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Mentoring Do’s Mentoring Do’s and Don’t sand Don’t s

Rudy RodriguezRudy Rodriguez

[email protected]@VA.GOV

The Odyssey by HomerThe Odyssey by Homer

Mentor was a trusted friend of Mentor was a trusted friend of Odysseus. When the latter was about to Odysseus. When the latter was about to set out for the Trojan war, he entrusted set out for the Trojan war, he entrusted Mentor with the care of his house and Mentor with the care of his house and the education of his beloved son, the education of his beloved son, Telemachus.Telemachus.

Mentor refers to a wise and faithful Mentor refers to a wise and faithful counselor or monitor.counselor or monitor.

Mentoring Do’s and Mentoring Do’s and Don’t sDon’t s

OutlineOutline Importance of mentoringImportance of mentoring

IntrospectionIntrospection Choosing a MentorChoosing a Mentor Cultivating the mentor–mentee Cultivating the mentor–mentee

relationshiprelationship SeparationSeparation

What is mentoring?What is mentoring?

Mentoring is a symbiotic relationship Mentoring is a symbiotic relationship aimed at advancing careers and aimed at advancing careers and career satisfaction for both the career satisfaction for both the mentor and the mentee.mentor and the mentee. J Gen Intern Med. 1998;13:117–122.J Gen Intern Med. 1998;13:117–122. Am J Med. 2002;112:336 –341.Am J Med. 2002;112:336 –341.

Mentoring in Academic Medicine Mentoring in Academic Medicine

A Systematic ReviewA Systematic Review

Dario Sambunjak, MD, Sharon E. Dario Sambunjak, MD, Sharon E. Straus, MD, MSc, PRCPC, Ana Straus, MD, MSc, PRCPC, Ana Marušic´, MD, PhDMarušic´, MD, PhD

JAMA. 2006;296:1103-1115JAMA. 2006;296:1103-1115

Copyright restrictions may apply.

Sambunjak, D. et al. JAMA 2006;296:1103-1115.

Self-reported Prevalence of Mentorship in Academic and Health Institutions



General Importance of Mentorship Perceived by Respondents



Impact of Mentorship on Personal Development and Career Guidance

Copyright restrictions may apply.Sambunjak, D. et al. JAMA 2006;296:1103-1115.

Impact of Mentorship on Specialty and Academic Career Choice



Impact of Mentoring on Research Development and Research CareerGuidance, and Research Productivity and Success

Men were 3 times as likely as women to describe a relationship with a mentor as a positive experience that influenced their careers.

Negative experiences most often mentioned by both sexes were lack of funding and lack of a mentor: 24% of the women identified the lack of a

mentor as 1 of the 2 most negative experiences they had in their careers.

Mentoring Do’s and Mentoring Do’s and Don’t sDon’t s

OutlineOutline Importance of mentoringImportance of mentoring

IntrospectionIntrospection Choosing a MentorChoosing a Mentor Cultivating the mentor–mentee Cultivating the mentor–mentee

relationshiprelationship SeparationSeparation

IntrospectionIntrospection

This training will be very different This training will be very different than nursing or medical school, than nursing or medical school, residency, etc.residency, etc.

Timeline for success is shortTimeline for success is short FocusFocus PlanningPlanning

Making the Most of Mentors: A Guide for MenteesMaking the Most of Mentors: A Guide for MenteesAcademic Medicine, Vol. 84, No. 1 / January 2009Academic Medicine, Vol. 84, No. 1 / January 2009

IntrospectionIntrospection

Clarify your valuesClarify your values Identify your work Identify your work

style and habitsstyle and habits Identify knowledge Identify knowledge

and skill gapsand skill gaps PersonalPersonal Professional Professional

developmentdevelopment Skill developmentSkill development

Academic guidanceAcademic guidance ResearchResearch List specific List specific

opportunities sought opportunities sought — e.g. grant writing, — e.g. grant writing, presentationpresentation

Write down goals: 3 Write down goals: 3 months, 1 year, 5 yearmonths, 1 year, 5 year

Personal preferencesPersonal preferences

GenderGender RaceRace Location, electronic mentoringLocation, electronic mentoring Work styleWork style

Identify knowledge and Identify knowledge and skill gapsskill gaps

PersonalPersonal creating work–life balance, building confidence, setting creating work–life balance, building confidence, setting

limits on commitmentslimits on commitments Professional development Professional development

networking, establishing goals, setting sights on future jobsnetworking, establishing goals, setting sights on future jobs Skill developmentSkill development

Identify gaps, writing, managing time, increasing clinical Identify gaps, writing, managing time, increasing clinical skillsskills

Academic guidanceAcademic guidance learning administrative skills, understanding department learning administrative skills, understanding department

values, being a good citizen in the departmentvalues, being a good citizen in the department ResearchResearch

collaborating, developing methodology, drafting collaborating, developing methodology, drafting manuscripts, and writing grantsmanuscripts, and writing grants

Write down goalsWrite down goals

6 month, 1 year, 2 year, etc6 month, 1 year, 2 year, etc Skills (MPH, Programming, Lab Skills (MPH, Programming, Lab

skills, independence)skills, independence) PapersPapers GrantsGrants Completed projectsCompleted projects Focus, focus, focusFocus, focus, focus Determine expectations of Determine expectations of

departmentdepartment

Clinical and Basic ScienceClinical and Basic ScienceResearch PathwaysResearch Pathways

enter lab, develop research agenda, learn methods results, publications

Clinical year = 2nd year ============ 3rd & 4th year ============== learn clinical research methods, MPH

Junior faculty= continue to develop mentored research program Independent researcher

Funding: NIH K08 or K23 NIH R01, others

Funding: training grant, F-32, other sources

Clarify your values and your Clarify your values and your departments valuesdepartments values

American Journal of Public Health American Journal of Public Health Supplement 1, 2009, Vol 99, No. S1Supplement 1, 2009, Vol 99, No. S1

In reference to a prolific researcher: “I just can’t trust someone who has publishedas much as he has” D.B.

AcademicsAcademicsBuilding a Research Career in General Internal Building a Research Career in General Internal

MedicineMedicineA Perspective from Young InvestigatorsA Perspective from Young Investigators

J Gen Intern Med. 1998;13:117–122J Gen Intern Med. 1998;13:117–122

Rule 1: Know the rulesRule 1: Know the rules Division chief, department chair, Division chief, department chair,

promotions committeepromotions committee How will your success be judged How will your success be judged

(productivity, grants) and what is an (productivity, grants) and what is an appropriate timeline.appropriate timeline.

Rule 2: Show productivity early Rule 2: Show productivity early Rule 3: Focus, Focus, FocusRule 3: Focus, Focus, Focus Rule 4: Know Your ResourcesRule 4: Know Your Resources Rule 5: Good ideas are keyRule 5: Good ideas are key

Finding a mentorFinding a mentor

Finding a mentor (s)Finding a mentor (s)

Assigned vs. gravitating towards a Assigned vs. gravitating towards a mentormentor

Meet with people you already trust Meet with people you already trust for advice and get recommendationsfor advice and get recommendations

Be persistentBe persistent Symbiotic relationshipSymbiotic relationship This is will be your first test.This is will be your first test.

Mentoring stylesMentoring stylesWhat fits with your values?What fits with your values?

Mentor oneMentor one Always is the Always is the

corresponding authorcorresponding author Restricts Restricts

collaborationscollaborations Papers are always Papers are always

referred as the referred as the mentor’s papermentor’s paper

Heavily edits papersHeavily edits papers

Mentor twoMentor two Allows much more Allows much more

freedomfreedom Encourages papers Encourages papers

without inclusion of without inclusion of the senior author’s the senior author’s name.name.

Provides advice, not Provides advice, not controllingcontrolling

Mentoring typesMentoring typesWhat fits with your values?What fits with your values?

Mentor #1Mentor #1 Senior mentorSenior mentor Access to multiple Access to multiple

opportunities (data opportunities (data sets, has multiple sets, has multiple grants, involved in grants, involved in many ongoing many ongoing national studies, national studies, study coordinators, study coordinators, etc)etc)

Very busy and aloof.Very busy and aloof.

Mentor #2Mentor #2 Junior mentorJunior mentor Early success in a Early success in a

narrow area, good narrow area, good writer, skilled in writer, skilled in programming, not programming, not too busy.too busy.

Not well funded.Not well funded. Very friendly with Very friendly with

common interests.common interests.

SolutionSolution

multiple mentors, both junior and multiple mentors, both junior and senior peoplesenior people

Will only work if roles are delineatedWill only work if roles are delineated Most people agree that you will need Most people agree that you will need

to build a team of mentors for grant to build a team of mentors for grant successsuccess

Two Successful CareersTwo Successful CareersClinical Science roads to K awardsClinical Science roads to K awards

Fellow oneFellow one Famous mentorFamous mentor Use of mentor’s Use of mentor’s

resources: contacts, resources: contacts, data sets, statisticians, data sets, statisticians, programmers.programmers.

Fellow focused on Fellow focused on writing papers, writing papers, developing research developing research ideasideas

Results: many papers in Results: many papers in a variety of journals.a variety of journals.

Fellow twoFellow two Junior mentorJunior mentor Developed statistical Developed statistical

skills, performed skills, performed analysis of data, analysis of data, developed developed collaborations.collaborations.

Mentor helped fellow Mentor helped fellow with weaknesses with weaknesses (writing papers)(writing papers)

Results: few papers, big Results: few papers, big impact.impact.

Think of it as an Think of it as an ApprenticeshipApprenticeship

““Managing up”Managing up”Business ConceptBusiness Concept

““managing up is the process of managing up is the process of consciously working with your boss to consciously working with your boss to obtain the best possible results for you, obtain the best possible results for you, your boss, and your organization.” your boss, and your organization.” Thomas Zuber and Erika JamesThomas Zuber and Erika James

Guidelines: communicate; no surprises; Guidelines: communicate; no surprises; provide solutions; be honest; be loyal; provide solutions; be honest; be loyal; understand boss’s perspective agenda, understand boss’s perspective agenda, and perspective; and perspective;

Managing the mentor Managing the mentor relationshiprelationship

Managing upManaging up mentee mentee takes ownership of and directs takes ownership of and directs

the relationshipthe relationship planning and setting the meeting planning and setting the meeting

agenda, asking questions, listening, agenda, asking questions, listening, completing assigned tasks, and completing assigned tasks, and requesting feedback.requesting feedback.

Managing upManaging up makes it easier for a makes it easier for a mentor to help a menteementor to help a mentee

Things to look for in a Things to look for in a mentormentor

Is available and accessibleIs available and accessible Provides opportunities and encourages Provides opportunities and encourages

mentee to take risksmentee to take risks Helps mentee develop own agendaHelps mentee develop own agenda Has prior mentoring experienceHas prior mentoring experience

Contact past menteesContact past mentees Does the mentor answer emails?Does the mentor answer emails?

Remember you are likely to work with a Remember you are likely to work with a team of individualsteam of individuals

Remember what you Remember what you learned during learned during introspectionintrospection

Will your mentor help with your skill Will your mentor help with your skill gaps?gaps?

Do you share common values?Do you share common values? Will you enjoy spending time with Will you enjoy spending time with

your mentor?your mentor? Will the relationship be symbiotic?Will the relationship be symbiotic? Is your potential mentor mature and Is your potential mentor mature and

secure enough to let you develop your secure enough to let you develop your ideas?ideas?

Meeting for the first timeMeeting for the first time

Mentee must have a planMentee must have a plan Predefined goals and needsPredefined goals and needs Mentor and mentee share their Mentor and mentee share their

backgroundsbackgrounds note or e-mail summarizing the note or e-mail summarizing the

discussion and the mentee’s plans to discussion and the mentee’s plans to proceedproceed

Cultivating the mentor–Cultivating the mentor–mentee relationshipmentee relationship

Agree on structure Agree on structure and objectives of and objectives of relationshiprelationship

Plan and set the Plan and set the meeting agendasmeeting agendas

Ask questionsAsk questions Actively listenActively listen Follow through on Follow through on

assigned tasksassigned tasks

Ask for feedbackAsk for feedback Manage upManage up Set goals and Set goals and

expectationsexpectations Be responsive and Be responsive and

flexibleflexible Direct the flow of Direct the flow of

informationinformation Follow a regular Follow a regular

meeting schedule meeting schedule with agendawith agenda

Cultivating the mentor–mentee Cultivating the mentor–mentee relationshiprelationship

Communication is keyCommunication is key Determine preference: Email, Determine preference: Email,

telephone, hallway conversationstelephone, hallway conversations Always maintain a face-to-face meeting Always maintain a face-to-face meeting

schedule (q 2 weeks, q month, etc)schedule (q 2 weeks, q month, etc) Agenda for meetingsAgenda for meetings Progress reportProgress report

Respect limitsRespect limits Goals and expectationsGoals and expectations

Advice given to mentors at Advice given to mentors at other institutionsother institutions

DoDo Listen activelyListen actively Support and facilitate Support and facilitate

networking and brokeringnetworking and brokering Teach by exampleTeach by example Be aware of role conflictBe aware of role conflict Encourage and motivate Encourage and motivate

mentee to move beyond mentee to move beyond their comfort zonetheir comfort zone

Promote independencePromote independence Promote balancePromote balance Rejoice in success and Rejoice in success and

convey your joyconvey your joy Encourage reciprocityEncourage reciprocity

Don’tDon’t Fix the problemFix the problem Take creditTake credit Take overTake over Threaten, coerce or use Threaten, coerce or use

undue influenceundue influence Lose critical oversightLose critical oversight allow friendship to cloud allow friendship to cloud

judgmentjudgment Condemn (mistakes or Condemn (mistakes or

lack of agreement are not lack of agreement are not career altering disasters)career altering disasters)

How will you manage How will you manage disagreements?disagreements?

power issuespower issues Ownership, authorship, money, resources Ownership, authorship, money, resources

generational tensions generational tensions work schedule expectations, familywork schedule expectations, family

personality clashespersonality clashes communication or work stylecommunication or work style

Rejection or ignoring your ideasRejection or ignoring your ideas Bruised egos and hurt feelingsBruised egos and hurt feelings

Common mentor Common mentor complaintscomplaints

mentee did not follow throughmentee did not follow through Mentee did not use the mentor’s Mentee did not use the mentor’s

time effectivelytime effectively A poor fit with work style or A poor fit with work style or

personalitypersonality Lack of focus and commitmentLack of focus and commitment Poor writerPoor writer Poor work habitsPoor work habits

Common mentee Common mentee complaintscomplaints

Does not answer emails, too busyDoes not answer emails, too busy Authorship disputesAuthorship disputes Delays in providing feedback and Delays in providing feedback and

guidanceguidance Doesn’t give credit or encouragementDoesn’t give credit or encouragement Blind sided by criticismBlind sided by criticism Did not understand academic Did not understand academic

expectationsexpectations

Take ultimate responsibility Take ultimate responsibility for scientific integrityfor scientific integrity

COPE guidelinesCOPE guidelines http://publicationethics.org/guidelineshttp://publicationethics.org/guidelines How to handle authorship disputes: a How to handle authorship disputes: a

guide for new researchersguide for new researchers Code of Conduct and Best Practice Code of Conduct and Best Practice

GuidelinesGuidelines Committee on Human ResearchCommittee on Human Research Relationship with the Relationship with the

pharmaceutical industrypharmaceutical industry

Separation phaseSeparation phase

If a mentoring relationship is If a mentoring relationship is successful, it will evolve into the successful, it will evolve into the separation phase.separation phase. Ultimate goal is that the mentee will Ultimate goal is that the mentee will

become an equal to the mentorbecome an equal to the mentor

Separation phaseSeparation phase

UnexpectedUnexpected FundingFunding MoveMove

ExpectedExpected IndependenceIndependence

FundingFunding Research agendaResearch agenda Other mentorsOther mentors Not a cloneNot a clone

SeparationSeparation

Avoid painful breakupsAvoid painful breakups Talk about when the relationship should Talk about when the relationship should

endend Plan the next stepsPlan the next steps Discuss future mentorsDiscuss future mentors Maintain collaborationsMaintain collaborations Discuss intellectual ownership of ideasDiscuss intellectual ownership of ideas

Examples of painful Examples of painful separations and issuesseparations and issues

Mentee is recruited with funding to Mentee is recruited with funding to another institutionanother institution Can the mentee continue working on Can the mentee continue working on

the previous research agenda?the previous research agenda? Can the mentor claim intellectual Can the mentor claim intellectual

ownership of research projects?ownership of research projects? Mentee is not allowed to apply for Mentee is not allowed to apply for

faculty level grants?faculty level grants?

Examples of painful Examples of painful separations and issuesseparations and issues

Reaching limits of fellow level Reaching limits of fellow level funding.funding.

Unsuccessful grant application to Unsuccessful grant application to extend research training.extend research training.

Avoid surprises by managing up and Avoid surprises by managing up and communicating.communicating.

ResourcesResources

A Guide to Training and Mentoring in A Guide to Training and Mentoring in the Intramural Research Program at the Intramural Research Program at NIHNIH http://www1.od.nih.gov/oir/sourcebook/ethichttp://www1.od.nih.gov/oir/sourcebook/ethic-conduct/mentor-guide.htm#Supervisors-conduct/mentor-guide.htm#Supervisors MentoringMentoring Training in scientific investigationTraining in scientific investigation Training in communicationTraining in communication Training in personal interactionsTraining in personal interactions Career planningCareer planning Training in Scientific responsibilityTraining in Scientific responsibility

Respect your mentee; do not infantilize her or him.Respect your mentee; do not infantilize her or him. Maintain the same confidential relationship that you Maintain the same confidential relationship that you

would want if the roles were reversed.would want if the roles were reversed. Listen to the opinion of your mentee. Often Listen to the opinion of your mentee. Often

imaginative, creative ideas come from junior imaginative, creative ideas come from junior colleagues.colleagues.

Act responsibly; remember that your actions could Act responsibly; remember that your actions could destroy your mentee’s academic career.destroy your mentee’s academic career.

Maintain cultural and gender sensitivity for your Maintain cultural and gender sensitivity for your mentee.mentee.

Strenuously avoid open or covert sexual Strenuously avoid open or covert sexual connections with your mentee.connections with your mentee.

Review the long-term goals of your mentee and help Review the long-term goals of your mentee and help her or him to develop career plans appropriate for her or him to develop career plans appropriate for her or his goals and skills.her or his goals and skills.

American Heart Association Mentoring American Heart Association Mentoring HandbookHandbook

http://www.americanheart.org/downloadable/heart/http://www.americanheart.org/downloadable/heart/1066246125811MentorBook.pdf1066246125811MentorBook.pdf

Help to protect your mentee from excessive institutional Help to protect your mentee from excessive institutional demands, such as participation in an excessive number of demands, such as participation in an excessive number of committees.committees.

Provide your mentee with advice about “career enhancing” Provide your mentee with advice about “career enhancing” and “career killing” initiatives.and “career killing” initiatives.

Help your mentee navigate the shoals of institutional and Help your mentee navigate the shoals of institutional and professional politics.professional politics.

Inspire your mentee to overcome negative aspects of the Inspire your mentee to overcome negative aspects of the work environment.work environment.

Help your mentee to develop effective oral and written Help your mentee to develop effective oral and written communication skills.communication skills.

Challenge your mentee to maintain professional and personal Challenge your mentee to maintain professional and personal flexibility and fluidity.flexibility and fluidity.

Inspire and challenge your mentee to become the very best Inspire and challenge your mentee to become the very best professional that she or he can be.professional that she or he can be.

Assist your mentee in finding appropriate professional Assist your mentee in finding appropriate professional employment.employment.

Finally, rejoice in the successes of your mentee. These Finally, rejoice in the successes of your mentee. These triumphs only can enhance your own standing.triumphs only can enhance your own standing.

UCSF FACULTY MENTORINGUCSF FACULTY MENTORINGPROGRAMPROGRAM

http://acpers.ucsf.edu/mentoring/Fachttp://acpers.ucsf.edu/mentoring/Faculty%20Mentoring%20Program%20ulty%20Mentoring%20Program%20Toolkit.pdfToolkit.pdf

Excellent reference and resource listExcellent reference and resource list

University of Washington University of Washington Guide to mentoring Guide to mentoring graduate studentsgraduate students

http://www.grad.washington.edu/http://www.grad.washington.edu/mentoring/gradfacultymentor.pdfmentoring/gradfacultymentor.pdf