Member Mentoring Guide

A member mentoring guide developed for San Diego Toastmasters 7 and provided to you by Christoph Kubitza, DTM of San Diego Toastmasters 7 the oldest club in the district

07/01/2013, revised July 2019

How to use this guide

Thank you for offering to assist and guide a new or existing member through the Toastmasters International Educational Program using San Diego Toastmasters 7 best practices in mentoring. Since 2005 most San Diego Toastmasters 7 members have formally been matched with a new or existing member. San Diego Toastmasters 7 owes a great deal of its club achievements to members in this program.

Role Qualifications:

To be considered for the Role of Coach/Mentor the member must demonstrate it has:

1. The will to help a fellow member
2. Completed at least Level 3 in Pathways
3. Held all the basic meeting functions (Grammarian, Ah Counter, Timer, Vote Counter)
4. Held all key meeting roles (General Evaluator, Speech Evaluator, Toastmaster, and Table Topics Master)
5. Must be working projects from Pathways
6. Have held preferably, but not necessarily, a club office

Have your Mentee/Protegee bring their Pathways project description to your first meeting. During your first meeting go through the New Member Profile and fill it up together. Make a copy of the profile for your protégée, the Mentor Program Administrator, and the VP of Education. Keep the original copy to monitor short term objectives established that you have jointly established during the first meeting.

Mentors can earn credit in this role towards an HPL and/or fulfill the new member mentoring requirement in Pathways. See your Pathways Basecamp for more details.

The Role of the Mentor

6 Steps to fulfilling the role

Conflict Resolution Procedure

An important aspect of the San Diego Toastmasters 7 Mentorship Program is the Conflict Resolution Procedure. If it is ever the case that you have a disagreement with a fellow member or guest, we advise that you follow the appropriate steps:

Step I. Mentee who perceives they have been the target of an offense are advised to keep the issue as confidential as possible and bring it up directly to one of the following Club Officials:

• Mentor, If conflict is with any other member of the club.
• Mentor Program Administrator (MPA), If conflict is with the Mentor.
• Vice President of Education (VPE), If conflict is with Mentor or Mentor Program Administrator.

Step II. The Club Official will discuss the matter with the Mentor Program Administrator, Vice President of Education, and the member’s Mentor. Depending on the seriousness of the issue, the aforementioned Club Officials may either (a) help to resolve the issue between the person who made the offense and the offendee, or (b) refer the issue to the Executive Council (current Club Officers).

Step III: The Executive Council will assess the matter as reported and offer an official resolution, to be shared with the offender, the offendee, and, where appropriate, the entire Club membership.

Example Member Profile

From San Diego Toastmasters 7 New Member Profile

New Member Name:

Member Mentor Name:

I. Biographical Data

• Occupation and Employer:
• Accomplishments and Interests:
• Personal and Career Goals:
• Name of Sponsor:

II. Communication and Leadership Goals

1. What objectives do you hope to accomplish as a member of this club?
2. Is public speaking a requirement of your job or profession?
3. How would you describe your current skill level as a speaker?
4. Do you have any specific fears relative to public speaking?
5. Why did you choose to join this Toastmasters club?
6. What can this club to help you accomplish your goals?

III. Strengths and Weaknesses

1. What are your perceived strengths? (3-6)
2. What are your perceived weaknesses? (3-6)

Secondary observations gathered by mentor from the new member’s Ice Breaker speech:

1. What are your observed strengths? (3-6)
2. What are your observed weaknesses? (3-6)

Mentor Recommendations:

Mentor Signature__________________________________Date: ______/_____/______

Mentor to make a copy for the Mentee, the Mentor Program Administrator and/or the VP of Education.

Example Progress Survey

Provided by San Diego Toastmasters 7: Mentor Progress Survey

This survey was developed based on the 6-steps to fulfilling the Role of the Mentor that you should have received from your club’s VP of Education (VPE) or Club Member Mentor Program Administrator (MPA) when you became Member Mentor.

Purpose: This survey is designed to assist the mentor monitor his or her progress was made with his or her mentee through the first three  speeches. Completion and submission of this survey to the Club VPE or MPA is evidence that the mentor assisted the new member with his or her first three speeches.

Mentor Name:

Mentee / Protegee Name(s):

Membership Status: Active  /  Inactive

1. Have you and your Mentee scheduled time to establish a rapport (Check one)?
   Yes ▢   No ▢
   We have scheduled a date ▢   Date:
2. If response to Q1 is yes, have you discussed and recorded the member’s needs and expectations (Check one)?
   Yes ▢   No ▢
   We have scheduled a date ▢   Date:
3. If response to Q1 & Q2 is yes, have you translated the member’s needs into Toastmasters Education Program levels (Check one)?
   Yes ▢   No ▢
   I need more assistance from the administrator ▢
4. If response to Q3 is yes, have you set specific goals & objectives with the member (check one)?
   Yes ▢   No ▢
   We have scheduled a follow up date ▢   Date:
   Comment on Outcome:
5. If response to Q4 is yes, have you discussed the effort & commitment needed to meet the goals (Check one)?
   Yes ▢    No ▢
   We have scheduled a follow up date ▢   Date:
   Comment on Outcome:
6. If response to Q5 is yes, have you monitored the member’s performance progress with the VPE and/or MPA (Check one)?
   Yes ▢    No ▢
   We have scheduled a follow up date ▢   Date:
   Comment on Outcome:
7. If you are mentoring a new member and you responded yes to Q6, then did you discuss with the member preparation of and feedback on:

Speech#1: Yes ▢    No ▢    If yes, Date Speech Delivered: ___/__/___

Speech#2: Yes ▢    No ▢    If yes, Date Speech Delivered: ___/__/___

Speech#3: Yes ▢    No ▢    If yes, Date Speech Delivered: ___/__/___

Note: Mentor make a copy of Survey for yourself, the mentee, and submit the original to the VP of Education for processing.

Appendix C SDTM7 – MEMBER INTEREST SURVEY

Mentors/Club Officers: One of your responsibilities is to make sure members set and achieve their communication and leadership goals. Ask each mentee/member to complete the survey below. Review responses every few months to ensure the Club is meeting the mentee’s/member’s needs.

Name: _________________________________   Date: _____________________

Long Term Goals: List the two goals you wish to accomplish this year as a Toastmaster:
1. _______________________________________________________________________
2. _______________________________________________________________________

Short Term Goals: List two goals you wish to accomplish in the next few months (e.g., To use
better eye contact when speaking):
1. _______________________________________________________________________
2. _______________________________________________________________________

Interests

Indicate your interest in participating in the following activities by checking the appropriate column:

By June 30th, 20___, I am committed to completing the following award(s)

Communication Path: _______________________________________

Leadership Track:_______________________________________

Other: _________________________________________

What suggestions can you offer for improving our club?

What do you like about our club?

Please return the completed form to the VP of Education