Develop a programme
There are many general management and administrative tasks all organisations need to do on a day-to-day basis. This section does not attempt to address all of these. Rather it provides a summary of recommended practices that aim to support the ongoing growth, sustainability and reliability of mentoring programmes.
Refer to pages 31 - 32 of the Guide NZYMN Effective Practice Guide_Programme Development
You may also find this checklist useful NZYMN Effective and Safe Practice in Youth Mentoring_Programme Management Checklist
Ensure the programme is well managed:
Form an advisory group:
- Define the advisory group roles and responsibilities;
- Recruit people with diverse backgrounds to serve on the group; and
- Facilitate the advisory group meetings to improve programming and management.
Develop a comprehensive system for managing programme information:
- Manage programme finances;
- Maintain personnel records;
- Track programme activity, such as volunteer hours and matches;
- Document mentor/mentee matches;
- Manage risk; and
- Document programme evaluation efforts.
Design a resource development plan that allows for diversified fundraising:
- Seek in-kind gifts;
- Hold special events;
- Solicit individual donors;
- Seek corporate donations;
- Apply for government funding; and
- Seek foundation grants.
Design a system to monitor the programme:
- Review policies, procedures and operations on a regular basis;
- Collect programme information from mentors, mentees and other participants; and
- Continually assess customer service.
Create a professional staff development plan:
- Provide ongoing staff training; and
- Build on staff members’ skills and knowledge.
Establish a public relations/communications effort:
- Identify target markets;
- Develop a marketing plan;
- Gather feedback from all constituents;
- Develop partnerships and collaborations with other organisations; and
- Recognise mentors, mentees, other programme participants, funders and organisations that sponsor mentoring programmes.
Implement the programme:
- Recruit programme participants, such as mentors, mentees and other volunteers;
- Screen potential mentors and mentees;
- Orient and train mentors, mentees and parents/caregivers;
- Match mentors and mentees;
- Bring mentors and mentees together for mentoring sessions that fall within programme parameters;
- Provide ongoing support, supervision and monitoring of mentoring relationships;
- Recognize the contribution of all programme participants; and
- Help mentors and mentees reach closure.