 12 month, and 18 month points. This survey will be emailed to all participants, with answers being anonymous. This will help us track the relationship as well as make any improvements to the process for this and future AWLG mentoring programs.
Understand Build Maintain Check-In

-18-

What do I do after the orientation session?

Protg Mentor

1. Have your first meeting with your mentor before December 31, 2012. 2. Virtual Pairs: determine if face to face is possible & establish ground rules 3. Schedule next 6 monthly Dialogues with Mentor 4. Ensure your leader is aware you are starting the mentoring relationship your leader can be a partner in your growth 5. Review Goal Setting Tool and determine areas of focus 6. Send Goal Setting Tool to your mentor

1. Have your first meeting with your mentor before December 31, 2012. 2. Virtual Pairs: determine if face to face is possible & establish ground rules 3. Let protg know if certain times of the month are better 4. Review completed Goal Setting Tool sent to you by your Protg

Understand

Build

Maintain

Check-In

-19-

Great Mentoring Relationships

Protg

Mentor

Success Stories Dr. Watson - gained insight from Holmes and his ability to make logical deductions based on limited evidence Open Discussion Your experiences as a Protg

Success Stories Sherlock Holmes used Watson as a source of inspiration and ideas Open Discussion Your experiences as a Mentor

Understand

Build

Maintain

Check-In

-20-

Mentoring Toolkit

Understand

Build

Maintain

Check-In

The Relationship Roadmap

The AWLG mentoring relationship is 12 months. To ensure that an effective relationship forms, certain actions must be taken early and continue throughout. The tool below outlines key actions.
What do I need to do?
Organizing: Logistics Schedule minimum once a month Dialogues Discuss potential constraints (vi rtua l , s chedul es , tra vel ) Action Planning and Goals Pre-Work - Think through your goals using the Goal Setting Tool First Dialogue Share and develop goals for the relationship using the Goal Setting Tool Develop goals into actions Determine success measures Monthly Dialogue Discuss commitments for next Dialogue Review progress on action plans using the Action Planning Tool Discuss items of interest, current challenges, recent successes Maintaining a Good Relationship Together determine any 'ground rules' (openness, scheduling, pre-work) Clarify roles and responsibilities Build the relationship and rapport Quarterly Check-in on the relationship Review success factors

Tools to help us
Goal Setting Tool (10 mins)

Action Planning Tool

(10 mins)

Roles & Responsibilities (Reference) Building Relationship (Reference)

Checking-In Tool

Understand

Build

Maintain

Check-In

- 22 -

Building the Relationship

As Protgs and mentors , consider the questions below to begin building trust and rapport Use during first or second Dialogue What are some highlights of your educational and professional background? What is your current role and how long have you been with the organization? What prompted you to choose the field you are in? What successes have you had in your career? What led to these successes? What are your short-term career goals? Long-term? What decisions are easiest for you to make, and which ones are the most difficult? Why? What are some of your interests outside of work? What are you passionate about? What is your most important role in life? What is one thing about you that is important for people to know? What do you think are your greatest strengths you bring to this relationship? Is there anything else youd like to share about your personal or professional background?

Understand

Build

Maintain

Check-In

-23-

Goal Setting Tool

Protgs can take this tool to the first or second Dialogue and discuss responses with your Mentor Use again if you need to revisit the goals of the partnership
Questions for the Protg to Consider
Where do you hope to be in 5 Years? A) What strengths will help you get there? B) What are some areas of development you would like to focus on? What do you hope to gain from this relationship? What role do you expect your mentor to play? What will be some measures of success?

Protg Responses:

Using the above; these are my top goals to achieve in my mentoring relationship
1. 2. 3.

The Action Planning Tool will help achieve these identified goals
Understand Build Maintain Check-In

-24-

Action Planning Tool

Protgs bring the Action Planning Tool to monthly Dialogues Work on the top goals identified in the Goal Setting Tool Review and revise strategies as you progress through your goals
Mentoring Goal # 1: How will I achieve the goal Protg Actions Mentor Actions Supporting Networks Actions
(Role of manager, Peers)

Potential obstacles and solutions

Target Completion Date

Strategy #1: Strategy #2: Mentoring Goal # 2: How will I achieve the goal Protg Actions Mentor Actions Supporting Networks Actions Potential obstacles and solutions Target Completion Date

Strategy #1: Strategy #2: Mentoring Goal # 3: How will I achieve the goal Protg Actions Mentor Actions Supporting Networks Actions Potential obstacles and solutions Target Completion Date

Strategy #1: Strategy #2:

Understand

Build

Maintain

Check-In

-25-

Checking-In Tool
The questions below can be used to facilitate a check-in conversation Check-in quarterly with your partner to ensure success

Are we meeting with the appropriate frequency and for the right length of time? Do we often have to reschedule, if so, why? Are we following-up on our action items coming out of each Dialogue? If not, what can we do differently? What skills are we building as a result of our monthly dialogues? Are we achieving the identified mentoring goals from the Action Planning Tool? What do you enjoy the most in the mentoring relationship? What would you like to improve? What are your learnings from this relationship? What other actions can be taken to improve the relationship?

Understand

Build

Maintain

Check-In

-26-