Practical Tools & Templates
Quick-access tools with short explanations. Adapt locally as needed.
Each tool below can be opened as a printable template or downloaded as a Word file.
You don’t need to upload separate documents — the page generates them automatically from the content.
A. Programme Setup
Kick-start the relationship with clarity and shared expectations.
Mentoring Agreement / Plan
For: Mentor & Mentee · Use: first meeting
Defines meeting rhythm, boundaries, confidentiality, and first goals.
Goal-Setting Worksheet
For: Mentor & Mentee · Use: first 1–2 weeks
Simple prompts to turn priorities into small, realistic actions.
First Meeting Agenda & Prompts
For: Mentor · Use: first meeting
Light structure for introductions, expectations, and next-step planning.
Matching Matrix & Bias Check
For: Coordinator · Use: matching phase
Objective criteria (location, language, interests, availability) plus a quick bias scan.
B. Monitoring & Support
Keep momentum with light-touch check-ins, clear support routes and simple learning records.
Monthly Check-in Form – Mentor
For: Mentor · Use: early / mid / pre-closing check-ins
Short prompts for a 5–10 minute contact on rhythm, barriers, mentor wellbeing and one small next step.
Monthly Check-in Form – Mentee
For: Mentee · Use: early / mid / pre-closing check-ins
Simple, plain-language questions on safety, comfort, meeting rhythm, activities and wishes for the next month.
Light Data Log (Monitoring & Learning)
For: Coordinator · Use: ongoing
Sheet to note check-ins, 1–2 sentence summaries, “barrier → solution” examples and follow-up dates.
Mediation & Rematch Script
For: Coordinator · Use: when issues persist
Step-by-step prompts for reset conversations, deciding on rematch, and communicating in a no-fault, respectful way.
“When the Match Doesn’t Work” Mini-Guide
For: Mentor & Coordinator · Use: as needed
Narrative guide on recognising patterns, normalising rematching, thanking both sides and protecting trust in the programme.
Safeguarding Escalation Note (DSL)
For: Designated Safeguarding Lead / Coordinator · Use: when concerns arise
Very short form to record what happened, when, who is informed and next steps, in line with organisational policy.
C. Planning Activities & Safety
Structure active meetings and keep inclusion and safety front and centre.
Session Planning Sheet
For: Mentor/Coach · Use: before sessions
Goals, accessibility notes, kit needs, and simple risk reminders.
Activity Participation Log
For: Coordinator · Use: ongoing
Attendance and activity type for evaluation and funder reporting.
Safeguarding & Risk Checklist
For: All roles · Use: before activities
Quick pre-activity safety and inclusion checks (venue, privacy, language, equipment).
D. Empowerment & Networking
Help mentees build social capital and plan for life beyond mentoring.
Network Mapping Tool
For: Mentor & Mentee · Use: early & mid-programme
Visual map of people and places that can support the mentee.
My Club Integration Plan
For: Mentee · Use: final month
Concrete next steps for joining clubs, events, and alumni/community groups.
Club Contact Card / Calendar
For: Coordinator/Mentee · Use: onboarding to clubs
Key people, venues, times; icon-based option for low-literacy usability.
E. Intercultural Communication & Reflection
Normalize difference, reduce misunderstandings, and learn together.
Cultural Awareness Reflection Sheet
For: All roles · Use: training & pair sessions
Prompts to surface values, comfort zones, and preferred ways of communicating.
Communication Style Mapping
For: Mentor & Mentee · Use: early phase
Direct/Indirect × Formal/Informal plotting with discussion cues.
Inclusive Language Checklist
For: All roles · Use: before messages/materials
Quick check for clarity, respect, and accessibility.
Cultural Adaptation Action Plan
For: Mentor & Coordinator · Use: quarterly
Document concrete adaptations for activities, communications, and venues.
Scenario Practice Cards (Set of 10)
For: Coordinator/Trainer · Use: training & peer learning
Short, realistic cases to discuss responses and alternatives.
F. Programme-Level
Build structures that sustain quality, inclusion, and continuity.
Mentor Training Log
For: Coordinator · Use: ongoing
Attendance, topics, and feedback for continuous improvement.
Intercultural Communication Audit
For: Management/Coordination team · Use: annually
Review materials, training, partner comms, and feedback channels.
Mentoring Alumni Network Template
For: Coordinator · Use: post-programme
Light framework for alumni contact lists and meet-ups.
Reflection Note
Which 2–3 tools will you introduce first in your setting, and why?