Day 2: (Afternoon) How to develop a Mentoring Plan

CHECKLIST: PREPARING A MENTORING MEETING				Check √
Formal meeting	Prepare participant Follow the Agenda Track time Take notes Conclude
Pre-arrange	Date – Time – Place – Agenda – Chairperson
Informal meeting Casual meeting	Can have: Date – Time – Place – Agenda Interaction or discussion
	It’s a meeting in minutes Relaxed and informal setting Communicate freely and build relations
Reason for Meeting	Meet and building relationship Connect, Support, Guide and Assist Seeking information Providing information Providing a vision Sharing thoughts and ideas Setting goals and objectives Brainstorming ideas Solve problems		Making decisions Topics need discussion Progress discussion Giving feedback To encourage interaction Boosting team spirit To bond or to Motivate Estimations or Financial
Questions	§ What are your goals for the meeting? § Which topics are relevant for? § What might be the other person’s expectations? § What outcome do you expect § What are your and the mentee’s goals? § How much time do you have? § How can you determine the outcome?
Notes




Something to drink, a slice of cake or a bowl of fruit
Note:
Mentor and Mentee		MENTORING AGREEMENT

PURPOSE

This mentorship agreement was created to ensure that the mentor and mentee build a relationship whereby the focus is on the needs of the mentee in relation to areas of development that ensure growth in the mentee. A mutual understanding of expectations is necessary from the beginning of their relationship. This contract displays a series of goals and development areas that the mentee must meet in a given period of time, which must be evaluated, feedback given to the mentee in order to ensure progress and growth in the mentee.

This contract secures the relationship with:

Nurturing the relationship
Establishing communication expectations
Outlining skill areas that need to be improved or developed on
Identifying goals, objectives and development areas as growth opportunities.

As a mentee, I agree to do the following:

Meet regularly with my mentor and maintain frequent communication.
Look for multiple opportunities and experiences to enhance my learning.
Review my progress and adjust my contract as I work towards my identified goals.
Maintain confidentiality of our relationship.

As a mentor, I agree to do the following:

Serve as a mentor by providing guidance, assistance, and encouragement.
Provide feedback regarding their mentorship contract, progress, and experiences.
Meet in person or communicate regularly with my mentee to review their progress and assist them to become proficient in the stated goals and objectives.
Maintain confidentiality of our relationship.

This agreement outlines the goals and expectations agreed upon by the mentor and mentee as listed below.

When compiling the document, it was jointly decided that it should contain a fluid content that could be adjusted at regular intervals, to adapt to the progress on the respective goals and to fit the needs of both parties.

The mentor or mentee can contact the i3A offices at any time during the duration of the mentorship contract should they feel the agreements are not fulfilled.

Please contact: ____________________________________________________________________________

Name of Mentor:				Date:
Mentor’s Signature:
Name of Mentee:				Date:
Mentee’s Signature:
Mentee:	Mentee Self-Assessment
			All of the Time		A great deal of the time	A moderate amount of the time	Not very often	Never
I treated my mentor respectfully
I undertook scheduling meetings as my responsibility
I met my mentor when scheduled
If I had to cancel a meeting, I gave advance notice
I was open in sharing personal experiences and information
I respected differences in our values and perspectives
I made my expectations clear
I contributed in setting goals and objectives
I offered alternatives to achieve desired outcomes
I collaborated in establishing priorities for partnership
I was satisfied with the level of trust we achieved
I devoted an optimum amount of time to our partnership
I did not resist alternatives that were out of my comfort zone
I sought critical feedback
I maintained continuity of discussions of our priorities
I enabled learning more than I taught
I reflected on suggested solutions
I was committed to our partnership’s success
I stay true to my development program
Comments or suggestions


Mentee:	Evaluation of Mentor
			All of the Time		A great deal of the time	A moderate amount of the time	Not very often	Never
Did your mentor make him/herself available to you?
Did your mentor respond to you in a timely fashion?
Did your mentor address your concerns?
Did your mentor treat you respectfully?
Was your mentor well prepared?
Was your mentor well organized?
Was your mentor flexible?
Did your mentor direct you appropriate? (Coached)
Did the mentor assist and support you?
Did your mentor gave appropriate feedback?
Did your mentor realistically conceptualise?
Did your mentor direct you to appropriate professionals?
Did your mentor direct you to appropriate workshops?
Did your mentor direct you to appropriate development opportunities?
Do you believe your mentor provided a positive learning experience?



Comments or suggestions


Mentor and Mentee		BASIC INFORMATION

MENTEE INFORMATION
NAME
SURNAME
ADDRESS
E-MAIL
CEL-NUMBER
FARM
ADDRESSS
REGION

MENTOR INFORMATION
NAME
SURNAME
ADDRESS
E-MAIL
STATIONED
COMPANY
OFFICE NUMBER or CEL-NUMBER

MENTOR:	MENTORING REVISION PLAN PROGRESS AND FEEDBACK ON OPERATIONAL GOALS
GOALS OBJECTIVES ACTIVITYS	PLANDE UPDATE		ACTUAL UPDATE		% COMPLETED			MENTEE SIGN OFF	FEEDBACK GIVEN	MENTOR SIGN OFF

















COMENTS OR SURGESTIONS
MENTOR:		MENTORING REVISION PLAN PROGRESS AND FEEDBACK ON DEVELOPMENT PROGRAM (Attending courses to develop or to change behaviour)
DEVELOPMENT AREA 1		PLANDE UPDATE		ACTUAL UPDATE		% COMP.	MENTOR SIGN OFF		FEEDBACK GIVEN	MENTEE SIGN OFF

NOTES.
DEVELOPMENT AREA 2		PLANDE UPDATE		ACTUAL UPDATE		% COMP.	MENTOR SIGN OFF		FEEDBACK GIVEN	MENTEE SIGN OFF

NOTES.
DEVELOPMENT AREA 3		PLANDE UPDATE		ACTUAL UPDATE		% COMP.	MENTOR SIGN OFF		FEEDBACK GIVEN	MENTEE SIGN OFF

NOTES.
COMENTS OR SURGESTIONS

With your mentor, set S-M-A-R-T actions that are focused, realistic, and tied to your competency goals

MENTOR AND MENTEE	ACTION PLAN PLANNING AS PER ACTIVITY DERIVED FROM GOALS AND OBJECTIVES
No.	Priority H-M-L	Activity Item Goals Objectives	Responsible Person	Start Date & Time	Comp. Date	Recourses & Rand Value	Sign off
1
Activity steps
Mentor sign off				Mentee sign off
Notes				Notes

No.	Priority H-M-L	Activity Item Goals Objectives	Responsible Person	Start Date & Time	Comp. Date	Recourses & Rand Value	Sign off
2
Activity steps
Mentor sign off				Mentee sign off
Notes				Notes

MENTOR AND MENTEE	MENTORING LOG WITH EVERY MENTEE VISIT
DATE	TIME	DISCUSSION	ACTION PLAN STEPS	HOW AND WHEN COMPLETED – %

NOTES
DATE	TIME	DISCUSSION	ACTION PLAN STEPS	HOW AND WHEN COMPLETED -%
NOTES
DATE	TIME	DISCUSSION	ACTION PLAN STEPS	HOW AND WHEN COMPLETED – %
NOTES

MENTOR	MENTORING PROGRAM MID-POINT REVIEW
MENTOR		MENTEE	DATE
1. How was your overall experience with the mentoring program so far?

2. Do you feel the resources provided adequately prepare you for your role?

3. Have you and your mentee been able to build the required working relationship?

4. What will that one improvement be you are going to make now?

Please share additional comments here.
MENTOR	MENTORING PROGRAM FINAL REVIEW
MENTOR		MENTEE	DATE
1. Briefly give an overall description of you experience with the program?

2. Did the program helped the mentee to develop their knowledge and skill?

3. Which part of the monitoring experience was the most useful in helping the mentee reach the required goals?

4. What was not value adding to the program?

5. Would you recommend this experience to others? Why? or Why not?

6. Will you serve as a mentor again? Why? or Why not?

Please share additional comments here
MENTEE	MENTORING PROGRAM FINAL REVIEW
MENTOR		MENTEE	DATE
1. How was your overall experience with the mentoring program so far?

2. Do you feel the resources provided adequately prepare you for your role?

3. Have you and your mentor been able to build the required working relationship?

4. Bid you learn from your mentor’s knowledge, experience and background?

Please share additional comments here.
MENTEE	MENTORING PROGRAM MID-POINT REVIEW
MENTOR		MENTEE	DATE
1. How was your overall experience with the mentoring program so far?

2. Do you feel the resources provided adequately prepare you for your role?

3. Have you and your mentor been able to build the required working relationship?

4. What will that one improvement be you are going to make now?

Please share additional comments here.

MENTOR	MENTORING ACTIVITIES TICK-SHEET
STAGES	THE MENTORING PROCESS	PURPOSE	√
PREPERATION	Date, Place / Venue, Time and Style Notification Agenda and Minutes Refreshments	Set the tone and stage
INTRODUCTION	General introduction Sharing personal information and interests Sharing background information Socialise a get to know each other	Create a connection and building a relation
FOUNDATION	Explain the Mentor’s role and responsibilities Explain the Mentee’s role and responsibilities Explain the need for a relationship and the mentoring process Explain the expectations of both Explain the agreement plan and all templates	Get clarity and consensus on the purpose
FAMILIARISATION AND ORIENTATION	Orientation to the local site (The environment with respect to time, place and people, Farm, staff, & community) Orientation to new job responsibilities, work processes, competencies, experiences and expectations	To lower the stress level To increase team spirit
SYNERGY AND COLLABORATION	Work together to prepare and plan for the commencement of the mentee’s assignment. Through mutual cooperation and collective sharing of ideas, the work flow is discovered, the sequence of activities and tasks is determined, time and logistic processes are determined and thus both the mentor and mentee work efficiency, thus development and learning become addressed	THE MENTOR IS SEEN AS A CARING CONTRIBUTER BUILDING TEAM SPIRIT ENSURE A GOOD START
SETTING OUITCOMES, GOALS, OBJECTIVES, MILESTONES	Note: This stage can be a follow-up meeting after the initial first meeting Work together in creating an Action Plan	PLAN ACTIVITIES AND DEVELOPMENT AREAS
PROBLEM SOLVING and DECISION MAKING	Joint analysis of problem issues and possible risks The development of options, strategies and action plans to exercise implementation. Discus methods of support to be given by the mentor. Help in resources that are needed Discus and setup methods to evaluate the outcomes	TO ANALYSE THINK GUIDE GAIN KNOWLEDGE SELECT MAKE DECISIONS EVALUATE
WRITTEN LIST OF YOUR VALUES AND PRINSIPALS PERSONAL FRAMEWORK	Building a strong relationship Reinforce mentee self-esteem & confidence Explore each other’s’ working dreams, views and strengths as farmers and as a person When are you done for the day? When do you know you have enough of something like guidance, support, help and visits	OPENNESS IS CREATED MENTOR IS SEEN AS TRUSTWORTHY WANT’s AND NEEDS WHAT TO DO WHAT TO DITCH KNOW WHEN ENOUGH IS ENOUGH
PROFESSIONAL FRAMEWORK INTERCONNECT ELEMENTS	Discovering the “Big Picture” contains the vision, mission, values, plans, objectives and tactics such as: Planning activities as a sequence Executing activities as requested and planed Focus less on the broad goal outcome and more on achieving the measurable actions to achieve an overall goal Assessing results and adjusting activities to increase effectiveness	MENTOR SEEN AS A MODEL AND MENTEE IS INCREASING IN: . Knowledge . Insight . Skills . experience . Network
DEVELOPMENT MANAGERIAL LEADERSHIP SUPPERVISION	Building a two-way relationship where mutual feedback and support for learning is the norm	PROMOTE MENTOR AND MENTEE GROWTH PERSONAL DEVELOPMENT
PROGRESSION GROWTH and TRANSITION	Building on a Mentorship relation, promoting the mentee’s ability to work independently, but maintaining support for each other’s growth Networking: Promoting learning and support links with other farmers, creating a broader support group	PROMOTING MENTOR & MENTEE INTER-DEPENDENCE AND NETWORK

Final Development Plan, to be completed by Mentor and handed over to the Mentee to monitor his or her progress

MENTOR	FINAL DEVELOPMENT PLAN
NEED H-M-L	Course name	Start Date	Comp. Date	√






Please share additional comments here.

AGENDA – FIRST MEETING TICK SHEET		√
Arrival	Make the mentee and yourself comfortable and put them at ease
Introduction	Introduce yourselves to each other. Resume’ Explain the reason for this meeting Share a brief history of your experiences and achievements Share personal information like hobbies, passions, etcetera Start building a rapport by identifying points of connection and exchanging information Keep the conversation moderate and calm
Share and discuss the mentoring process	Ask questions like: Have you experience a mentoring partnership before? Elaborate on it. What words come to mind when you think of mentoring? Share your experiences gained from the previous mentoring program, or share your expectations for this mentoring program. What do you think this mentoring process will mean to you and what will be its value to you How will the mentee benefit buying into the process
Discuss and set ground rules	Define confidentiality Discuss guidelines with respect to the mentoring relationship Discuss your boundaries for as far as time, availability, neatness etcetera is concerned Share your personal values important to you What topics / languages are off-limits? Define respect Discuss how you will respect other time? Limits? Values? Etcetera What may and what may not
Determine expectations	What are your expectations for this mentoring partnership? How will you define a successful mentoring relationship? How will you define a meeting? How will prepare the invitation letter? Who will run the meetings, set the agenda, take notes and prepare the minutes to be signed off? How often do we meet and for what period of time? Are you in favor of corresponding between meetings? Cellphone, WhatsApp, e-mail etcetera How will you manage time conflicts with scheduled meetings? How will you deal with other possible conflict situations?
Responsibilities for the mentee and mentor	Highlight 3-5 responsibilities of the mentor that you feel is of great importance to you as the mentee Discuss 3-5 responsibilities for the mentee that you feel is of great importance to you as mentor
Roles for the mentee and mentor	Have an informed discussion of the roles for both the mentor and mentee
Determine the growth areas – goals, objectives, outcomes and milestones Determine the development areas	What do you want to learn during this period we are together in this mentorship relation? List all possibilities Focus on long-term, medium-term and short-term goals and milestones Break the goals into smaller manageable objectives and measurable actions. Define each activity so it adhere to the S-M-A-R-T principals Setup an action plan What will your development areas be? Plan for these events – What, Where and When
Complete the mentoring partnership AGREEMENT and all applicable documentation TEMPLATES	Both parties to sign off on agreement Make and keep copies of the agreement File for record purposes Complete all the applicable documentation as discussed (Templates) Make copies of the templates for both Both parties to sign off if any changes were made Exchange personal information and contact details
Future meetings	Feedback on evaluated tasks Make or suggest improvements Document changes Sign off
End	Specify how often you will meet Decide when your next meeting will take place … Date – Time – Place – Main points to discuss then. Meeting adjourned