1. OCA Mentorship Program
Mentor & Mentee Orientation Webinar
STANDBY SCRIPT (10 minute, 5 minute, 1 minute)
The “Mentor & Mentee Orientation Webinar” will commence in ___minutes, please stand by.
INTRO SCRIPT
Good afternoon and thank you for joini(ng us for today's webinar entitled “Mentor & Mentee Orientation Webinar.” My name is Nathalie Plourde, I am the Manager of Member Programs. In a moment we will commence the webinar. But first we have to attend to a few housekeeping matters.
First, we are recording this webinar and will be posting it to the OCA website in the coming days along with the slides. Today’s webinar can be counted towards the CCO’s requirement for Continuing Education credits. A confirmation will be sent to you confirming your attendance.
Second, in order to facilitate an efficient session we ask that you hold all your questions until the end of the presentation. There will be a question box for you to enter your questions during this time.

2. Agenda Welcome Mentorship Program Overview Frequently Asked Questions
Next Steps
Questions
Here’s the agenda for today’s mentor and mentee orientation webinar
Welcome
Mentorship Program Overview
Frequently Asked Questions
Next Steps
Questions

3. Welcome Mentors & Mentees
Thank you for being the part of our Mentorship Program!
We hope this marks the beginning of a fulfilling and empowering partnership.
Last week, you received personalized s and “Getting Started” Mentorship Bulletin welcoming you to the program. These communications provided some preliminary information about the program, your match and their contact info. It also encouraged you to a reach out to arrange your first meeting as soon as possible.
The bulletin shared your next steps that included:
Attending/viewing today’s Mentorship Orientation webinar….then
Schedule your first meeting….then
Complete your relationship agreement together
In this first month, you will establish your mentorship relationship and share your goals for the program. This webinar will introduce you to the program and help you get the most out of it. It will be recorded so you can refer back to it as needed.

4. Orientation Outcomes Orientation Outcomes
In this orientation, you will takeaway the following:
Understanding your role in mentoring
Learn practical tips to build mentoring relationship
Gain knowledge on Mentorship Program support & resources available to you 4

5. Plan to meet minimum of 1 hour per month
Program Overview
Program Duration
Meeting Requirements
Meeting Schedule
6 month program
Program Start Date:
November 15, 2015
Program End Date:
May 15, 2016
Plan to meet minimum of 1 hour per month
Meeting Options:
Face to face
Phone/Texting
Video Chat (Skype)
Program participants (mentor/mentee) collaborate to establish mutually beneficial meeting dates and times.
Program Overview
The Program will run for a period 6 months from November 15th 2015 to May 15th 2016 with the aim of meeting a minimum of once every month. Participants can meet in various ways including face to face, , phone or text and video chat.
Meeting times and dates are up to participants. Take the time to discuss the specifics around your relationship in whatever way works best for both of you. It can be a formal arrangement, an informal one or something in the middle. To get started, we recommend participants connecting in the week. Find out how much time you are each willing to invest and build a schedule based on that.

6. Mentor Roles Mentee Roles
Be a good listener
Guide your mentee
Be honest about your experience
Encourage your mentee to exchange their ideas
Provide your mentee with support
Be proactive
Respect your mentor’s time
Ask for feedback
Understand and respect boundaries
Understanding your roles will ensure a successful mentoring experience…
As Mentors it’s important to…
Be a good listener
Guide your mentee to solutions through problem-solving, so they can think about the process
Be honest about your experience
Encourage your mentee to exchange their ideas, challenges and feelings, by asking probing questions
Provide supportive / collaborative learning environment and constructive feedback
As Mentees it’s important to…
Be proactive in applying learnings within your own career. Also to ensure your goals are achieved, take initiative by setting up the meetings and  the meeting agenda to your mentor prior to meetings 
Respect your mentor’s time
Ask for feedback throughout the mentorship process
Understand and respect boundaries, personal information shared should remain within your mentoring relationship

7. Building Relationships
Be honest and understanding
Keeping open communication is essential
Respect each others views
Building Relationships
3 key factors in building positive mentoring relationship
Be honest and understanding
Open communication is essential. Don’t try to cover all the topics in one meeting. The key here is to remember you are building a relationship – it takes time. So if you run out of time because you were having an interesting conversation and don’t discuss all the items in your agenda, that is ok. You can discuss it in the following meeting. I will speak more about communication tips shortly.
Respect each other point of views. 7

8. Mentor Preparation Refresh your memory
Prepare your questions for the meeting
Review the Mentor Tips page and Online Meeting Resources
Mentor Meeting Preparation
In getting ready for your meeting, here are a few tips :
Refresh your memory on your experiences when you were in your mentee’s shoes
Prepare your questions for the meeting. Visit the discussion topics page for great ideas including:
Which skills do you need to develop? 
Why did you sign up for the program?
Review the Mentor Tips page and Online Meeting Resources to see what other online resources are available to you available on the OCA website 8

9. Mentee Preparation Take ownership and get involved
Perform a self-evaluation
Prepare your questions for the meeting
Review the Mentee Tips page and Online Meeting Resources
Mentee preparation of your first meeting
In preparing for your initial meeting, here are a few tips to get you started.
Take ownership and get involved by doing the following:
Research your Mentor’s clinical website to learn about your mentor's experience, background, strengths etc. 
Take initiative to connect with your mentor to set up the meeting dates and times 
Listen to your mentor’s advice, then after the meeting reflect on it and decide what is your plan to implement or next steps. Discuss any actionable items in the subsequent meeting
Perform a self-evaluation by asking yourself these questions:
What are my career objectives? 
What have been my experiences within and outside of a practice? 
What are my short-term and long-term goals, both personal and professional? 
These and more questions are available online in the discussion topics section of the mentorship section of the website.
Prepare your questions for the meeting
Review the Mentee Tips page and Online Meeting Resources to see what other great resources are available to you 9

10. Initial Meeting Tips Perform a self-evaluation
Get acquainted with each other
Select a few initial meeting topics
Initial meeting tips
Perform a self-evaluation to understand your goals for the program, by asking:
What are my career objectives? 
What type of work-life balance do I wish to achieve? 
To kick off the relationship, get acquainted with each other and speak about your expectations and guidelines for the relationship.
Select a few initial meeting topics to decide what you are going to discuss in your first meeting such as:
Can you tell me about yourself?
How much time can you commit to the relationship?
Who will schedule the meetings and set the agenda?  
These and much more initial meeting tips are available in the mentorship meeting resources page.

11. Communication Tips Listen by verbal and non-verbal cues
Ask open-ended questions
Use a mirroring technique
Positive feedback
Communication Tips
To guide you through your mentoring relationship, here are a few communication tips which will help you build a relationship with each other:
1. Listen by verbal and non-verbal cues to help acknowledge that you are listening and understanding the conversation. In some cases, asking "what happened next?" or nodding your head are great indications of good listening skills.
2. Ask open-ended questions
This technique invites good discussions. An example of this is asking, “What three things do you like about your job?”
Try to avoid asking yes/no questions.     
3. Use a mirroring technique
This technique avoids misunderstandings.
Scenario: Your mentee has just shared a challenging situation with you.  The Mentor responds by saying "It sounds like you are struggling in these areas. Is this correct?”
4. Use positive feedback, to reinforce positive behaviour and activities.
The following are a few suggestions:  
Mentor says: “You did a great job with the presentation, speaking clearly and making eye contact. It was a bit hard to hear you at the back of the room, but it comes with practice. Great job!”  Avoid saying: “You didn’t speak loud enough, but otherwise the presentation went well.”

12. Program Resources OCA Staff at oca@chiropractic.on.ca
Online Mentorship Resources
Monthly Mentorship Bulletins
OCA Accelerated Mentorship Workshop
Program Resources
OCA staff is here to help, please feel free to reach us at to address any questions.
Online Resources are available 24/7 in the Mentorship Program section of the website which includes:
Communication Tips
Gain some quick tips to effectively communicate with each other to help build trust and understanding in your mentoring relationship.
Discussion Topics includes:
Preparing for Your Initial Meeting
Initial Meeting Conversations
Ongoing Meetings Conversations
Your Final Meeting conversation ideas
Meeting Agendas
Initial and Ongoing meeting agenda templates . Using a meeting agenda can be used to facilitate your goals, guide your discussion topics and help plan for your next meeting.
Tips for Mentees and Mentors
Video Conference Tools and tutorials
Networking and Activities
Plan to take a quiz and chat about the results at your next meeting e.g. Communication quiz, Management quiz and more
Networking: Plan and visit your local community events together, to network and build awareness on the benefits of chiropractic.
Take advantage of volunteer opportunities through the OCA Community Engagement and Leadership Program
Another exciting resource is Monthly Mentorship bulletins which will include tips, articles and activities to help you throughout the program.
New this year, the OCA Accelerated Mentorship Workshops.
OCA Accelerated Mentoring events are a supportive environment where you can share your experiences, ask career questions and learn directly from experienced chiropractors. We did host recently a workshop in Toronto, which was had positive reviews.
In these interactive sessions, you’ll:
Meet experienced chiropractors and hear their stories,
Have the opportunity to network and ask for advice and insights, and
Get to ask pressing career-related questions and learn from others
Workshop attendees will receive a Certificate of Completion and three CE structured credit hours.
The date for our next Accelerated Mentorship Workshops the workshop:
Thursday, April 28th, 2016 from  5:30–9 p.m. in Windsor and;
Thursday, January 28th, 2016 from 5:30–9 p.m. in Ottawa
Dinner is included. Seats are limited, so register early! 12

13. Concluding the Program
Review goals and learnings
Some partnerships may continue
Notify each other if you decide to end the partnership
Express appreciation
Concluding the Program
Take the time to do a final debrief with each other:
Review goals and learnings. Also feel free to review what will be the next steps
Some partnerships may continue. If you prefer to stay in touch with each other it is up to both participants
Notify each other and the OCA if you decide to end the partnership
Express appreciation by thanking each other and acknowledge each other’s contribution 13

14. Schedule Overview Schedule Overview Nov/Dec Dec/Jan Jan/Feb Feb/Mar
Mar/Apr
Apr/May
First meeting
Relationship agreement
Monthly Mentorship bulletin
OCA phone check-in
Monthly Mentorship bulletin
Mid Program Evaluation
Monthly Mentorship bulletin
Final Evaluation
Schedule Overview
Here’s what to expect over the next 6 months:
Every month for the duration of the Mentorship program, you will receive the OCA monthly mentorship bulletin with reminders, tips and tools to use throughout the program
In November, setup your first meeting with your mentoring partner. In addition please complete and return the Relationship Agreement to the OCA
In December, the OCA will check-in via phone to ensure participants have connected with each other.
In February, complete the OCA Mid-Program Evaluation and submit it to the OCA. The mentee and mentor should each fill out their own copy of this evaluation form.
In April, we will remind you the program is coming to an end.
In May, complete Mentee & Mentor final evaluation forms and submit it to the OCA. Upon conclusion of the program, CE credits and a Certificate of Completion will be issued to participants. 14

15. Frequently Asked Questions
I’m afraid I’ll have nothing to say at our meetings.
I have not heard from my mentee or mentor, what shall I do?
What if I am unable to continue with the program?
How can I get Continuing Education “CE” credits?
Frequently Asked Questions
I’m afraid I’ll have nothing to say at our meetings, what do I talk about?
It would be a good to start thinking and discussing your goals with each other. Mentors are here to help guide mentees to their career path. Visit the Discussion topics page for ideas on what to discuss.
I have not heard from my mentee or mentor, what shall I do?
If you have not heard from your mentor or mentee by December 1st, please contact the OCA for assistance.
What if I am unable to continue with the program?
Please contact OCA staff as soon as possible so we are aware and can try to recruit another mentorship program participant for your match.
How can I get Continuing Education “CE” credits?
The CCO has approved the OCA Mentorship Program as a means to obtain Continuing Education “CE” credits upon completion of the program. Participants are asked to maintain a log of your scheduled meetings and activities throughout duration of the program for your professional portfolio. For further details on how to earn your CE credits please visit CCO website 15

16. Questions Nathalie Plourde Nerina Alston
Manager, Member Programs Specialist, Member Resources
(416) or (416)
BEGINNING OF Q&A PERIOD
As a reminder please type any questions you may have into the question box on your screen.
************FAQ BACKUP QUESTION*********************
How to Handle long distance mentoring relationship?
Video Conference tools are free to use such as:
Google Hangouts
Use your Google account to easily connect for free with each other via video.   
Skype
Use your Hotmail or Facebook account to Video and voice calls to anyone else on Skype for free.
Visit the mentorship program section of the website for useful Google Hangouts and Skype tutorials.
As a mentor, I don’t have the answer to a challenge a mentee is facing. What should I do?
You don’t have to know all the answers. You might be faced with a challenging question for which you don't have an answer. What shall you do as a mentor? Here are a few tips to help you:
Reflect on your own experience and inform the mentee of what worked or didn’t work.
If you are unfamiliar with how to handle the situation, let your mentee know you don’t have an answer immediately but will get back to them.
As participants to the program, how long do I have to commit to the program? 
By participating in the OCA Mentorship Program, you are making a six month commitment with the aim of meeting a minimum of once every month.
As a mentee, will my mentor find me a job? 
The goal of the program is to gain advice from the experts and use the knowledge you have gained to further your career at your discretion. You are responsible for your own job search.
What if we don’t hit it off right away? 
It’s not easy to trust someone new. It may take a while to build up trust. Visit our Communication tips page for helpful hints on how to communicate with each other. 16

17. Thank you Mentors & Mentees
Thank you for attending today’s webinar. Just a reminder, we have recorded this webinar and will be posting it to the OCA website in the coming days along with the slides. Today’s webinar can be counted towards the CCO’s requirement for Continuing Education credits. A confirmation will be sent to you confirming your attendance.
Thanks again for participating our Mentorship Program!
We hope this marks the beginning of a fulfilling and empowering partnership.
Have a great afternoon everyone. 17