We live in an increasingly digital world – our phones give us turn-by-turn directions, our countertop digital assistants turn our lights on and off, and our cars can park themselves. The workplace is also becoming more automated, from production lines to online customer service functions. However, company culture and tacit corporate knowledge are concepts that have traditionally been passed down from employee to employee through personal relationships. Whether in one-on-one relationships, departmental meetings, or training classes, knowledge has always been disseminated via mentoring and collaboration. But the proliferation of technology begs the question – can the training and mentor role be digitalized?
To address this question, let’s start by establishing the role of mentors and why they are so important.
When new employees arrive at an organization, they learn about their jobs and the company culture through various means. They can undergo training, read manuals, shadow a more experienced colleague, or work with a mentor – typically a boss or supervisor. The mentor relationship can be critical to an employee’s growth and contribution in several ways.
An effective corporate mentor will prepare a newer employee for a successful career at the company. They will help to apply those processes and procedures learned in training in day-to-day tasks and answer questions about the most productive way to perform the job. Mentorship is about growth and goal achievement for the individual – and the company.
A mentor:
- Guides new hires in their primary responsibilities.
- Possesses expert knowledge and understanding of the job.
- Provides a sounding board for ideas and questions.
- Offers a different view and fresh insight
- Extends encouragement and motivation.
While mentorship programs provide significant benefits to a company, they can also adversely impact productivity if not managed correctly. If a new hire lacks confidence or is having trouble grasping certain concepts, they can consume too much of their mentor’s time – remember, mentors have their own jobs to perform. If they continually set aside their specific responsibilities to help their colleague fix an issue or find a document, everyone’s productivity suffers.
Is a Digital Mentor Role Feasible?
Our firm belief is that personal, one-on-one connection will always play an essential role in a successful organization. However, technology and digitalization can transform that relationship, taking pressure off the mentor and allowing the new hire to find the information they need more efficiently.
Consider the scope of questions that a mentor may answer on a daily basis:
- Who do I need to speak to?
- What is the correct procedure for this situation?
- Where can I find the forms I need?
- When is this project deadline?
- Why do we do it this way?
These questions are essential for the new hire to do their job, but the answer requires only a general knowledge of the company processes. In other words, the answers to these types of questions can be easily documented and stored in an internal knowledge portal for easy access by the new employee. In fact, a digital knowledge portal can address most of the questions new hires ask without any productivity loss.
Some roles of the mentor are more difficult to automate – such as disseminating company-specific tacit knowledge or learning advanced sales tactics. However, these functions can be captured in a digital library of live presentations, role-playing scenarios, Q & As, and recorded training exercises. In addition, companies can establish online forums and FAQs that allow employees to search for a keyword and pull up exactly the information they need. Therefore, even if a new employee is looking for specific guidance – such as how to best sell against a primary competitor – they can view a presentation created by a top sales rep on that exact topic.
In our opinion, the majority of the mentor role can be digitalized successfully – allowing mentors and new hires to spend more focused time together without negatively impacting either of their work productivity. While digitalization will never fully replace personal guidance, it can significantly improve workflows and efficiencies at any organization.
The KLONE Organizer is a digital online portal that aggregates all of your company knowledge, regardless of source or platform, into an easily searchable database. Call us today to learn more about how this powerful productivity tool can elevate your organization’s performance, efficiency, and profitability.