Periodic Check-in Calls

Mid-Point Gatherings

Other Ideas for the Mid-Point Gatherings

Periodic Check-in Calls

The IAA made periodic check-in calls to each participant at one-month; three-months; six-months and nine-months. While it may seem time-consuming, these calls can be very helpful for encouraging participants towards successful outcomes, troubleshooting partnership difficulties or provide other assistance that ensures productivity. It is helpful to create a form that can be used for each call to be sure that each participant gets asked the same questions, and that you are able to document information over the program period. The following questions are used by the IAA on their check-in form (in addition to participant name, date and role):

• How many times have you met with your mentoring partner since last check-in?
  
  
• What have you discussed during your meetings?
  
  
• Briefly describe the goals you've set together.
  
  
• Have your goals for the relationship changed since we last talked? If so, how?
  
  
• Are you making progress toward your goals? If so, briefly describe. If not, why not?
  
  
• What parameters have you set for how often you'll meet and for how long?
  
  
• Do you have any concerns at this time?
  
  
• Is there anything else you'd like to share with me?
  
  

It is important to allow participants to maintain confidentiality as they feel necessary, while assuring them that the check-in calls are also confidential. You will only share information with their partner that is agreed upon in your call.

The information you gather here can become part of the overall program evaluation you conduct. It can indicate participant progress over time, the possible need to make any changes to your program model and the effectiveness of your matching process.

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Mid-Point Gatherings

Once the mentoring pairs are off on their own, you will want to create opportunities for them to feel supported as well as to aid in your ongoing program evaluation. Mid-point gatherings are a way to do this. IAA found that scheduling a meeting about three-months into the program was a good way to reconnect everyone and build early camaraderie. Evaluation information from participants in the IAA's program indicated that they wanted more opportunities to get together as a community throughout the program period, rather than fewer. Thus, you are encouraged to seek a variety of means for bringing your partners together throughout the program period. Consider creating a few structured events throughout the program cycle that might help them build relationships as well as address mentee skill-building needs.

Get-togethers can also be a good way to strengthen the local arts community by facilitating the development of professional relationships around a shared experience. IAA feedback from participants asked for more opportunities for interaction rather than fewer.

In addition to your ongoing check-in calls, a group meeting helps to reconnect all of the participants with one another, allowing them to share their experiences and provide you with incremental feedback. Using the following information from the IAA's facilitated program design, you can develop your own gatherings and evaluation methods.

This session does not have to be as long as the orientation and training workshop. It is often pleasant to provide lunch or other meal as a means of creating community and comfort for those involved. The IAA's 90-minute meeting includes lunch and time for both large and small group discussion.

The meeting begins with small group discussions while they are eating lunch. On a timed agenda, this can take place for 45-minutes or so. The following questions, or others that you create, can be provided to them on handouts as prompts for sharing their experiences:

1. What preparation or discussion techniques have you used that have been particularly helpful or effective in working with your mentoring partner?
   
   
2. What has your mentoring partner done in interacting with you that has been particularly effective or helpful?
   
   
3. Have you come up against any challenges in working with your partner? If so, how did you address them?
   
   
4. What questions or concerns do you have at this time about moving your mentoring partnership forward?
   
   
5. What could the Illinois Arts Alliance be doing to better support you during this mentoring process?
   
   

After lunch everyone convenes together for a group discussion at which participants report out on the small group dialogues and responses to guiding questions. It is strongly recommended that you have one person (not a participant) take detailed notes from the group discussion, as this is a good source of evaluation material.

The facilitator can prompt participants to share their ideas or concerns using the following questions:

• For mentees: What are some of the more effective techniques that your mentoring partner has used or helpful suggestions they have made?
  
  
• For mentors: How have you seen your mentee grow since the program's start?
  
  
• For all: What are some of the successful techniques you have used in your partnerships?
  
  
• For all: Do you have any current questions or concerns about moving your partnership forward?
  
  
• For all: Are you experiencing any challenges with which you think the group might be able to help you and your partner?
  
  
• For all: What things could the IAA be doing to better support you?

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Other Ideas for the Mid-Point Gatherings

You may want to adjust the agenda and the schedule to meet your needs. In addition to the ideas presented here, you might consider including a light brush-up training that provides them with tips, such as:

• New resources you may have located;
  
  
• Strengthening one's listening or communication skills;
  
  
• Reminders about the ways they can make the best use of their time together;
  
  
• A refresher on the program's purpose or how to update their goals; and
  
  
• A review of and recommitment to their goals.

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IAA Home

Illinois Arts Alliance/Foundation
203 North Wabash
Suite 1920
Chicago, Illinois 60601
Phone: 312.855.3105   Fax: 312.855.1565
info@artsalliance.org