Best Practices for Implementing an External Recruiting Partnership
Mentoring and coaching oct2015 uwi
1. How to Stop Managing
And Start Coaching
Leahcim Semaj, PhD
The Leadership Development Programme
Human Resource Management Division
The University of the West Indies, Mona Campus
October 20, 2015
2. October 20, 2015 2
Dr. Leahcim Semaj
Chief Ideator & Resultant
The JobBank
Keep In Touch!
3. Course Outline
1. The What and Why of Coaching &
Mentoring; The Processes as Learning
Platforms
An in-depth discussion of coaching and
mentoring, their differences, and their
value and importance to an
organisation.
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4. Course Outline
2. Basic Coaching Models, Mentoring
Models and Goal-Setting Approaches
* An overview of coaching and
mentoring models and goals-theory
application approaches.
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5. Course Outline
3. Coaching & Mentoring in Practice -
Do’s and Don’ts
* Learn the many facets of coaching
including what to do and what not to do.
* Techniques and tools to use to become
highly effective coaches and mentors.
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6. Course Outline
4. Understanding Personality and Its Implications on
Your Coaching/Mentoring Style
The physical elements of coaching/mentoring delivery
including the your tone of voice, word choice, body
language, and timing.
An understanding of how to devise coaching
/mentoring strategies and anticipate pacing
requirements that will be effective with a variety of
coachees/mentees.10/20/2015 www.LTSemaj.com 6
7. Course Outline
5. Understanding How to Use Vocal and
Visual Control in Coaching & Mentoring
* Vocal and Visual control, and their
contributory ratios to the unspoken
“balance of power” in any human
interaction.
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“We have all that we need
to create what we want
because all the resources
we need are in our minds”
Theodore Roosevelt
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The Traditional Responsibilities of The
Supervisor
1. Scheduling and tracking progress
2. Teaching new skills
3. Evaluating employee performance
4. Enforcing work rules and safety
policies
5. Selecting personnel
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The Supervisor is Now Responsible
for Ensuring Total Quality
Service that
exceeds
customers
expectation
CONTINUOUS IMPROVEMENT
EMPLOYEE INVOLVEMENT
CUSTOMER FOCUS
MEASUREMENT
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The Expanding Role Of The Supervisor
1. Developing teamwork
2. Encouraging continuous improvement
3. Encouraging employee involvement
4. Customer focus
5. Measurement
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Contrasting The Roles
EXPANDED
Developing teamwork
Encouraging continuous
improvement
Encouraging employee
involvement
Customer focus
Measurement
TRADITIONAL
Scheduling and tracking
progress
Teaching new skills
Evaluating employee
performance
Enforcing work rules and
safety policies
Selecting personnel
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The New Way
Performance coaching
represents a new philosophy
in developing people
Based on the hands-on
experience and on-the-job
knowledge of the immediate
supervisor
You focus on the
company’s business
objectives
You connect training
to the job
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If Your Employees Are Average
Probably no more than 20 %
These top performers often
are eager to learn because
they have high achievement
drives
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All of Us Need Coaches
Most people work
Learn
Stretch more
If they are encouraged and
coached
Than if they try to go it alone
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Everyone Needs a Push Sometimes
Muhammad Ali
Asked to identify the
greatest lesson he
learned in life
The Sonny Liston title
fight in January 1964
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“Liston Was the Strongest Man I Ever Fought”
“Every time I hit him, it hurt
me worse than it did him
When the 6th round ended
I was completely spent
I couldn’t even raise my
arms”
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“I Couldn’t Even Stand up
to Go Back Into the Ring”
“I’m going home! I
told Angelo
Dundee
I’m not going back
in there!”
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The Lesson of Coaching
“The greatest lesson
I’ve learned is to
have someone
pushing you and
making you do things
you didn’t think you
can do”
The Greatest Athlete of the 20th Century
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Managers Change -
From Supervisors to Coaches
Coaches help teams solve
problems
Old Order bosses design and
allocate work, supervise, check,
monitor and control
Teams do these things for
themselves
Mentors look out for long term
career development
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Middle Management Has A
New Role
From guardians of the functional
units to smashers of the
boundaries
To facilitators of the teams on
the front line
From defending what use To be
To encouraging what should and
can be
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Organizational Structure Changes-
From Hierarchical to Flat
The team and the
process is the reality
Coequal people can
operate with autonomy
and fewer managers
A manager can
typically supervise
about seven people
He can coach up to
30 or 40
33. How to Stop Supervising
And Start
Coaching
A
JobBank
Presentation
34. Mentorship - Origins
The first recorded modern usage of the term can be
traced to a book entitled
"Les Aventures de Telemaque",
by the French writer François Fénelon
In the book the lead character is that of Mentor.
This book was published in 1699 and was very popular
during the 18th century
The modern application of the term can be traced to
this publication.
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35. Mentorship - Origins
This is the source of the modern use of the word mentor:
a trusted friend, counselor or teacher, usually a more
experienced person.
Some professions have "mentoring programs"
in which newcomers are paired with more experienced people,
who advise them and serve as examples as they advance.
Schools sometimes offer mentoring programs to new
students,
or students having difficulties.
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36. Today Mentors
provide expertise to less experienced individuals to
help them
advance their careers,
enhance their education,
and build their networks.
In many different arenas people have benefited
from being part of a mentoring relationship.
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37. DEFINITION OF MENTORING
A deliberate, conscious, voluntary relationship:
• That may or may not have a specific time limit
• That is sanctioned or supported by the Company
by time, acknowledgement of supervisors
Or administrators,
or is in alignment with the mission or vision of the organization
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38. MENTORING
• Occurs between an experienced, employed (the
mentor)
• and one or more other persons
• the partners/graduates
• Who are generally not in a direct, hierarchical or
supervisory chain-of-command
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39. MENTORING
• The outcome of the relationship is expected to benefit all
parties in the relationship (albeit at different times)
for personal growth,
career development,
lifestyle enhancement
spiritual fulfillment,
goal achievement
and other area mutually designated by the mentor and the partner
• With benefit to the Company
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40. MENTORING
• Such activities taking place on
• a one-to-one,
• small group
• or by electronic
• or telecommunication means
• Typically focused on
• interpersonal support,
• guidance, mutual exchange,
• sharing of wisdom,
• coaching,
• and role modeling
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41. Mentee
The student of a mentor is called a protégé.
Sometimes, the protégé is also called a mentee.
The -or ending of the original name Mentor does not
have the meaning of "the one who does something",
as in other English words such as contractor or actor
The derivation of mentee from mentor is therefore an
example of backformation
(cf. employer and employee)
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42. Notable Mentorships
Authors -
H.P. Lovecraft mentored Robert Bloch, Clark Ashton
Smith, and Robert E. Howard
Business people -
Freddie Laker mentored Richard Branson
Politicians -
Aristotle mentored Alexander the Great
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43. Notable Mentorships
Directors -
Roger Corman mentored Francis Ford Coppola,
Martin Scorsese, Ron Howard, Peter Bogdanovich, Jonathan
Demme, Joe Dante,
James Cameron, John Sayles, Donald G. Jackson, Gale Anne
Hurd, Carl Colpaert,
Monte Hellman, Paul Bartel,George Armitage,
Jonathan Kaplan, George Hickenlooper, Curtis Hanson, and Jack Hill.
Martin Scorsese
mentored Oliver Stone at New York University
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44. Notable Mentorships
Actors -
Laurence Olivier mentored Anthony Hopkins.
Martin Landau mentored Jack Nicholson.
Mel Gibson mentored Heath Ledger
Musicians -
Johann Christian Bach mentored Wolfgang Amadeus
Mozart.
Dr. Dre mentors Eminem.
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45. Notable Mentorships
Athletes -
Eddy Merckx (five-time Tour de France winner) mentored Lance
Armstrong (seven-time Tour de France winner).
Bobby Charlton mentored David Beckham
Movies -
Obi-wan Kenobi mentored Anakin Skywalker and his son Luke
Skywalker
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46. Notable Mentorships
Television -
Perry Cox mentored J.D. (Scrubs)
Video Games -
The Boss mentored Naked Snake.
Solid Snake, mentored Raiden.
Poetry -
Seamus Heaney mentored Paul Muldoon
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Coaches Are Mentors
Allows you to share your
experiences with your
employees
Help them achieve the
same level of success as
you
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Coaches Are Mentors
As they benefit from your
experiences, they avoid
the mistakes that can set
back or ruin their careers
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Mentoring
Helps you to become a
caring, sympathetic
and patient supervisor
You learn to listen to
the fears and
frustration of your
employees, as well as
the joy and victory
Can increase your
motivation and
enthusiasm towards
you as you help
employees walk the
same path you
followed
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MORE BENEFITS
They improve
the performance
of their company
Improve
relationships
between managers
and employees –
further improving
performance and
productivity of
employees
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How to be a Good Mentor
1. CREATE A NETWORK
A network of contacts with various
departments and hierarchical levels
provide knowledge about the
organisation’s history, philosophy,
strategic direction
you can share with your workers
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2. Allow Freedom
Sometimes being exposed to
different values, beliefs and goals
is necessary to help employees
grow
Employees may want to turn to
someone other than you
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3. Invest your time wisely
Don’t spend time on
employees who are always
focused on the negative
aspects of their work and
having nothing good to say
about the company or its
people
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Invest your time wisely
Your time is better spent
with positive employees
who are open to
suggestions
and ready to take
responsibility for their
growth and development
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4. Give & You Get Back
Mentoring is reciprocal
When you share your
knowledge and experiences –
you’ll gain insights and
knowledge about yourself and
your job
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6. Be an active listener
No relationship can succeed if
the supervisor does not actively
listen to employees
You will be able to gather
information from your
employees through verbal and
non-verbal cues
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7. Have Chemistry
A personal
chemistry between
managers and
employees must
exist for the
mentoring
relationship to be
successful
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8. Formally Establish
a Mentoring Relationship
You can
develop a
formal
development
plan with each
employee
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Outlines your responsibilities
The goals and
outcomes your
employee wants to
achieve
The action steps and
strategies that will be
used to achieve them
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9. Establish Relationship Boundaries
Some topics have to remain taboo
even in mentoring relationships
Example
promotions
your relationships with managers
In order to develop trust and harmony
in the relationship, be clear and
forthright about the boundaries
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10. Create Reciprocity
Both parties
must benefit from
the mentoring
relationship
clearly your
employee will
benefit the most
Managers and
employees grow
and learn from
each other
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The best mentoring relationships
Enhance and encourage
the confidence and
creativity of both the
managers who is guiding
the employee and the
employee who is learning
how to succeed
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As a Performance Coach
You make sure that
employees receive
on-target training
You are
accountable for the
performance of
employees being
trained
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As a Performance Coach
It is results that
count
not the training
activity
No more training
for training’s
sake
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What does this mean?
Break up training into
small units that last only
a few hours or less
This eliminates
launching a tidal wave
of information at
employees that they
forget as soon as they
step out of the
classroom
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Performance Coaching
Developing the full
potential of
employees
Help to identify and
grow the personality
and performance
strengths that will
make them better
employees
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So What?
For many, training,
coaching and
mentoring employees
is just another task to
be added to their
already overflowing
agenda
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Human Resource Professionals
Support
you in
your new
training
role
Developing training
activities and
teaching training
skills such as how
to make
presentations and
lead discussions
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In Addition:
They should be
responsible for
the
organisation's
performance
management
system
Performance
standards
Evaluation
systems
Compensation
and reward
systems
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How to
Build Relationships With Workers
A performance-
coaching
relationship with
your employees
must include
some special
components
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1. Freedom From Fear
Fear kills organisational
and individual
performance
An intimidating boss and
constant fear of reprisals
make employees:
Frustrated
Angry
Resentful
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What of Relationships?
Good relationships can’t
survive under such
conditions
Do not emotionally and
verbally abuse employees
Give them leeway to be
creative
Even to make mistakes
Without fear of retribution
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2. Communication
Two-way communication
Need good listening skills
to encourage employee
communication
Communicating on the
same level and with the
same language
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3. Interaction
To have healthy
fear-free - and
mistake-free
communication:
You should allow
personal interaction
between self and
employees
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4. Acceptance
Relationships
must be non-
judgmental
Be ready to
listen to what
employees
have to say
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5. Personal Involvement
Know your
employees as
human beings
Let them
know you as
a human
being
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7. Honesty
Relationships
depend on total
honesty
That doesn’t
mean you can’t
hide things that
will hurt your
employees
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9. Personal and
Professional Development
The manager's job
is to offer the right
work assignments
and help the
employees achieve
their goals
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First - MEANING
Present
information only
if it is
meaningful
Theory should
be tied to
practical
applications
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Second - MASTERY
Present information in a
way that permits
mastery
Employees have to
understand completely
and be able to use what
you are training them to
do
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The Seven Laws of Training
The following
laws of training
will help you
perform the task
of the trainer
better
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1. The Law of The Trainer
You have to convince
employees that you
know what you're
talking about
Must have both
knowledge and
experience in the
subject being taught
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2. The Law of The Learner
Learners pay
attention if
you use
diversionary
methods such
as games or
exercises
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Training and Performance Aids
User friendly
aids such as
laminated cards
or posters can
be used to keep
key points fresh
in employees'
minds
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3. The Law of The Language
Training must be
conducted in
plain, intelligent,
understandable
language if it is to
be successful
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4. The Law of The Training Session
Training must be
tied to a frame of
reference that
employees can
understand
Something the
employee is
familiar with
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5. The Law of the Training Process
The best learning
process challenges
employees to
study for
themselves
Don't spoon-
feed them
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7. The Law of Review,
Application and Evaluation
Review the
material to
ensure that the
employee fully
understand it
And know how
to apply it to
their jobs
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Support learning
through action and reflection
Take time after a
specific event or
during the
scheduled coaching
meeting to ask
some questions
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Questions To Ask
"What happened?
What did you do?
How successful do you think the
action was?
How did you feel before, during, and
after?
How did other people react?
Did you get any feedback?
Do you need to follow up?"
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One goal of the coach in
the action-and-reflection cycle
To make the
worker realise
how his
behaviours
affect his ability
to succeed
The best way to
accomplish that
is to ask him to
imagine how
others might be
reacting to his
behaviour
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Move from easy to hard
1 1 3 Don’t expect
the
behavioural
goal to be
reached
without some
trial and error
along the way
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WHEN WORKING ON SEVERAL BEHAVIOURS
Pick the one
that is likeliest
to change
quickly and
with the least
amount of
trauma
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Set Microgoals
These goals
approximate the
ultimate goal and
form the basis for
reflection and
discussion between
coach and worker
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If the ultimate goal is to be more trusted
and approachable
Successive
microgoals might
be to ask a staff
assistant how his
weekend went
To solicit other
people's opinions
about a decision
To follow up with
them afterward
To ask more people
out to lunch
To take notes about
how a particularly
bothersome
relationship is
progressing
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If the ultimate goal is to stop overly
controlling behaviour
A series of
microgoals might
encourage the
worker to hold
back her opinion
in a meeting until
everyone else has
spoken
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Use tape delay
The coach
encourages the
worker who gets
into trouble by
speaking before
thinking to wait for
five seconds
before reacting in
meetings
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Practice script writing and role-playing
The coach can help
the worker who
has problems
communicating by
encouraging him to
write scripts and
then to play out
possible scenarios
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Set up relationship-repair meetings
The coach must ask
many questions of
the worker to find
out what is
happening in a bad
relationship
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Set up relationship-repair meetings
When the worker is
ready to work on the
relationship, the coach
may help him script
and play out a first
meeting
It also may be of
benefit if the coach
acts as meeting
facilitator
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Napoleon stressed how everyone
responds to rewards when he said,
"Men don't risk
their lives for
their country.
Men risk their
lives for medals”
Human nature
has not changed
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Make Training Work at Work
Refresher courses help
employees review the
material
talk about the difficulties
integrating new skills or
knowledge in the
workplace
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Journals and Daily Logs
Journals and Daily
Logs allow
employees to to
record the
circumstances and
events in applying
the learning
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Follow-up Activities
One-on-one
interviews
Focus-groups
sessions
Used to see the
problems employees
are having in
applying the learning
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Study Failure
To see how you
can better design
future training so
that applying it
can be done with
minimal
disruption
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How to be
an Effective Career Coach
The primary
purpose of career
coaching is to help
employees consider
alternatives and
make decisions
regarding their
careers
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Get the Right Person in the
Right Job
Prevents
organisations from
investing too much
time and money in
employees who are
not suited for
certain jobs or
responsibilities
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The Career Coach
Managers and
Supervisors rather
than human
resource
professionals are
the best choices for
career coaches
most familiar with
employees'
performances
They are the ones
accountable for
those
performances to
motivate and
encourage their
employees
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The Right Environment
To succeed as a career coach
employees must be willing and
able to confide in you
There must be a climate of open,
honest communication between
you and your employees
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Positive Communication
Is more than paying
"my door is always
open” lip service
Employees have to
believe that you are
sincerely concerned for
their well-being
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Interpersonal Communication
Once you create and
open environment the
stage is set for you to
be a career coach
Your interpersonal
communication skills
are critical
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Attending Skills
Show concern for
employees
acceptance,
empathy and
understanding
Create trust and
fearlessness in
employees
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Active Listening
Means that you
are more
interested in
hearing what the
employee has to
say than hearing
your own voice
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Reflective Skills
You reflect on
what employees
have said
Paraphrasing
Clarifying
Interpreting
Summarising their
feelings and
thoughts
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Good Career Coaches
Career coaches must deal with
three different types of employees:
Movers
Middle-of- The-Roaders
Stuckies
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Movers
They are interested in
learning new skills
and want to apply
them on the job
They have a long-
term perspective on
their careers and are
always looking ahead
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Middle-of-the-Road Employees
Balance their work and personal-life responsibilities
More than upward momentum, these employees
are looking for stability
They want challenges but not risks
Job rotation is a nuisance, not an opportunity
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Stuckies
These employees view
their careers, their
jobs and often
themselves negatively
They don't see
themselves going
anywhere and they
leave eventually
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Coaching must reflect
The complexity and difficulty of
genuine efforts to change
behaviour
Behavioural change requires
understanding one's effect on
other people
A process that can be painful
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Change requires faith:
Progress in the
beginning may come in
small increments as the
worker moves from
minor modifications to
more noticeable
differences
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Change means
deferring gratification:
Expect no applause;
Even after a behaviour
changes for the better,
few people will notice
until new behavioural
patterns are well
established
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Getting Results Through Rewards
As a performance
coach, you push and
encourage your
employees to perform
better – for
themselves and the
organisation
You must reward their
commitment and effort
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Bad Reward Strategies
A company rewards
employees for quality
work and then put
such stringent
deadlines on that
work that quality
suffers
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Other companies state expectations
But fail to
reward, or
even monitor
employee
performance
in those areas
Employees
base their
priorities on
what you
inspect rather
than what
you expect
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You can say that you expect quality
but if quality
control is not a
priority in your
organisation then,
quality does not
become a priority
for your employees
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Don’t treat all results the same
By not communicating
which results are
important
This can confuse
employees who may
work hard to produce
unimportant results
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Good Reward Strategies
There are four
reward strategies
that help
performance
coaches enhance
employee
performance and
commitment
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1. Reward long-term solutions
Examples include a yearly
bonus in stock credits to be
redeemed at retirement
Sabbatical program for
employees who have long
time service
Compensation system tied to
the long time performance
and profitability of the
company
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2. Reward Entrepreneurship
Employees should
be recognised and
rewarded for having
the self-confidence
to act on their
convictions
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Employees experience “controlled” failure
This failure will
be a learning
experience that
will benefit both
employees and
the company
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3. Reward performance improvement and quality work
Clearly
communicate
the
performance
and quality
level you are
expecting from
the employee
When that level
is reached,
there should be
some kind of
reward in
recognition of
the employee’s
efforts
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4. Reward Teamwork
Many companies
talk about the
importance of
teamwork and
then reward
individual efforts
and
contributions
Reward employees
for the efforts of
the team rather
than for their
individual roles
This will further
encourage
teamwork
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What Rewards?
Performance-
based money
rewards, such
as bonuses
and profit
sharing plan
Recognition
(formal and
informal)
Advancement
opportunities
Greater
autonomy
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IN SUMMARY
Why Should
You be a
Coach?
How to Build
Relationships
With Workers
Principles of Training
MEANING
MASTERY
ONE CONCEPT
FEEDBACK
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The Seven Laws of Training
1. The Law of the Trainer
2. The Law of the Learner
3. The Law of the Language
4. The Law of The Training Session
5. The Law of the Training Process
6. The Law of the Learning Process
7. The Law of Review,
Application and Evaluation
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Some Techniques For Coaches
ACTIVE LISTENING
Learning through action and
reflection
Move from easy to hard
Microgoals
Tape delay
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Some Techniques
For Coaches
Script writing and role-
playing
Relationship-repair
meetings
The use of positive feedback
Trainer and employee
should be evaluated