The Step-by-Step Process
How to move from an idea to a structured, inclusive mentoring journey with sport as a bridge.
▾ Mentoring programme roadmap – overview
From idea to mentoring journey
A successful mentoring programme doesn’t begin with recruitment — it starts earlier, with a conscious decision to create and implement a structured and inclusive mentoring journey. Whether you are a sport club, community group, or organisation, this early phase helps you clarify the purpose, target group, expected outcomes, and available resources. It ensures that mentors and mentees will join a well-prepared and supportive environment rather than an improvised activity.
A key early task is to appoint or select a coordinator (or contact person) who will guide the process from start to finish. The coordinator plans and communicates the programme, supports mentors and mentees, and ensures that inclusion and safety principles are applied throughout. In smaller clubs or associations, this role can be part-time or shared — what matters is that it is clear and visible.
Preparation also includes defining the programme’s aims, choosing suitable sports or activity contexts, engaging partners such as local clubs, coaches, municipalities, or community centres, outlining timelines, and aligning roles in your team. Once these foundations are in place, the mentoring journey can follow its natural rhythm — from preparation and matching to regular meetings, light monitoring, and finally, celebration and reflection.
The steps below present this journey as a practical roadmap. Each stage has a specific purpose and clear actions for coordinators, mentors, and mentees. The structure supports smooth onboarding, consistent engagement, and meaningful closure — while allowing flexibility to adapt to different sizes of organisations, clubs, and local contexts.
▸ Mentoring programme roadmap – at a glance
Use this table as a quick map. The detailed guidance and tools below help you adapt each step to your own context and rhythm.
| Step | Stage | Typical timing | Main responsibility |
|---|---|---|---|
| 1 | Recruitment & Screening | 4–6 weeks before start | Coordinator |
| 2 | Orientation & Training | 2–3 weeks before start | Coordinator + Mentors |
| 3 | Matching & Introductions | 1–2 weeks before start | Coordinator |
| 4 | Kick-off Event | Week 0 | Coordinator + Partners |
| 5 | First Mentoring Meeting | Week 1 | Mentor & Mentee |
| 6 | Regular Meetings & Activities | Ongoing (e.g. every 2 weeks) | Mentor & Mentee |
| 7 | Group Activities & Community Events | Mid-programme | Coordinator |
| 8 | Final Reflection & Celebration | Last 1–2 weeks | Coordinator + Pairs |
▸ Readiness checklist – are you ready to begin?
Before you start recruiting mentors or mentees, take a moment to reflect on your club’s or organisation’s readiness. It’s perfectly fine if some parts are still in progress.
- 🌱 You’ve agreed that a mentoring programme fits your club’s or organisation’s goals and values.
- 👥 Someone is identified to coordinate or guide the process — even part-time or shared in a small team.
- 🗂️ You’ve outlined what the mentoring aims to achieve and who the main participants will be.
- 🤝 You know where activities could take place (e.g. within sport sessions, community events, or partner facilities).
- 🛡️ You’ve considered participants’ safety and wellbeing (basic consent, confidentiality, respectful communication).
- 🧩 You have access to simple support materials (info sheets, consent forms, sample agendas) that you can adapt.
- 💬 You know who to contact if questions or challenges arise during the programme.
You don’t need everything perfect before starting — mentoring grows through experience. Begin with care, clarity, and an open mind.
▸ Tips to strengthen your preparation
Ideas you can use right away
Use one or two ideas to start — there is no need to do everything at once.
- Start small: pilot with a few mentoring pairs or a single sport discipline, then build from what works best.
- Build on what already exists: integrate mentoring into current training groups, team activities, or volunteering roles.
- Keep it simple: use short checklists and light follow-up logs instead of complex forms.
- Safety by design: agree on consent, communication, and safeguarding principles before starting.
- Set a rhythm: plan a regular meeting pattern (e.g. every two weeks) and include a midpoint reflection.
- Share the load: involve several people in coordination, especially in smaller or volunteer-run clubs.
- Connect with others: exchange ideas with other clubs or community organisations running mentoring or inclusion activities.
The eight steps
▸ 1 Recruitment and screening
Recruitment typically begins 4–6 weeks before the programme starts. The goal is to connect with potential mentors and mentees through trusted, inclusive channels — such as sport clubs, local NGOs, youth services, and community networks. Once people express interest, screening helps ensure they understand the commitment, feel supported, and are a good match for the programme.
Key actions for coordinators
- 📣 Share accessible invitations in relevant languages through clubs, women’s groups, schools, and partner organisations.
- 📝 Provide short, easy-to-complete sign-up forms — both printed and online if possible.
- 🗂️ Collect key information: contact details, availability, sport/activity preferences, language skills, and any support needs.
- ✅ Confirm interest and readiness with a brief follow-up call or message, especially for mentors.
- 🛡️ Carry out basic safeguarding and background checks for mentors (where required by your legal or policy context).
- 🤝 Explain the programme’s purpose and expectations clearly before moving to the next phase.
What does screening mean?
Screening is not a test — it is a respectful check to protect everyone’s wellbeing and ensure the programme starts on a strong foundation. It can include:
- A short introductory call or in-person chat to confirm interest and answer questions.
- Required checks (e.g. criminal record or child-protection clearance), depending on national rules or club policy.
- Discussing any personal support needs or preferences to ensure an inclusive match.
- Confirming that mentors understand their role and the expected time commitment.
Inclusion tips
- Use low-literacy formats (visual flyers, pictograms, voice notes).
- Offer women-led or women-only registration options where appropriate.
- Ensure contact and consent materials are available in relevant languages.
▸ 2 Orientation and training
Orientation is usually held 2–3 weeks before the start, so participants share a common understanding before matches begin. Sessions can be separate for mentors and mentees, or combined with clear role-specific segments.
For mentors
- Training on MOTM principles, communication skills, cultural sensitivity, boundaries, confidentiality, and the inclusive use of sport.
- Distribution of mentoring handbooks, agreements, and goal-setting tools.
- Clear message: mentors are supporters and companions, not therapists or service providers.
For mentees
- Welcoming session explaining what mentoring is, how meetings work, and what kinds of activities to expect.
- Translation or interpretation where needed.
- Space for questions and initial networking in a relaxed atmosphere.
A club pathway preview is helpful: introduce a beginner-friendly club option during orientation so pairs have a visible next step by Week 4.
Inclusion quick-check
- Interpreting/translated handouts available?
- Women-only or women-led options visible?
- Accessible venue (routes, changing rooms, restrooms)?
- Clear information on costs and loaner equipment?
▸ 3 Matching and introductions
Thoughtful matching is essential for building trust and ensuring a smooth mentoring relationship.
Matching criteria
- Location and transport – pair people who can meet easily.
- Language skills – consider shared or bridge languages.
- Interests and activity preferences – align hobbies or sports interests.
- Availability – compatible meeting times.
- Cultural and personal considerations – respect gender preferences, religious practices, and comfort levels.
Use a simple matching matrix to track factors objectively and conduct bias checks to ensure inclusiveness and fairness.
Once pairs are identified, introduce them with a short, warm message or phone call. Encourage a simple, active first contact (for example, a short walk to a nearby club or a coffee plus a 10-minute stroll). Both sides can raise questions or concerns privately before the first official meeting.
▸ 4 Kick-off event
The kick-off event is the official launch of the mentoring journey. It sets the tone by being welcoming, informal, and movement-based.
Key elements
- Light physical activity such as a group walk, gentle stretching, or a beginner session led by a partner club.
- Short structured welcome: programme overview, timeline, key contacts, and ground rules.
- Informal mingling time so mentors and mentees can talk casually.
- Information stands with details about local sports clubs, activities, and support services.
Outcome: each pair leaves with a first-meeting date and one low-threshold activity to try before Week 2.
▸ 5 First mentoring meeting
The first one-to-one meeting lays the foundation for trust and shared direction. It should be structured yet flexible — the aim is to build mutual understanding and motivation, not to overload the mentee with information.
Key actions
- Create a welcoming, informal atmosphere (e.g., park, café, or quiet club space).
- Clarify expectations, confidentiality, and boundaries; agree on communication preferences.
- Explore the mentee’s goals, interests, and activity preferences through open questions.
- Complete and sign the mentoring agreement to formalise the partnership.
- Set one or two realistic initial goals using the goal-setting worksheet.
- Micro-plan: agree one next activity and confirm the date/time before leaving the meeting.
▸ 6 Regular meetings and activities
Regular contact is what turns an intention into a relationship. The exact rhythm can be adapted, but consistency matters more than perfect scheduling.
- Frequency: at least twice a month is recommended; pairs can agree on what works best.
- Format: walks, light sports, coffee meetings, online check-ins, or a mix — match the mentee’s comfort level and build confidence gradually.
- Consistency: even short meetings help mentoring feel stable and reliable.
- Light tracking: mentors note date, activity, and one sentence on progress (log or form).
- Club bridge: aim to try at least one club session together by Week 4–6 (or a similar low-threshold community activity).
▸ 7 Group activities and community events
Midway through the programme, coordinators can organise inclusive group events to strengthen community and give participants exposure to new opportunities.
Examples
- Joint walks, low-threshold sports days, or try-out sessions with local clubs.
- Cultural exchange activities where participants share traditions and experiences.
- Open houses at sports clubs so mentees can discover activities and meet staff in a friendly context.
Where possible, co-host with a local club so mentees see facilities in a welcoming atmosphere and know whom to contact later.
▸ 8 Final reflection and celebration
The final stage recognises achievements and supports a meaningful transition beyond the formal programme.
Suggested activities
- A celebratory event where pairs share stories, achievements, and lessons learned.
- Simple reflection tools (short surveys or guided discussions) to evaluate progress and gather feedback.
- Planning next steps: support mentees to continue physical activity independently, join clubs, or maintain informal contact.
- Recognise and thank mentors publicly to reinforce their contribution.
Outputs for learning
- Short reflection form from both mentor and mentee; the coordinator compiles key themes for programme learning.
- Clear signposting toward ongoing club options and any alumni/peer-support groups.
Quick check-in
Select the best answer for each question, then click Check answers.
1. When should orientation typically take place?
2. Which criterion matters most for matching?
3. What’s the best first contact idea for a new pair?
Reflection (optional)
Saved locally on this device. Use the Print button to save the whole page.