Virtual one2one mentoring sessions offer a unique set of opportunities which is why they do not have to be the next best choice. Mastering new skills and leveraging these opportunities can ensure your mentoring meetings are both impactful and efficient. We give you 10 essential tips on how to ensure that your mentor/mentee meetings are effective and impactful even though there is a screen between you.
1. Preparation
The good mentoring meeting starts before the actual meeting. Just like physical meetings the preparation is key when it comes to conducting good and effective mentoring conversations. Ideally, a few days before the meeting, the mentee should send an agenda to the mentor. This allows the mentor to prepare thoughts, questions, and topics relevant to the mentee’s development. Therefore, both the mentor and the mentee always have some preparation to do before the meetings, but the mentee’s effort will often require more time.
2. Make sure your connection works well
Agree on which platform to use. There are a lot of free platforms available on the market, but we always recommend making a profile which is protected by a password. Use a laptop/computer rather than a tablet or smart phone which may result in less functionality available. Remember a headset.
Before the meeting it is a good idea to test and make sure that your connection, audio and camera works. Position your camera to frame your face in the center of the screen with adequate lighting, and choose a quiet, private location for your discussions as topics can be both confidential and sensitive.
3. Clarify roles and responsibility
In our definition of mentorship, the mentee is responsible to learn, and mentor is responsible for the process and for creating a good framework for learning and development. It is up to the mentor and mentee to discuss the expectations they have for each other. When the mentoring conversation takes places virtually, it is important to figure out who initiates the call and who calls who if the connection is lost during the meeting.
4. Be punctual
Make sure to be ready on time and end the meeting as scheduled. Mentally prepare yourself 15 minutes before the meeting starts. Open the meeting platform you have agreed on 5 minutes before to check that the technology works. Check your camera and microphone. If you are late to a meeting, make sure you give notice as soon as possible.
5. Visual effects
Virtual meetings are more intense than physical meetings. It is therefore important to vary the actual meeting process, for example by including visual means. Consider using a virtual whiteboard for drawing or taking notes. Present exercises and homework through screen sharing (Word, PowerPoint, Excel etc.).
6. Mind your body language
To communicate effectively in a virtual meeting, body language matters. Many details which normally play an important role in physical meetings may be lost during virtual meetings. One of the most important - but also the hardest - thing to show in a virtual meeting is presence. During a virtual meeting you can show that you are present by looking into the camera. This way the other party feels that you are looking into their eyes, which is an important element in a conversation.
Virtual meetings require us to actively use the part of our body that can be seen – our head and hands. For example, smiling, nodding or a thumps-up.
Sometimes virtual meetings without the use of video can make you listen more focused. It is therefore important to find a good balance between the use of camera, visual aids and sound.
7. Silence is good
In virtual mentoring meetings, it can be difficult to deal with the silence that naturally arises in conversations.
The silence may seem strange and awkward, but in the silence something good is hidden; creating space for reflection and contemplation. It is an advantage to breathe an extra time before answering. This way you make sure it doesn’t seem like you are interrupting.
8. Give room for immersion
In continuation of the silence that naturally arises during a mentor meeting, it is important to actively provide space for reflection. Say out loud that you need a moment to rest and take a 5-minute break, such as stepping away for a coffee or fresh air. It can also be a good idea to provide time to write down notes during the meeting. It can be difficult to concentrate on listening as you write. Make it a good habit to keep small reflection breaks during the conversation.
9. Consider recording the conversation
Recording the conversation can be valuable for both mentor and mentee to listen through, in connection with one’s self-evaluation after the meeting, and an effective way to capture the content and learning of the meeting. It is important both parties are ok with the recording, make a clear guideline for how to store and subsequently delete the recordings.
10. Evaluate the mentoring meeting
Follow-up and evaluations are an integrated part of a successful mentoring process. Just as breaks during the mentoring meeting, it is important to make room for reflection. Conclude the meeting with a review of the conversation, progress, and outcomes.
Planning the next meeting and sending a follow-up email summarizing the session and outlining next steps can reinforce learning and maintain momentum.
