Building a Successful Mentoring Program: Matching Strategy and Monitoring Matches


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Join us for this webinar to learn about standards 5 and 6, which explore strategies for establishing and monitoring matches. In this session we will discuss the elements of a matching strategy, including possible criteria and recommendations for determining and making a match. In addition, we will discuss the importance of ongoing support and supervision to the success satisfaction and duration of a match, look at the progression of mentoring relationships, and the frequency and purpose of checking in with mentors and mentees throughout the duration of the match.

To download the Quality Program Standards and Checklist, please visit:,1607,7-193--123108--,00.html

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Building a Successful Mentoring Program: Matching Strategy and Monitoring Matches

  1. 1. Building a Successful Mentoring Program Using the Mentor Michigan Quality Program Standards for Youth Mentoring Matching Strategy & Monitoring Matches
  2. 2. Quality Program Standards <ul><li>1: Definition of Youth Mentoring </li></ul><ul><li>2: Recruitment Plan </li></ul><ul><li>3: Eligibility Screening </li></ul><ul><li>4: Orientation and Training </li></ul><ul><li>5: Matching Strategy </li></ul><ul><li>6: Match Monitoring Process </li></ul><ul><li>7: Mentor Support, Recognition, and Retention </li></ul><ul><li>8: Match Closure </li></ul><ul><li>9: Program Evaluation </li></ul><ul><li>10: Organizational Management </li></ul><ul><li>11: Governance </li></ul>
  3. 3. Mentor Michigan’s Quality Program Standards <ul><li>Developed by the Providers Council </li></ul><ul><li>Not meant to certify or accredit mentoring programs </li></ul><ul><li>Planning and assessment framework to raise the bar for mentoring programs </li></ul><ul><li>Standards based on research, evidence-based practices, and the national Elements of Effective Practice </li></ul>
  4. 4. Self-Assessment Checklist <ul><li>Tool for self-assessment </li></ul><ul><li>Benchmarks for progress </li></ul><ul><li>Determine areas of potential improvement and strengths of the organization </li></ul><ul><li>Quality Program Standards and Checklist are available for download on the Mentor Michigan website </li></ul><ul><ul><li> </li></ul></ul>
  5. 5. Matching Strategy & Monitoring Matches <ul><li>Matching Strategy </li></ul><ul><ul><li>Matching Criteria and Recommendations </li></ul></ul><ul><ul><li>Tips and Considerations for the matching process </li></ul></ul><ul><li>Monitoring Matches </li></ul><ul><ul><li>Ongoing support </li></ul></ul><ul><ul><li>Stages of a mentoring relationship </li></ul></ul><ul><ul><li>Monitoring Plan – Check-in </li></ul></ul>
  6. 6. Standard 5: Matching Strategy <ul><li>The program has a well-documented matching strategy </li></ul><ul><ul><li>Consistent with program’s purpose </li></ul></ul><ul><ul><li>Requires that mentor and mentee meet regularly </li></ul></ul><ul><ul><li>Criteria for matches </li></ul></ul><ul><ul><li>Signed statements regarding the conditions of the relationship </li></ul></ul><ul><ul><li>Group mentoring - matches one trained mentor with no more than four youth </li></ul></ul>
  7. 7. Possible Matching Criteria <ul><li>Gender </li></ul><ul><li>Age </li></ul><ul><li>Similar background </li></ul><ul><ul><li>Racial, ethnic, cultural, or language </li></ul></ul><ul><li>Compatibility of available meeting times </li></ul><ul><li>Shared interests and preferences </li></ul><ul><li>Youth needs </li></ul><ul><li>Life experience </li></ul><ul><li>Temperament </li></ul><ul><li>Language requirements </li></ul><ul><li>Disabilities </li></ul>
  8. 8. POLL <ul><li>Does your program have a written plan for making appropriate matches, including the criteria for making a match? </li></ul><ul><ul><li>Yes </li></ul></ul><ul><ul><li>No </li></ul></ul><ul><ul><li>Not sure </li></ul></ul>
  9. 9. Matching Recommendations <ul><li>Mentor: </li></ul><ul><li>Preferences </li></ul><ul><li>Location </li></ul><ul><li>Skill level </li></ul><ul><li>Interests and hobbies </li></ul><ul><li>Overall personality </li></ul><ul><li>Mentee: </li></ul><ul><li>Parent/Guardian preferences </li></ul><ul><li>Location </li></ul><ul><li>Needs of the mentee </li></ul><ul><li>Interests and hobbies </li></ul><ul><li>Overall personality </li></ul>
  10. 10. Matching Recommendations: Match Determination <ul><li>Similarities </li></ul><ul><li>Compatible values and attitudes </li></ul><ul><li>Mutual interests </li></ul><ul><li>Geographic proximity </li></ul>
  11. 11. Making the Match <ul><li>Involve everyone </li></ul><ul><ul><li>Youth, family, mentor all involved </li></ul></ul><ul><li>Select volunteers with the right attitude </li></ul><ul><ul><li>Mentor attitude is key ingredient for success </li></ul></ul><ul><li>Assess personalities </li></ul><ul><ul><li>Will this mentor be able to connect with this youth person? </li></ul></ul>
  12. 12. First Match Meeting <ul><li>Structured first meeting between the mentor and mentee </li></ul><ul><ul><li>Program staff facilitates meeting </li></ul></ul><ul><ul><li>Reduce anxiety and help matches begin their relationship in a positive way </li></ul></ul><ul><li>Program staff can use this as an opportunity to review policies and address issues </li></ul><ul><ul><li>Clear goals and activities </li></ul></ul><ul><ul><li>Next steps for the match </li></ul></ul><ul><ul><li>Future meeting times </li></ul></ul><ul><ul><li>Signed statements of understanding </li></ul></ul>
  13. 13. Match Monitoring <ul><li>Monitoring of matches and consistent contact </li></ul><ul><li>Ongoing training for mentors </li></ul><ul><li>More positive youth outcomes </li></ul>
  14. 14. Standard 6: Match Monitoring Process <ul><li>The program maintains a process that monitors and supports mentoring matches. This process includes: </li></ul><ul><ul><li>Consistent communication </li></ul></ul><ul><ul><li>Maintain confidential file </li></ul></ul><ul><ul><li>Input from all involved </li></ul></ul><ul><ul><li>Issue management </li></ul></ul><ul><ul><li>Providing appropriate forms </li></ul></ul>
  15. 15. Importance of Match Monitoring <ul><li>Supports relationship development </li></ul><ul><li>Risk management </li></ul><ul><ul><li>Assess whether there may be serious behavioral issues </li></ul></ul><ul><ul><li>Early identification and resolution of potential difficulties in the relationship </li></ul></ul><ul><ul><li>Prevent premature relationship ending </li></ul></ul><ul><ul><li>Youth safety </li></ul></ul>
  16. 16. Research <ul><li>Programs with regular support - matches meet regularly and are more satisfied </li></ul><ul><li>Programs that do not provide regular support have the greatest percentage of failed matches </li></ul><ul><li>Provides the practical and moral support that mentors need to keep meeting with their mentees and to get through the rough spots </li></ul>
  17. 17. Stages of a Mentoring Relationship Stage 1: Developing Rapport and Building Trust Stage 2: The Middle – Reaching Goals Stage 3: Closure
  18. 18. Stages of a Mentoring Relationship <ul><li>Stage 1: Developing Rapport and Building Trust </li></ul><ul><ul><li>Predictability and consistency </li></ul></ul><ul><ul><li>Testing </li></ul></ul><ul><ul><li>Establish Confidentiality </li></ul></ul><ul><ul><li>Goal Setting (transitions into stage 2) </li></ul></ul>
  19. 19. Stages of a Mentoring Relationship <ul><li>Setting Goals: Stage 1  Stage 2 </li></ul><ul><ul><li>Goal setting is an important phase leading to the positive youth outcomes associated with mentoring. </li></ul></ul><ul><ul><li>What does the pair want to get out of the relationship? </li></ul></ul><ul><ul><li>Pair should set at least one achievable goal together </li></ul></ul><ul><ul><li>Transition into step 2 </li></ul></ul>
  20. 20. Stages of a Mentoring Relationship <ul><li>Stage 2: The Middle – Reaching Goals </li></ul><ul><ul><li>Closeness </li></ul></ul><ul><ul><li>Affirming the uniqueness of the relationship </li></ul></ul><ul><ul><li>Relationship may be rocky or smooth </li></ul></ul><ul><ul><li>Rely on staff support </li></ul></ul>
  21. 21. Stages of a Mentoring Relationship <ul><li>Stage 3: Closure </li></ul><ul><ul><li>Identify natural emotions, such as grief, denial, and resentment </li></ul></ul><ul><ul><li>Provide opportunities for saying goodbye in a healthy, respectful and affirming way </li></ul></ul><ul><ul><li>Address appropriate situations for staying in contact </li></ul></ul>
  22. 22. Closure: Staying in Contact <ul><li>Programs should have policies in place dealing with matches staying in contact </li></ul><ul><ul><li>Mentor and Mentee mutually interested in staying in contact </li></ul></ul><ul><ul><li>School-based programs: Acceptable forms of communication for staying in contact over summer months? </li></ul></ul>
  23. 23. Monitoring Plan <ul><li>Schedule for checking in </li></ul><ul><li>Set of questions that provide insight into the status and progress of the relationship </li></ul><ul><li>Opportunity for mentors and mentees to ask questions, raise concerns, and provide feedback </li></ul>
  24. 24. Match Monitoring: Checking In <ul><li>To make sure the mentor and mentee are meeting regularly </li></ul><ul><li>To determine the quality of the relationship </li></ul><ul><li>To address any problems or concerns that may arise </li></ul><ul><li>To manage mentor and mentee expectations </li></ul>
  25. 25. POLL <ul><li>On average, how often are you checking in with the mentors in your program? </li></ul><ul><ul><li>At least every other week or several times each month </li></ul></ul><ul><ul><li>Once a month </li></ul></ul><ul><ul><li>Every other month </li></ul></ul><ul><ul><li>A few times per year </li></ul></ul><ul><ul><li>Not Sure </li></ul></ul>
  26. 26. Frequency – How often to check-in? <ul><li>Contact the mentor within the first two weeks of the match </li></ul><ul><li>Over the first few months, continue to check in every two weeks </li></ul><ul><li>For at least a year, continue to check in monthly </li></ul><ul><li>Increased based on needs of the match. </li></ul>
  27. 27. Match Support Outline <ul><li>Activities </li></ul><ul><li>Child Safety </li></ul><ul><li>Concerns </li></ul><ul><li>Relationship Development </li></ul><ul><li>Youth Outcomes/Development </li></ul><ul><li>Other Comments </li></ul><ul><li>Next Contact/Follow-up </li></ul>
  28. 28. Now What? <ul><li>Quality Program Standards and Program Self-Assessment Checklist </li></ul><ul><li>Elements of Effective Practice Toolkit </li></ul><ul><ul><li> </li></ul></ul><ul><ul><li>Match agreements, relationship development checklists, feedback forms, etc </li></ul></ul><ul><li>Bring this information back to YOUR mentoring program </li></ul><ul><ul><li>What does your matching strategy, matching criteria, match monitoring plan consist of? </li></ul></ul><ul><li>Mentor Michigan Website </li></ul><ul><ul><li> </li></ul></ul><ul><ul><li>Handouts, resources, related websites </li></ul></ul><ul><ul><li>Webinars on a variety of topics </li></ul></ul>
  29. 29. Questions or Comments?