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Advising Systems: Coaching vs Mentoring
Alda Maria Gonzaga, MD, MS Associate Professor of Medicine and Pediatrics
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Advising
• Each program has developed its own system • Formal vs informal • Junior and or/senior faculty • With different amounts of “mentoring” and
“coaching”
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Mentoring
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Coaching
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Resident as
expert
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Asks questions
Gives answers
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Let’s learn from each other!
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Managing Up
Jonathan Tolentino, MD
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managing up /‘manijiNG/ /ep/
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Managing Up
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Defining Managing Up
• The art of building a relationship with your boss that allows for the mutual benefit for both parties.
• By helping your boss moving forward her agenda, benefits accrue that have the downstream effect of making your own goals accessible
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5 Elements to Managing Up
• Set unselfish goals – Focus on the greater good
• Understand what your boss, department, institution need – Your ideas should align
• Maintain and enhance your area of expertise – Be the new resource
• Be gracious in managing credit and blame – Spread the credit, share the blame
• Report without drama – Solutions, no drama http://www.sciencemag.org/careers/2016/06/managing-industry-skill-you-can-learn-academia
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Manage up with EFFECTIVE COMMUNICATION
• Know her preferred communication style • Be Succinct and plan ahead • Limit number of points you want to make • Problems and Solutions = PROACTIVE AND
CREATIVE
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Creating your partnership
• Agreement on assignments • Submit accomplishments • Don’t jump chain of command • If disagree – provide well researched
alternatives – Discuss in advance how to implement a plan
http://executive.mit.edu/blog/the-ins-and-outs-of-managing-up-and-down#.WMah_tLyvct
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• Getting started: Reflecting on who you ‘directly report to’ for the residency program.
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Leading effective meetings Benjamin Kinnear, MD @Midwest_MedPeds
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Many meetings
• Not managed well • Not on time • Without direction • Potentially not necessary
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Initial Questions
• Is a meeting necessary? • How can the time be spent most
effectively? • How to maintain engagement and ensure
that actions and work happen?
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Is A Meeting Necessary?
• Work is beyond one person’s capacity
• Interdependent tasks
• More than one solution/decision to consider • Misunderstandings/disagreements likely
• Something that needs to be done quickly
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“Meetings are indispensable when you don’t want to do anything” • 2000 managers said 30% of time in meetings
is a waste –Industry Week
• Executives think 25-50% of time in meetings is a waste -3M Meeting Network
• A leading cause of lost productivity is unnecessary meetings –Microsoft/AmericaOnline/Salary.com
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Exnovation – unschedule unnecessary meetings
No one will ever say “Why did you cancel that meeting?!??!? I was so excited about it!”
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The 3 Ps Of Preparation
• Participants
• Planning for the meeting
• Preparing the post meeting reports
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Participants
• Invite those who are necessary • Be aware of the number – more people
slows productivity • With a large group, consider specific
strategies to encourage discussion – Brainstorming – Paired discussions – Multiple small groups
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Logistics
• Purpose of meeting is clearly identified • Send agenda in advance • Detailed agenda with time for each item • Provide background materials
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Logistics
• Confirm meeting space/time – Ensure you can have all
important parties there – Call in number and password
• Where should it take place? – A convenient location – Special considerations
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Start And End On Time
• Respects time and effort of participants • Refrain from summarizing for late comers
– Reinforces bad behavior – Summarize at natural break points
• NEVER run over time
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Summarize And Follow-Up
• Summarize during the meeting to clarify and avoid confusion
• Develop an action plan/responsible person for each agenda item
• Distribute minutes promptly
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Managing The Discussion
• Starting the meeting – Introductions – Setting the tone
• Direct questions to quiet ones – What is your opinion, John? – From your point of view, how should we proceed,
Mary? • Techniques for ramblers/talkers
– We have a list of possible solutions from George. Does anyone else have other ideas?
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Acknowledge Issues That Arise
• Manage conflict • Expect participant dropout
– People are busy – Work falls to a very few
• Watch out for mission drift
– Refocus on project goals
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Pick a meeting that . . .
• Is not always necessary
• Is not always productive
• Could be better
How (specifically) will you change it?
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SUCCESSFUL NETWORKING SKILLS
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What Is Networking
Building relationships Being interested in others
It’s NOT about being extroverted
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The Truth About Networking
Everyone dislikes networking
However, it’s a necessary evil
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Why Network
• Diversifies your career and allows for a more rich experience • Build connections to collaborators for future projects • Find mentors and sponsors • If people know who you are, the more likely they are likely to tap into
your expertise
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Where To Network
• Locally • Meetings and committees (departmental, divisional, special issues) • Training sessions • Cocktail parties, dinners, other social events • Clinical activities
• Nationally • National meetings • National committees/working groups/SIGs • Study groups/collaboratives • Listservs
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Where To Network Special Tips For National Meetings
• Where to find the well known leaders, movers and shakers • Plenary sessions • Award ceremonies
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TIPS & STRATEGIES FOR SUCCESSFUL NETWORKING
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Step Outside Your Comfort Zone
• Networking is NOT easy • Try to do one new technique every time you network
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Appearance Is Important
• You don’t have to be fancy, but look well groomed and tidy • Wear your name badge/tag just below the right shoulder • Be weary of how you stand
• Stand straight • Don’t fidget • Appear confident (power pose)
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Eating & Drinking
• Eat before you come to a dinner or cocktail party • You can eat and drink, just do so in moderation
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Develop & Perfect Your Elevator Speech
• Brief, specific quantitative statement about your major accomplishments
• Should be tailored to fit a number of different audiences • Be confident about what you do, however keep your ego in check
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Invite Others To Join You
• People are attracted to those that draw them in • Three folks in a conversation is easier than two • Take a friend
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Choose A Magic Number
• Of people you want to meet during each networking opportunity • Be deliberate in who you connect with; don’t network for the sake of
networking • 1-2 is absolutely okay!
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Refer To People By Name
• People like to hear their own name
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Ice Breakers & Safe Questions
• Craft standard question that would apply to a number of scenarios • Include ones appropriate for peers and more senior folks
• Examples
• “What big projects are on the horizon for you in the next 6 months?” • “Tell me about what you role entails for _____?” (Insert
institution/organization/etc. here)
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Be Interested, Not Interesting
• Show sincere interest in others, ask questions • Connect on a human level
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Set A Time Limit & Have An Escape Plan
• Always plan to stay for a certain period of time, even if it is short • Politely excuse yourself for having to leave or step away
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Work Versus Family Men & Women
• If appropriate, focus on work conversation • Try to avoid conversations about family in work situations (if appropriate) • Men will talk about work, women about their families
• Network with those of a different sex
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Group Activity
• We’re going to have a “mock” cocktail party/reception!
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Cocktail Party Rules
• Must join a person or a group of people you don’t know • Make sure your MPPDA name tag is in the appropriate place • Must use at least one technique just discussed with each person in
the group • Party will last for about 5 minutes