TIPS FOR PROFESSIONAL COMMUNICATION
Professional communication is vital in a mentoring program as it facilitates clear and effective interactions between mentors and mentees. It ensures that guidance, feedback, and support are conveyed respectfully and constructively, fostering a positive and productive mentoring relationship.
Good communication helps mentees feel valued and understood, encouraging their growth and development. It also helps mentors articulate expectations and provide insightful advice, ultimately enhancing the mentee’s learning experience and professional development.
COMMUNICATION ETIQUETTE
- Reply to e-mails within 24 hours, even if you just confirm receipt of the e-mail and indicate you will write a lengthier response later when you have more time.
- Have a professional-sounding e-mail address that is easy to remember (e.g. use your name or some derivation of it).
- Return phone message as soon as you get them, within 24 to 48 hours.
- Don’t wait until late in the day to make business phone calls. Try to make calls before noon; if you have to leave a message, the other person has time throughout the day to get back to you.
- Introduce yourself every time you call. Don’t expect your mentor to recognize your voice. Use your full name, and indicate that you are in the WiSE Mentoring Program.
- Leave your phone number every time you leave a message. Even if you know the other person has your number, it will save them time if they don’t have to look it up.
EFFECTIVE LISTENING SKILLS
Successful mentees listen to what their mentees have to say with attentiveness and interest, and connect the mentor’s knowledge with the things they need to learn. Successful mentees are open to new ideas and experiences.
Be respectful. Before meeting with your mentor, turn off your cell phone: no calls and no text messages.
Focus
Put all your attention on the speaker and make eye contact. Ensure your body language communicates interest, as opposed to the disinterest implied by fidgeting, doodling, crossing of arms, or turning away.
Be an active listener
Communicate your interest through expressions and mannerisms such as nodding, smiling, frowning, or shaking your head, and through soft verbal cues such as, “Uh huh”, or “really?” These show the speaker you are paying attention and will help your brain to stay engaged and process the information being presented.
Finish listening before you speak
Beyond waiting for the speaker to finish, be sure you have processed the message before you jump in. This is especially true of emotional topics in which you are anxious to state your own view. Pause to think about what you’ll say and ensure you haven’t misconstrued anything you have heard.
Ask yourself questions
The rate of thought is generally four times faster than the rate of speech. Keep yourself tuned in to the conversation by thinking to yourself such questions as, “What is the main point here?”, and “How will I respond to this?”
Probe
If you need clarification or more specific information, wait for a natural break in the speaker’s train of thought and pose your question in a concise format.
Acknowledge
Paraphrase your understanding of what has been said as well as the feelings expressed.
Take notes
Bring a notebook and make note of any feedback or suggestions made by your mentor, or tasks for your next meeting.