Mentor module

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The Team

Our team at Animal Services consists of the following roles:

• Team member = All employees, volunteers, and foster families

• Leadership = Director, Administrative Assistant, Road Supervisor, Operations Manager, and Outreach/Volunteer Coordinator

• Rounds Team = Operations Manager, Lead Animal Care Technician, and Veterinary Team Member

• Front Cat Lead = Animal Care Technician assigned to adoptable cat rooms in addition to the nursery view room

• A Building Lead = Animal Care Technician assigned to dog kennel building A

• Mentor = A qualified team member, who through recommendation and assessment, teaches and supervises new team members in their area of expertise

Welcome!

Mentoring is a vital part of training our new team members. It uses the knowledge and experience of the people who apply the skills everyday and transfers it to others, creating a stronger shelter.

In this module, the following mentoring facets will be addressed:

• basic skills of a task

• explaining the why; for example:

  • “We open the gate this way to allow us access but block the gate so the animal is not able to push or slip out without us having control of the leash.”

• demonstrating

• allowing for practice

• encouraging

• correcting positively, when needed

Please keep in mind, as you go through this module, the following two ideas:

• there is often more than one correct way to complete a task or tasks; and

• practice does not make perfect, perfect practice makes perfect.

What skills do you need to be an effective mentor?

In order to be an effective mentor, there are a number of skills required. They include, but are not limited to, the following:

• comfortable addressing small groups

• expertise and extensive practice in a skill or skills

• ability to explain the

  • what

  • where

  • why

  • how

  • when

The following page contains an example of instructions for a seemingly simple task. You will be asked to evaluate those instructions.

Make a peanut butter and jelly sandwich.

Assemble the needed materials:

• peanut butter

• jelly

• bread

• knife

Process:

• put peanut butter and jelly on the bread with a knife

Is this a thorough explanation?

The explanation was neither thorough nor effective.

Even though the task was very simple, the following is an example of how it can be followed, but with an unacceptable result.

The point is that what we may take for granted that someone who we are teaching knows more than they do. All of the steps need to be clearly explained and demonstrated.

A better explanation... 

Explaining in detail

Every facet of shelter management and animal care is all about procedures. When teaching a procedure whether it is removing a dog from a kennel or cleaning a cat's enclosure, involves numerous steps. As with the PB&J example, each step must be clearly explained. To be effective, every detail should be explained, demonstrated and practiced.

Example: opening a kennel gate.

It seems simple and most will probably figure it out quickly. The more effective mentor will show the team members how the latch works, open the latch, then have them practice.

Observe the students and comment as you go along.

Procedures, procedures, procedures

The most effective mentor follows the correct procedures for completing a task, even when they think that no one is watching; leading by example, always.

Below is a short video about how to teach procedures.

How to prepare a lesson

1. Make sure that you are comfortable teaching the skill(s).

2. Break the skills down into small lessons and demonstrations, do not try to accomplish everything at once.

3. Explain the why, demonstrate, practice.

4. It is highly recommended that you write a script before beginning.

If this will be your first time teaching others, practice the presentation and get feedback with another experienced team member before your mentoring duties begin.

Do not hesitate to update your presentation as needed. After practice, you will be able to do so based on your audience.

Remain positive

• Keep in mind, some people will seem to immediately understand, some will not. Do not hesitate to repeat a skill a few times.

• Encourage questions, constantly. Keep in mind, people can sometimes become very shy and do not want to appear stupid, so they will not ask questions. Make them comfortable enough to do so. The only dumb question is one not asked.

• If something is not getting through, try a different approach and reexplain later.

• Ask questions to check knowledge.

• Never, ever yell. Problem mentees will be addressed later.

• Keep it simple.

• Failure can lead to tremendous success and is often a great lesson that will not be forgotten, for both the mentor and the team member being mentored. Embrace a failure and use it as a learning experience; asking questions about why the failure happened.

• Always keep in mind, teaching is learning twice.

If there is a problem...

Sometimes certain tasks may be a bad fit for individuals. That, in itself, is not a problem. A problem arises when someone who is not fit to perform a task or tasks is assigned to them. Here are some ways to address this:

Ask another mentor to observe during a lesson and get their opinion. Is it the student or is it your presentation?

Often times it is a good idea to observe another mentor as they teach the skill to see if you are missing something and how the other mentor approaches explaining the task.

Use your chain of command. The Shelter Manager or Volunteer Coordinator are available for you to discuss issues with. They are there to make tough decisions that are in the best interest of the operation. Discussing issues with other team members in a negative way will not solve the problem.

Conclusion

You have been invited to be a mentor because of your demonstrated skill, ability to communicate and work integrity. This is a tremendous vote of confidence in your ability to pass on the vital knowledge that you possess to others.

Before beginning your first mentorship:

• practice

  • you will spend time with an active mentor to get you started

• prepare

• write out the steps

• look for the details

While mentoring

• remember: procedures, procedures, procedures

• practice what you preach, even when no one is looking

• observe

• discuss

• ask and answer questions

• always remain positive

• teach in small pieces

After mentoring

• analyze what worked well and what did not

• adjust presentation as needed

• ask others for advice as needed

• be available to mentees, either on site or by email, to answer questions

Remember:

• teaching is learning twice

• let failure lead to success

• perfect practice makes perfect

Assessment and practice.

Choose a task that you use each day and explain in detail how to successfully complete the task.

The team leads will be looking for clear, thorough explanations.

Thank you for completing the mentoring module. A senior team member will be in contact with you soon concerning your becoming a mentor!

Please click the Submit button below to complete the module.