MOTM · Monitoring & Support

Monitoring & Support

Step 3 of 11

Monitoring and support are the invisible backbone of any successful mentoring programme. They are how coordinators make sure that mentors and mentees feel guided, safe, and valued — without turning mentoring into supervision. In sport-based mentoring, where relationships are built through informal activity, gentle monitoring helps maintain rhythm, address barriers early, and ensure that both sides benefit equally.

The goal is simple: keep relationships healthy, trustful, and purposeful from the first meeting until closure.

Monitoring here means staying close enough to notice changes and being available to respond. The coordinator leads the process; mentors observe and communicate; mentees are encouraged to give honest feedback. It should feel like a circle of communication — coordinator → mentor → mentee → programme learning.

Monitoring & support across the 8 steps

Think of monitoring as a light thread that runs through the whole mentoring pathway.

Recruitment & screening – first expectations Orientation & training – clear roles Matching & introductions – early check that the fit feels right Kick-off – observe group energy & barriers Regular meetings – simple rhythm & check-ins Group activities – notice who joins, who stays away Final reflection – collect learning for next cycle

If you want to explore monitoring & evaluation in more depth, visit the dedicated module: Monitoring & Evaluation in Inclusive Mentoring Programmes.

Regular, Light-Touch Check-Ins

Light, planned check-ins provide space to discuss how the match is going, what is working, and what needs adjusting. They should be short, predictable, and supportive — not evaluative.

Timeline & format ▾

Typical rhythm across a cycle:

  • an early check-in once the pair has met a few times and a basic rhythm is visible
  • a mid-programme check-in once activities feel established
  • a pre-closing check-in towards the planned end of the mentoring cycle

Format: a 5–10 minute call, WhatsApp voice/text, or a tiny online form. Consistency and tone matter more than length.

Monitoring cadence (tick when planned/completed)

Focus of each check-in ▾

Each contact should encourage, unblock, and confirm next steps. End with one concrete action and date.

Quick prompts

Safeguarding & escalation

Sometimes a sign appears that something is not safe or appropriate. Safeguarding means taking those signs seriously and following clear steps, so that mentors are never left alone with heavy concerns.

Designated Safeguarding Lead (DSL) ▾

The Designated Safeguarding Lead is the person responsible for responding to safeguarding concerns and ensuring the right procedures are followed. If your organisation does not have one, appoint a trained coordinator or board member to act as DSL.

  • Receives concerns confidentially and decides next steps according to national law and policy.
  • Contacts appropriate authorities or services when required.
  • Ensures mentors are not left to handle serious issues alone.
Escalation protocol & records ▾

Do’s

Write notes as if the person could read them tomorrow — neutral, necessary, and kind.

Spot & solve issues early

Every mentoring relationship has ups and downs. Most difficulties are small and can be solved with a simple adjustment. Monitoring helps you distinguish between normal fluctuation and patterns that need action.

Early warning signs ▾

Often it is a small mismatch, not a failure. Catch patterns early and correct gently.

Watch-outs

If two or more signs persist over several meetings, schedule a short reset conversation.

Targeted support (proportionate) ▾

Offer help to mentors, mentees, or both — whoever needs it to keep the relationship healthy.

Try one variable at a time

Measure success by small wins: “The next meeting happened and both felt OK.”

Rematching as a positive process

Sometimes, despite effort, the match does not click. Rematching is not a failure — it is a respectful step forward that protects goodwill and re-energises participation.

How & why to rematch ▾

Rematching means closing one mentoring partnership and starting a new one in a clear, respectful way. It is used when, after support and adjustment, the fit still feels wrong for one or both people.

Steps

Handled well, rematching often rebuilds trust in both the process and the organisation.

Documentation & learning

Monitoring is also about improving the programme for the next cycle. Keep administration light but useful.

Simple records, real insights ▾

Keep it brief

Knowledge check

Choose the best answer. You can Reveal or Reset.

1. What’s the best monitoring approach?



2. A mentor flags an immediate safeguarding concern. You should…



3. What’s the right way to handle rematching?



Reflection (optional)

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