A meeting journal chronicles the mentoring relationship, goals and plans.
The Oak Ridge Institute for Science and Education defines mentoring as a relationship where a person gives her time, experience and knowledge to a novice's growth of knowledge and skills for his future achievement. The relationship should be helpful, caring and developmental in nature. The tools a mentor uses and how he executes them can enhance and foster the mentoring process.
Meeting Journal
A meeting journal helps you keep track of details discussed when you meet with the novice. When used consistently, it shows the evolution of your relationship with the novice and can remind you of pertinent plans, obstacles and issues for the following meeting. It also serves as a guide for structure your meetings according to the novice's needs. If you have more than one protege, each should have her own journal, kept with her file.
Feedback
Feedback is critical in the mentor process. The novice needs feedback on his prospects, current work and plans. A mentor needs feedback on her own performance, whether the novice finds the relationship beneficial or fulfilling. When giving feedback, a mentor should: be prompt (returning papers, manuscripts or projects as soon as possible with detailed comments); be specific (citing examples in the novice's behavior or work); acknowledge that outside factors may affect the novice's behavior or progress; and suggest specific actions, strategies or solutions to see a plan through or address an issue. A mentor should also pinpoint her protege's strengths, areas that can use development and behaviors or habits she sees as detrimental to the novice and her progress.
Individual Development Plan
An individual development plan outlines short- and long-term goals the novice is striving for and ways for him to get there. The sooner this type of plan is created, the sooner a mentor and protege can commence with taking steps toward the goals specified in it. Steps may include what classes or strategies the protege plans to take or employ throughout the mentoring relationship. It may also include a mentor agreement that outlines how the novice will contribute to the program/mentor relationship and what short-term goals she'd like to achieve. The agreement also typically states that the protege will be open and honest -- as will the mentor -- about any issues, questions or concerns that arise.
