Meeting Cadence: Best Practices for Mentors

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So, you've decided you're diving into the world of mentorship. That's fantastic! But now, you might wonder, "How often should I meet up with my mentor or mentee?" It's one of the most important questions, and it's great that you're thinking about it.

In this blog, we're talking about all things meeting frequency in mentorship. We'll talk about why it's such a big deal and dig into the factors that help you figure out the right meeting rhythm.

So, grab a comfy spot, maybe a beverage of your choice, and let's unravel the art of mentorship meetings together.

Importance of regular mentor-mentee meetings

Okay, so we've got our coffee mugs ready, and we're all set to chat about something super important: why meeting regularly with your mentor or mentee is an absolute game-changer.

Imagine this. You’re a new manager with a great idea, like launching an AI text messaging service for customer support. It's exciting, right? But there's a twist – you've got no clue how to make it happen. That's where a mentor steps in, guiding you through the process.

What's the benefit, you ask?

Here’s an overview from our guide on the benefits of mentoring.

• Younger generations want it: A whopping 79% of millennials (who make up most of today’s workforce) consider mentoring to be an absolute game changer when it comes to building a successful career.
• Career support and advice: Your mentees might be eyeing that next step on the career ladder, or looking to make the move into another part of the industry. With mentoring, you can give them the support they need to upskill and make that dream a reality.

Factors to consider when determining meeting cadence

Deciding how often you should meet isn't a one-size-fits-all affair. It actually depends on several key factors, including…

1. Mentorship goals

Your mentorship journey begins with a destination in mind. Are your mentees looking to sharpen specific skills, navigate a career transition, or gain broader industry insights?

Setting SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals before you begin mentoring will be key to understanding how often you and your mentee meet.

For example, if your mentee just took ownership of the customer service department, they want to make an impact. After talking about the problems there, you could settle on aiming for a 20% improvement in customer issue resolution within six months.

With a clear goal in mind, they can think about solutions like post-mortems on difficult issues or embracing artificial intelligence in call centers. On a six-month timeframe, you’ll want to opt for weekly or fortnightly meetings to raise issues and iterate quickly.

2. Mentee's career stage

Think about where your mentee is on their career road trip. Are they just setting off, needing lots of guidance, or are they cruising down the highway, looking for occasional advice on the big turns? Match your meeting frequency to their career stage. Newbies might need more pit stops, while seasoned travelers prefer less frequent but more intensive sessions.

3. Individual availability and schedules

Let's face it: life can sometimes feel like a juggling act with work, family, personal time, and all the other commitments. You and your mentee both have busy lives, so it's essential to sync up your calendars effectively.

Start by having an open and honest conversation about your availability and preferences. Maybe those early morning coffee chats before the workday or lunchtime video calls work best for both of you.

4. Type of mentorship in practice

In formal mentorship programs, there are set meeting schedules and guidelines. It's like following a clear plan. These guidelines help everyone know what to expect, making your mentorship straightforward.

In informal mentorships, it's more flexible. You have a blank slate where you and your mentee can create your mentorship journey. Here, you can decide how often you meet based on your goals and what works best for both of you.

Common meeting cadences

How often you and your mentee should actually meet? Here are the most common cadences:

1. Weekly meetings

Weekly meetings might be your speed if you're in the fast lane of mentorship. These regular check-ins can be perfect for tackling challenges head-on, making quick course corrections, and keeping a close eye on progress.

2. Biweekly meetings

Biweekly meetings give you a bit more breathing room while maintaining a steady pace. They provide a balance between frequent check-ins and allowing time for mentees to implement what they've learned.

3. Monthly meetings

These meetings are like your monthly planner. They provide space for reflection, goal assessment, and diving deeper into specific topics. This cadence is excellent for mentors and mentees with busy schedules, giving them ample time to prepare for meaningful discussions.

4. Quarterly meetings

If you prefer a more spacious mentorship journey, quarterly meetings could be your choice. They offer time to work independently, apply learning, and then come together for comprehensive updates and guidance.

5. Ad hoc meetings

Ad hoc meetings are like your mentorship 'on-demand' option. They're there when you need them, whether it's to address urgent challenges, explore unexpected opportunities, or seek immediate guidance. It's all about flexibility and responsiveness.

Best practices for effective mentorship meetings

So once you’ve picked your cadence, what are some other best practices you should be thinking about?

1. Setting agenda and clear expectations

A well-planned journey is a successful one. Setting a clear agenda for each mentorship meeting helps both you and your mentee stay focused and aligned. You should decide what each meeting should achieve, ensuring everyone knows their roles and responsibilities.

2. Listening and communicating actively

Actively listen to your mentee's concerns, questions, and insights. Encourage open dialogue and create a safe space for them to share their thoughts.

3. Tracking progress and milestones

Keep track of your goals and progress, acknowledge achievements, and identify areas that need improvement. This process helps both you and your mentee stay motivated and on track.

4. Careful handling of challenges and conflicts

Just like any journey, mentorship may encounter bumps in the road. Be prepared to handle challenges and conflicts with care and professionalism. Address issues openly, seek constructive solutions, and use conflicts as opportunities for growth. It's like having a toolkit to repair any hiccups along the way.

Picking the right rhythm for your mentee

In a nutshell, effective mentorship boils down to clear goals, the right meeting frequency, and smart practices.

Setting clear goals with your mentee, picking the right meeting rhythm, and using best practices like setting agendas, active listening, progress tracking, and conflict resolution are the keys to success. Whether you meet weekly or monthly, these strategies make mentorship productive and rewarding for both sides.

So, gear up, embrace these practices, and drive your mentorship journey toward success!

Author Bio

Cory Plachy is the Senior Marketing and Communications Manager at Convoso, the leading contact center software for powering sales and lead generation As an adaptable and naturally curious Marketing Communications Manager, Cory channels years of content creation, marketing and sales experience into the world of SaaS communication. Here is her LinkedIn.