Practical Tools and Checklists for Monitoring and Evaluation
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This section provides simple, adaptable tools to make monitoring and evaluation an ongoing, empowering part of the mentoring process. The aim is not to collect data for others, but to observe, reflect, and adapt so that mentoring remains inclusive and effective for every participant.
📘 Glossary of Key Monitoring & Evaluation Terms
| Term | What it means | Example | Why it matters |
|---|---|---|---|
| Inputs | The resources, time, or effort you invest to make mentoring happen. | Training sessions for mentors, mentor time, materials for sessions. | Inputs are what you invest; without them, the programme cannot take place. |
| Outputs | The direct, immediate results of your activities. | Number of mentoring sessions held; number of mentees attending. | Outputs show what you actually did; they are easy to count and track in real time. |
| Outcomes | The change, effect, or benefit that happens as a result of your work. | Mentees feel more confident; start setting new goals; participate more actively. | Outcomes show whether mentoring is making a difference in mentees’ lives. |
| Indicators | Specific ways to measure progress toward an outcome. | % of mentees who report greater confidence; attendance rate; milestones reached. | Indicators give evidence that change is happening and highlight where to improve. |
| Impact | The longer-term or broader effect of your mentoring. | Improved success at school/work; stronger life skills; greater inclusion and empowerment. | Impact shows whether mentoring creates lasting positive change beyond sessions. |
1. Understand the Programme Goals and Objectives
Clarify what success looks like for each mentoring relationship before activities begin.
- Define objectives together with your mentee.
- Discuss your mentee’s personal needs and expected outcomes.
- Advanced: Co-create indicators (e.g., confidence, participation, community engagement).
Tool: Mentoring Agreement & Goal-Setting Sheet.
2. Track Participation
Track both attendance and engagement to maintain consistency and identify barriers early.
- Keep a simple record of session attendance and punctuality.
- Note engagement levels (active, quiet, hesitant).
- Advanced: Review trends over time to identify participation gaps.
Tool: Session Snapshot Sheet (attendance + quick notes).
3. Observe & Record Progress
Small steps matter. Record behavioural changes and confidence gains.
- Take notes after sessions on mentees’ participation, cooperation, and confidence.
- Highlight milestones (e.g., leading a warm-up, joining a group discussion).
- Advanced: Combine qualitative notes with short self-assessments or ratings.
Tool: Mentoring Observation Log (fillable form or digital template).
4. Use Reflection Tools
Reflection turns experience into learning — for both mentors and mentees.
- Write a short log after each session noting successes and areas for improvement.
- Encourage mentees to reflect on their own progress and experiences.
- Advanced: Schedule structured reflection sessions using guiding questions.
Tool: Mentor Reflection Journal or digital reflection form.
5. Collect Feedback
Feedback helps ensure mentoring stays relevant and respectful.
- Ask mentees what they enjoy or what they’d like to change.
- Encourage honest discussion and reassure that feedback is welcome.
- Advanced: Use short surveys, interviews, or group discussions to gather insight.
Tool: Feedback Mini-Form or Mentee Pulse Check.
6. Analyse and Adapt
Turn information into action. Look for patterns and adapt to better meet mentees’ needs.
- Review logs and feedback regularly to identify recurring challenges.
- Test small adjustments (e.g., session timing, activity format).
- Advanced: Integrate findings into programme planning and mentor training.
Tool: Reflection Summary Sheet or Mentoring Adjustment Plan.
7. Report and Share
Reporting builds shared learning and accountability without bureaucracy.
- Share short summaries or highlights with coordinators and teams.
- Use visuals or simple tables to show attendance and outcomes.
- Advanced: Contribute to collective evaluation or good practice documentation.
Tool: Progress Dashboard Template or visual timeline.
8. Promote Learning and Growth
Monitoring is also a mirror for your own learning journey as a mentor.
- Note how your mentoring skills have developed (listening, facilitation, empathy).
- Reflect on one key learning each month.
- Advanced: Use insights to support peer mentors or advocate for inclusion in sport.
Tool: Mentor Learning Log or End-of-Cycle Reflection Sheet.
Key Takeaway & Reflection
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Monitoring is not just about data — it’s about observing, learning, adapting, and communicating. Each step strengthens both mentees’ inclusion and mentors’ professional growth.
• Which of these tools will you start using first?
• How can you make reflection and feedback a regular habit in your sessions?
• What’s one area you’d like to improve in your own monitoring practice?