Recruitment, Preparation & Partnerships

Who are the coordinators? In MOTM, coordinators design and manage the local programme: they recruit mentors and mentees, ensure safe and inclusive practice, support pairs, and keep light records for learning and accountability.

Why this matters: Minimal but clear structures reduce confusion later and build trust with participants and partners.

Leverage Sports Clubs and Communities

Clubs are natural allies: their members value movement and community. Invite them personally and visibly.

• Present briefly at meetings/trainings with a clear call to action.
• Use club newsletters, WhatsApp, social media; include sign-up link or contact.
• Place posters/flyers in clubhouses, gyms, noticeboards.
• Ask coaches/captains/long-time members to endorse and invite.
• Go beyond clubs: community centres, universities, adult education, volunteer hubs.

Use a Multi-Channel Recruitment Drive

• Social media posts with simple visuals and friendly copy.
• Local media notices (newspapers, radio, municipal bulletins).
• Volunteer platforms (e.g., vapaaehtoistyö.fi and equivalents).
• Community networks (libraries, cafés, cultural centres, faith groups).
• Info stands at fairs/sports days/university volunteer events.

Clearly Define the Role and Benefits

• Purpose: support migrant women to feel welcome, confident, and active through sport-based meetings.
• Key activities: meet ~twice/month; set small goals; do light activities together.
• Time commitment: 2–4 h/month for 6–8 months (incl. training/events).
• Qualities: reliability, empathy, openness (no coaching background required).
• Support: orientation, ongoing guidance, templates and tools.
• Benefits: make a difference; intercultural skills; leadership & communication growth; friendly community.

Inclusion focus: target diversity and gender-appropriate comfort (prioritise female mentors); simplify applications; allow flexible schedules; provide training/support.

Comprehensive Orientation and Training

• Content: mentoring principles, communication, cultural sensitivity, boundaries, safeguarding, inclusive sport (with examples/role-play).
• Format: focused 1–2 h (in person or online) + concise handbook.
• Tone: mentors are companions, not counsellors; ongoing support available.
• Follow-up: digital resources (templates, prompts, activity ideas) via email/shared folders/volunteer platform.

Ongoing Guidance and Check-Ins

• Short check-ins after first month, mid-programme, and towards the end.
• Ask about rhythm, barriers, expectations, and mentor confidence.
• Offer optional drop-ins or monthly group calls.

Foster a Mentor Community

• Informal coffee meet-ups/lunches every 1–2 months.
• Online group/chat for quick updates, sharing tips, and celebrations.
• Buddy up experienced and new mentors.

Recognise and Celebrate Mentors

• Personal thanks (message/call) and public recognition (with consent).
• Certificates, small tokens, shout-outs at events.
• Highlight specific contributions, not just generic praise.

Align Tasks with Motivations

• Ask about motivations at recruitment/orientation.
• Match tasks accordingly (e.g., group walk lead vs. language-focused pairing).
• Invite mentors to reflect on learning/growth.

Provide Resources and Remove Obstacles

• Give templates (agreements, goals), prompts, referral info.
• Offer small activity passes/budgets when possible.
• Provide translation/interpretation; troubleshoot scheduling/locations.

Trust-building and cultural sensitivity are essential: many women may be new to mentoring and organised sport.

Partner with Organisations that Serve Migrant Women

• NGOs/community groups, women’s associations, refugee/integration services, shelters.
• Language schools/adult education/universities.
• Faith/cultural centres via respected leaders.
• Social/employment services for referrals.

Meet Women Where They Are

• Translated flyers in community centres, libraries, international shops, clinics, cafés, markets.
• Ethnic media, community radio, multilingual newsletters/Facebook groups.
• Present briefly at community events/festivals/language classes (bring a mentor/graduate).
• Use clear language and welcoming imagery (walking, light activity together).

Address Barriers and Fears Early

• Childcare: provide; or allow children for outdoor activities; schedule family-friendly times.
• Language: interpretation at orientations; try to match shared/bridge languages; avoid jargon.
• Cultural norms: women-only options; modest clothing guidance; respect boundaries.
• Scheduling/transport: accessible locations; travel support; flexible timing.
• Confidence: success stories; emphasise low-threshold starts (even walking together).

Make the First Contact Welcoming

• Short, informal orientation; avoid overwhelming forms/rules.
• Multilingual staff/interpretation for questions.
• Relatable testimonials (“we started by walking once a week…”).
• Personal follow-up (message/call) after orientation.

Keep Mentees Engaged Over Time

• Plan low-threshold, culturally appropriate activities first; build gradually.
• Occasional group events (picnics, try-out days, cultural exchange).
• Regular feedback via conversations or short surveys; adjust as needed.
• Celebrate milestones (first club session, personal goals met).

Partnerships bring venues, networks, visibility, and continuity. They strengthen trust and open pathways that last beyond the project timeline.

Sports Clubs and Associations

• Invite members to volunteer; promote via club channels.
• Negotiate discounted/free access for pairs; offer “introductory passes”.
• Co-host beginner sessions at kick-off/group days.
• Nominate a “MOTM ambassador” in each club.
• Highlight mutual benefits (visibility, new members, inclusive club profile).

Migrant and Women’s Organisations

• Co-host intercultural sports days/info sessions/workshops.
• Share outreach through their channels; co-develop activities/training.
• Offer visibility/branding and reciprocal support.

Local Authorities and Services

• Use municipal spaces/fields/halls; publicise via city channels.
• Coordinate referrals with social/employment/integration services.
• Align with municipal strategies (inclusion, wellbeing, gender equality).
• Seek small grants or logistical support.

Educational Institutions and Workplaces

• Engage students (social work, PE, health, IR) as mentors.
• Offer service-learning/internship credit.
• Leverage staff networks/corporate volunteering; promote internally.

Transnational Collaboration

• Share/translate tools and training modules across partners.
• Hold online exchanges or visits for mutual learning.
• Adapt successful outreach and club partnerships across contexts.
• Show the European dimension to boost pride and belonging.