Table of Contents 1. Introduction 2 2. Overview of Mentoring 3-4 3. The Mentoring Process 5-6
“We make a living by what we get, we make a life by what we give.� - Winston Churchill
4. Goals for Mentoring 7 5. Guidelines for Communication 8-10 A. Feedback Survey 8 B. Discussion Forum 9 C. Training Sessions 9 D. Development Meetings 10 6. Exit Strategy 11 7. Danish Labor Laws 12-13 8. Expectations for Mentors
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9. Expectations for Mentees
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10. Frequently Asked Questions (FAQs)
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11. Credits 19 12. Notes 20-21
1. Introduction
2. Overview of Mentoring
Q-Factor was founded in 2010 to be a catalyst for organizations to obtain visibility, recognition, acceptance and equal treatment for Lesbian, Gay, Bisexual and Transgender (LGBT) employees in the workplace and in society. Its goals are designed around the fundamental truth that workers who feel accepted at their jobs are more successful, productive, loyal and most importantly, happier.
You will be matched with your mentee through the information that you have provided Q-Factor upon registration to the program. Although we cannot guarantee perfect matches, we will do our best to ensure that your pair is a good fit both professionally and personally.
In 2011, Q-Factor conducted the Danish LGBT Workplace Survey, which revealed that a large percentage of the incoming workforce does not feel comfortable enough to be open at work. In response to these results, Q-Factor decided to develop the Open Opportunities Professional LGBT Mentoring Program, which aims to increase the comfort and happiness of young LGBT professionals at work as well as help the incoming workforce start their careers in a meaningful and positive way.
As a mentor, you will have the opportunity to befriend and work with a young person who will benefit from your expertise and advice. Through your role, you can feel great satisfaction and pride knowing that you are influencing the incoming workforce to create a more comfortable, welcoming place for people of all sexualities and gender identities. You have the opportunity to strengthen your business acumen as you progress in your relationship with your mentee, allowing you to become more adept at communicating your professional skills and knowledge to your peers.
Closeted Workers by Age Group
Percent of Persons Closeted
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40
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14-19
20-29
30-39
40-49
50-59
60+
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The Open Opportunities mentor program is designed to encourage comfort and happiness while searching for jobs or during the early part of a young person’s career through a pairing with an experienced mentor. Open Opportunities is the first professional LGBT mentor program in Denmark and hopes to be a viable strategy for both employees and employers to maintain a comfortable, efficient and productive workplace.
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Mentoring is an achievement that allows you to become more involved in your local LGBT community while simultaneously building the confidence and profiles of the program’s members. By interacting with you, your mentee will gain an invaluable sense of the local work environment and be supported in their interpersonal and individual development. Gaining awareness of the challenges that young, LGBT people face at their jobs will also enable you to become a force for equality in your own workplace. You and your mentee will build a relationship of mutual trust and confidence, but do not feel pressured if it takes your mentee a few interactions to fully open up to you. Although they will recognize you as a confidante and ally in this process, it will be a difficult period for them as they develop their own professional identity through outside factors as well as your support.
The year long process of mentoring will be defined by the mentee’s goals for his or her growth. At your first meeting, you and your mentee will make a map of the major goals to be accomplished and any landmarks you might have to pass on the way. This will help both of you keep your eyes on the target and create effective meetings as well as communication. This approach allows you to discuss and progress in a concrete step by step method rather focusing on a vague or overwhelming end result. Due to the length of the program and the relative infrequency of face to face meetings, it is encouraged that you and your mentee keep in contact throughout the month to ensure that consistent progress is achieved. This will not only help you stay on track, but will help you developing a trusting relationship with your mentee while giving them a sense of comfort confiding in you. It also allows you to assist them with any pressing questions or problems they may have in between meetings. It can be difficult to connect with your mentee at first, but remember that there are a few key yet simple things you can do as a mentor to make the situation as comfortable as possible while remaining effective.
Guidance
Coach
3. The Mentoring Process
Counselor
Development
Support
Networker
Listener
Knowledge Exchange Source: David Clutterbuck, “Everyone Needs a Mentor”. (Modified to a Scandinavian Model)
Source: David Clutterbuck, “Everyone Needs a Mentor”. (Modified to a Scandinavian Model)
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Tips
4. Goals for Mentoring
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Listen calmly and respectfully. Nothing will be more important than making sure your mentee feels understood and the best way to accomplish this is by listening and responding to their ideas in a courteous, thoughtful manner.
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Ask questions, it is important to clarify exactly what your mentee requires. If you are confused about terminology or a situation that your mentee describes, ask for further details so that you can effectively address the situation. (ex. “Can you describe what you mean by _____?” “What does the word _____ mean to you?”)
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Be as clear as possible with your advice and expectations. Clarity will allow your mentee more freedom and will open up lines of dialogue that they may have been previously reluctant to introduce.
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Be prepared to share your experiences with your mentee. Often, knowing more about how you have overcome challenges serves as inspiration for them when solving their own problems.
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Remain open to changes in your mentee’s plan while reinforcing constructive behavior. Depending on the frequency of your communication, you will not necessarily know every update in your mentee’s work situation and you, therefore, must be prepared to acknowledge and accept developments that may seem to wander from your mentee’s initial objectives.
Although Open Opportunities is about the mentee’s success in achieving their goals, it is important to Q-Factor that you also experience an evolution in your mentoring abilities and expansion of your knowledge base. To do so, it is important that you share your expectations with your mentee, and work together to create a method of interaction that suits both of your needs.
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The aim of your time with your mentee should be to focus on the steps that he or she needs to take to come out comfortably. Your meetings should revolve around the stated goals while remaining flexible to any questions and changes that might arise throughout the process. The original goals will be set during the first meeting when you will fill out an agreement together with your mentee clearly defining your objectives for the mentoring process. See the Mentor Pair Agreement included at the end of this handbook. By spending time with you it is hoped that your mentee will gain an increased sense of comfort with their sexuality and gender identity as it pertains to their workplace interaction. Your knowledge of the mentee’s situation as well as your own provides you a position to discuss and advise the various options that your mentee might be struggling with or entirely unaware of. Q-Factor has designated the timeframe for your partnership with your mentee to be one year. We hope that this will be enough time to complete the goals you and your mentee set. We advise you to recognize time as a factor when discussing such goals at the beginning of the project. There is an opportunity to “renew” your pairing for another year if you feel you would like to continue working together. At the end of the mentoring process, Q-Factor hopes that you will also be able to take away a greater understanding and awareness of the challenges faced by LGBT youth in the workplace. You can utilize this insight to help create a more positive environment in your own workplace, if you so choose. Although it is not required or expected, you are welcome to share your professional network with your mentee. Since your mentee is a newcomer to the workforce, it would be beneficial to them to be given access to a broader range of individuals to contact regarding work opportunities and growth. You may also act as a character reference for your mentee as they apply for jobs, this is something you may personally decide.
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5. Guidelines and Communication
5B. Discussion Forum
As a defining facet of the program, all mentors and mentees will meet once per month at Lambda in Odense for a face to face check in with his or her collaborator. Although this will be the only “mandatory” communication time between you and your mentee, it is strongly encouraged that you remain in contact between meetings. It is up to your pairing to decide the best ways and times to converse. Suggested methods for contact in between meetings are: Email - Phone - SMS - Video chat
In addition to the online survey, Q-Factor has created a Google Group to help mentors connect in an online forum that can be used to address any questions you may have regarding the program. You can also use the forum for an open discussion of mentoring duties and to solicit the advice of your fellow mentors.
These are all useful methods to facilitate your interactions and strengthen your relationship. If there are relevant events in between meetings, you may take advantage of these opportunities. For example, if you share an interest in art, a gallery opening could be a relevant event. Job fairs are also highly recommended as events to attend with your mentee. It is important to note that pairs are not allowed to engage in a sexual relationship. It is natural that a friendship could develop, however, this must be clearly defined between the pair and boundaries must be set by both parties. Although it is hoped that both parties will develop a strong, trusting relationship, Q-Factor requests that all contact between you and your mentee remain professional and appropriate for business colleagues.
5A. Feedback Survey Q-Factor hopes to remain accessible to all mentors, and as part of that effort has implemented various routes for communication and feedback to the program’s coordinators. One of these lines is an evaluation of the progress you and your mentee have made in achieving your goals as well as an overall evaluation of the program. The survey is always available on the Open Opportunities website under the mentor section.
You will need a Google Account to join the Google Group. Mentors without a pre-existing Google account may have one set up for them by Q-Factor (upon request). You will receive an email to your standard email address informing you that you have been invited to join the group “Open Opportunities”. The body of the email contains a link that will add you to the group simply by clicking on it. It should be noted that this forum is solely for mentors and is available by invitation only. The discussions in the group are confidential and NOT open to the public.
The feedback you give Q-Factor regarding your mentee’s progress and any other information you choose to disclose will be used to track the evolution of the mentoring program and to help the coordinators continually develop an effective program that is suitable for those participating.
5C. Training Sessions
http://open-opportunities.eu/mentors/mentor-feedback-survey/
The information in this handbook will be supplemented by two training sessions to further engage mentors in the program before the initial meeting with mentees. At the first training session you will receive a mentor agreement which further defines the conditions of your involvement with Open Opportunities. You will also receive resources to assist you and your mentee in defining your goals in moving forward.
On this survey, you will also be able to express any reservations you may have regarding the direction of your work with your mentee, communication issues and discuss the overall program.
These two sessions will help to smooth your transition into the role of a mentor while allowing you to meet your fellow mentors who will be useful resources and partners for you over the duration of the program.
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5D. Development Meetings
6. Exit Strategy
Once the program begins, there will be follow-up meetings with team building exercises and opportunities to share knowledge between pairings. These meetings are scheduled to be held after 1 month, 3 months, and 6 months. Development meetings are expected to last two hours - the first hour is together with your mentee and the second hour is for discussion between mentors and program coordinators. A final meeting will be held after one year to review the program. At this meeting you will have the opportunity to extend your agreement with the Open Opportunities mentor program if you would like to continue with your current mentee or be paired with a new mentee.
If for some reason you or your mentee wishes to leave the program or end the partnership before the end of the cycle, the mentor/mentee must notify the coordinators as soon as possible of their intentions.
NOTE: Should at any point you feel the working relationship with your mentee is not meeting expectations and you wish to exit the program, Q-Factor encourages you to contact us so that we may rectify the situation. You may read the section entitled Exit Strategy for further information.
Before your partnership begins its dissolution, the leaving party should alert his or her partner well in advance about the ending of the relationship. You or your mentee must communicate to the other your intentions and the reason why you are leaving. This should be done in person. The mentee or mentor may ask one of the coordinators to be present for this meeting. Due to differing reasons for dissolution of partnerships, the coordinators must be notified first and then the best way to disclose this information to the partner will be agreed. If not present at the meeting, a coordinator must be notified when this discussion has taken place and an email will then be sent to the parties informing them of the formal closure of the match. Try to use the process as a means to recall each other’s progress and strengths, to discuss with your partner what you both have learned, and to look towards positive actions and directions for the future. Should one or both of you wish to remain in the program using a different partner, we will attempt to find you a new match who will better suit your needs and mentoring philosophy. We may ask for your input to decide how we can more effectively pair you. If either party decides to leave the program completely, this person will not be actively contacted again by Open Opportunities Mentor Program, if they wish to return to the program at a later date, they are welcome to do so. Adapted from: Be A Mentor, Inc. Be A Mentor Program, Training Guide for Volunteer Mentors
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7. Danish Labor Laws The Act on Prohibition of Differential Treatment in the Labour Market contains a prohibition on discrimination based on sex or sexual orientation. The Act protects workers from direct and indirect discrimination, meaning discrimination where a seemingly neutral policy actually serves a disadvantage to a particular minority or class. Unfortunately, there is no Danish law that protects from discrimination on the basis of gender identity. The Danish delegation to the UN has signed a letter confirming the necessity of and advocating for the inclusion of gender identity in non-discrimination laws, but as of this time there is nothing protecting gender identity from discrimination in the Kingdom of Denmark. Cases regarding such prejudice are tried from the viewpoint of sex discrimination or sexual orientation discrimination, but neither of these options encompass the idea of gender identity fully.
If bullying has been reported at a workplace, the Danish Working Environment Authority (Arbejdstilsynet) has a clear outline of the measures they will take to investigate the process, the details of which can be viewed on their website, http://arbejdstilsynet.dk/da/. Labor unions are also helpful resources that can be contacted for help and legal aid to resolve employment issues and to improve your working environment. While we have done our best to be thorough in our understanding of these laws, because of the nature of the Danish legal system, these regulations are constantly updated and it is best to consult the most recent version of the legal code if any issues arise. You should feel free to confer with Q-Factor regarding the harassment and discrimination policies of workplaces so that you feel comfortable discussing this with your program partner.
This protection applies during all components of the hiring process, time spent at the job, and during dismissal. However, if it is determined that the discrimination exists to serve a legitimate aim, the offending party may be acquitted of wrongdoing by the court. Sexual harassment offenses in Denmark are subject to complicated regulations. In the workplace, inappropriate sexual comments and actions are only deemed discriminatory if the employer has stated so in their written policy. If someone feels their workplace has not complied with these laws, and the issue is of a criminal nature, they are encouraged to contact the police. If the offense is of a civil nature, they are entitled to contact their labor union, if they belong to one, or they may go directly to the court, the Board of Equal Treatment, the Danish Institute for Human Rights, or the Parliamentary Ombudsman.
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8. Expectations for Mentors
9. Expectations for Mentees
Mentors participate in the Open Opportunities Professional LGBT Mentor Program to support their mentee and help them realize their potential at work. As a mentor, one is expected to:
As a mentee, one is expected to: •
Participate in the program for a full term of 12 months
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Participate in the program for a full term of 12 months
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Meet with your mentor at least once per month with possible contact in between face-to-face meetings
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Meet with your mentee at least once per month with possible contact in between face-to-face meetings
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Respect that mentors are volunteers and not compensated for participation in the program
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Participate in two mentor training sessions
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Honor appointments with your mentee as well as the coordinators, if an appointment cannot be kept, write or call as soon as possible
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Accept support and advice from your mentor but also take the responsibility to suggest solutions to your challenges which can be discussed and worked through with your mentor
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Respect your mentor’s privacy if they do not wish to be contacted during certain times or on certain days
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Honor appointments with your mentor, if an appointment cannot be kept, write or call as soon as possible to alert your mentor
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Contact program coordinators if your mentor is not meeting expectations or you feel your partnership is not progressing in a satisfying manner
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Update personal contact information, if it changes so that coordinators are always able to contact you
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Participate in group meetings
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Fill out an evaluation survey at the end of the program
• Remain open to communication from your mentee and the coordinators •
Be responsible for the progress of the mentor-mentee relationship, ensure your partnership is evolving and will reach the goals as agreed on with your mentee
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Provide guidance while giving your mentee the freedom to succeed on his/her own and find their own solutions
• Be a partner in your mentoring relationship, make sure the effort you put into mentoring is consistent with your mentee’s expectations and effort •
Be aware that a mentor relationship can be complicated and take contact to program coordinators if you are unsure about a situation or the partnership becomes problematic
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Fill out an evaluation survey at the end of the progam
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Update personal contact information, if it changes so that coordinators are always able to contact you
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Share your experience in mentor feedback meetings
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Be responsive to and respectful of your mentee
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Maintain a professional, appropriate relationship with your mentee
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Aid your mentee to the best of your ability
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Be open, patient, and trustworthy
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Listen and respond to your mentee without judgment
Adapted from: KVINFO’s Mentor Network Inspiration Catalog
Adapted from: KVINFO’s Mentor Network Inspiration Catalog
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10. FAQs - What if my mentee and I are not a good match? - What are the dates I need to be aware of? - How much time will I spend with my mentee? - How can I be an effective mentor? - What if my mentee has achieved his/her goals before the program is over? - What outside support is there for mentors? - How are mentors and mentees matched? - What if my mentee is facing discrimination at work? - When and where should my partner and I meet? - What are my responsibilities as a mentor?
What if my mentee and I are not a good match? If you feel like your relationship with your mentee is strained, we ask that you contact the coordinators so we can evaluate the situation and reassign you or find a way to relieve the stress in your relationship. Remember, the first few times you and your mentee meet, you won’t know each other very well and things might not be very comfortable. Try to get past the first several meetings to become better acquainted. If the partnership still isn’t working, then contact us. You can refer to the Exit Strategy section of the handbook for more information about leaving your pairing or the program.
What are the dates I need to be aware of? Before the program starts, there will be two training sessions for mentors, exact dates will be sent by email a minimum of two weeks prior to the training sessions. You and your mentee will have an opportunity to meet once per month at Lambda Café in Odense, these dates and times will be sent by email to all participating members. Additionally, there will be group sessions between mentors and coordinators after mentoring for one month, three months, six months, and twelve months to review and discuss mentee progress and troubleshoot issues in a group format. The coordinators will email the dates/times of all the group sessions soon after the program begins.
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How much time will I spend with my mentee? The amount of time you and your mentee spend together is dependent on your pair agreement. Although it is necessary to meet at least once a month for an hour, you and your mentee can decide to prolong this meeting and/or if you’d like to meet more frequently.
How can I be an effective mentor? The best mentors are respectful, good listeners, and trustworthy. A more detailed summary of effective mentoring techniques can be found in The Mentoring Process section.
What if my mentee has achieved his/her goals before the program is over? The goals should be reevaluated at this point. If the mentee feels they have achieved all that they would like to from the mentor program, it could mean that the partnership should dissolve. In this case, please refer to the Exit Strategy section. If new goals are able to be drafted, the pair may opt to continue working together to the end of term.
What outside support is there for mentors? Open Opportunities has created an online network specifically for the mentors in this program. The forum, a part of Google Groups, has been set up for mentors to consult and advise each other in the practice of mentoring so that everyone involved can have an understanding group to lean on. For more information about the group, please review the Guidelines and Communication section. Additionally, the group mentor meetings are an opportunity to discuss issues in a group. The program coordinators are also always available to answer questions.
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How are mentors and mentees matched?
Credits
Pairs are assigned through a variety of factors that mentors and mentees informed the coordinators of on their application forms. Any specific preferences noted on these sheets were taken into account, as were factors related to age, sex/gender, and occupational field. While we strive to create the best matches, it is impossible to create a 100% success rate.
What if my mentee is facing discrimination at work? An overview of workplace discrimination policy can be found under the section Danish Labor Laws. Measures you and your mentee can take to combat discrimination are listed there, as are resources for further action.
When and where should my mentee and I meet? You and your mentee will have an opportunity to meet once per month at Lambda CafĂŠ in Odense, the program coordinators will send exact dates and times by email to all participating members well in advance of meeting times. The timing and location of additional meetings is left to the agreement between you and your mentee. There are no hard and fast restrictions as to the arrangements you may make, going out for lunch or coffee is acceptable, as would be meeting in an office space. Attending a job fair is also an encouraged activity for mentor pairs for those with mentees searching for job opportunities.
Lambda
What are my responsibilities as mentor? Your main responsibility as a mentor is to advise and encourage your mentee as they work to achieve the goals they will outline at the beginning of your partnership. A comprehensive overview of your duties can be found in the section titled Goals for Mentoring and expectations can be found in the section Expectations for Mentors.
Text and research: Julie Cushing Editing: Becky & Pernille Steckhahn-Strohmer Translation: Susanne Mikkelsen Design: Web Arkitekten v/Kasper Løkke
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Notes
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Notes
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