Recruitment, Preparation & Partnerships

Who are the coordinators? In MOTM, coordinators are the people who hold the overview of the local programme. They do not mentor everyone themselves. Instead, they:

• plan the mentoring cycle and timeline,
• recruit and support volunteer mentors (and help partners reach mentees),
• make sure safeguarding and inclusion principles are followed,
• keep light records for learning, reporting and improvement.

In some clubs or organisations, the coordinator is a staff member with mentoring as part of their job. In smaller or volunteer-based settings, coordination can be shared by a small core team (e.g. one person for outreach, one for logistics, one for follow-up). What matters is that participants know who to contact and that the role is visible and reachable.

Coordinators are usually appointed from existing staff, board members or trusted volunteers – they are not recruited through the same open call as mentors and mentees.

Why this matters: Minimal but clear structures reduce confusion later, support coordinators in their role, and build trust with mentors, mentees and partner organisations. You do not need everything perfect before you start – but these basics make it much easier to learn and adapt along the way.

This section focuses on recruiting volunteer mentors. Reaching potential mentees is covered in the section “Reaching and Engaging Mentees” further down this page.

Leverage Sports Clubs and Communities

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

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

Use a Multi-Channel Recruitment Drive

• Social media posts with simple visuals and friendly, clear text.
• 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, or university volunteer events.

Clearly Define the Role and Benefits

• Purpose: support women with migrant background to feel welcome, confident, and active through sport-based meetings.
• Key activities: meet around twice per month; set small goals together; do light activities or club visits.
• Time commitment: roughly 2–4 h/month for 6–8 months (including training and group events).
• Qualities: reliability, empathy, openness – no coaching or professional background required.
• Support: orientation, ongoing guidance, ready-made templates and tools.
• Benefits: meaningful contribution; intercultural learning; leadership and communication skills; being part of a supportive community.

Inclusion focus: actively invite diverse mentors and ensure gender-appropriate comfort (for example, prioritising female mentors where needed). Keep applications simple, allow flexible schedules, and clearly communicate the support mentors will receive.

Comprehensive Orientation and Training

• Content: mentoring principles, communication skills, cultural sensitivity, boundaries, safeguarding, and inclusive sport (with concrete examples and simple role-play).
• Format: focused 1–2 hour session (in person or online) plus a concise handbook or slide pack.
• Tone: emphasise that mentors are companions, not counsellors or case-workers; coordination and support are always available.
• Follow-up: share digital resources (templates, prompts, activity ideas) via email, shared folders, or a volunteer platform.

Ongoing Guidance and Check-Ins

• Schedule short check-ins after the first month, mid-programme, and towards the end.
• Ask about meeting rhythm, barriers, expectations, and mentor wellbeing.
• Offer optional drop-ins or monthly online group calls for questions and peer exchange.

Foster a Mentor Community

• Organise informal coffee meet-ups or lunches every 1–2 months.
• Create an online group/chat for quick updates, sharing tips, and celebrating small wins.
• Buddy up experienced mentors with new mentors for informal peer support.

Recognise and Celebrate Mentors

• Say thank you personally (message or call) and, with consent, publicly.
• Offer certificates, small tokens, or shout-outs at events.
• Highlight specific contributions and stories of impact, not only generic praise.

Align Tasks with Motivations

• Ask about motivations and strengths during recruitment or orientation.
• Match tasks accordingly (for example, group walk leader vs. language-focused pairing).
• Invite mentors to reflect on their own learning and growth.

Provide Resources and Remove Obstacles

• Give simple templates (agreements, goal-setting), conversation prompts, and referral information.
• Offer small activity passes or budgets when possible.
• Provide translation or interpretation support; help troubleshoot scheduling and locations.

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

Partner with Organisations that Serve Migrant Women

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

Meet Women Where They Are

• Use translated flyers in community centres, libraries, international shops, clinics, cafés, and markets.
• Reach out via ethnic media, community radio, and multilingual newsletters or Facebook groups.
• Present briefly at community events, festivals, or language classes (bring a mentor or former mentee if possible).
• Use clear language and welcoming images (for example, walking, stretching, light activities together).

Address Barriers and Fears Early

• Childcare: provide it where possible; allow children to join certain outdoor activities; choose family-friendly times.
• Language: offer interpretation at orientations; try to match shared or bridge languages; avoid jargon.
• Cultural norms: offer women-only options; give guidance on clothing; respect preferences around touch and mixed-gender spaces.
• Scheduling/transport: choose accessible locations; explore travel support; be flexible with timing.
• Confidence: share simple success stories; emphasise that the programme starts with very low-threshold activities.

Make the First Contact Welcoming

• Organise a short, informal orientation; avoid overwhelming participants with forms and rules.
• Ensure multilingual staff or interpretation is available for questions.
• Share relatable testimonials (for example, “we started by walking once a week…”).
• Follow up personally (message or call) after orientation to confirm interest and answer remaining questions.

Keep Mentees Engaged Over Time

• Plan low-threshold, culturally appropriate activities at the beginning; build intensity and variety gradually.
• Include occasional group events (picnics, try-out days, cultural exchange sessions).
• Gather regular feedback through conversations or simple surveys and adjust accordingly.
• Celebrate milestones such as first club session, first independent activity, or personal goals reached.

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

Sports Clubs and Associations

• Invite club members to volunteer as mentors and promote the programme through club channels.
• Negotiate discounted or free access for mentoring pairs; offer “introductory passes”.
• Co-host beginner sessions at the kick-off event and mid-programme group days.
• Nominate a “MOTM ambassador” in each club as a clear contact person.
• Highlight mutual benefits (visibility, new members, more inclusive club profile).

Migrant and Women’s Organisations

• Co-host intercultural sports days, information sessions, or workshops.
• Share outreach materials through their channels and co-develop activities or training.
• Offer visibility and reciprocal support for their programmes.

Local Authorities and Services

• Use municipal spaces, fields, and halls; promote via city websites and newsletters.
• Coordinate referrals with social, employment, and integration services.
• Align with municipal strategies (for example, inclusion, wellbeing, gender equality).
• Seek small grants, transport support, or communication help.

Educational Institutions and Workplaces

• Engage students (for example in social work, PE, health, international relations) as mentors.
• Offer options for service-learning, internships, or thesis projects.
• Leverage staff networks and corporate volunteering programmes; promote internally.

Transnational Collaboration

• Share and translate tools and training modules across project partners.
• Organise online exchanges or short visits for mutual learning.
• Adapt successful outreach and club partnership models across contexts.
• Show the European dimension to strengthen pride and a sense of belonging.