Step by Step Mentorship Program Creation

Step by Step Mentorship Program Creation

Roles: Admin

Description:  Learn how to build impactful mentorship programs on your LMS. This guide will walk you through the process of defining program goals, recruiting mentors and mentees, facilitating successful pairings, and measuring program outcomes. Discover strategies to foster meaningful connections, drive professional development, and create a supportive learning environment within your organization.

Benefits:
  1. Tracking and Monitoring: Provides a mechanism to track and monitor mentorship programs effectively.
  2. Centralization: Centralizes all aspects of mentorship, including content creation, skill development, and coaching, in one unified platform.
  3. Skill Development Tracking: Enables tracking of skill development progress and facilitates better peer-to-peer learning opportunities.
Step by Step Guide: You may refer to the screenshots below for a step by step  guide on how to create mentorship programs.

Step 1: Once the mentorship module is enabled, it will appear under the ‘Learning Center’ tab. Click on ‘Mentorship’ and then select the + sign at the bottom.




Step 2: Basic Details: Within Basic Details you will see the following sections.
  1. Title: Clearly state the title of the mentorship program.
  2. Description: Offer a concise overview of the program, outlining its purpose and content.
  3. Skills: Specify the skills that Mentees will gain by completing the program.
  4. Attachments: If applicable, attach any relevant documents or files that provide further information.
     Note: Accepted file types include: avi, mp4, mpg, wmv, mov, m4v, doc, docx, ppt, pptx, pdf, jpeg, jpg, png, xls, xlsx.






After clicking "Save & Continue," you can adjust the program settings.

Step 3: Setting: This section is to control all of your program settings.

Accessibility:  Choose if you want the program to be Public (all users can join the program either as a mentee or a mentor.) or Private (admins define who can join and in what role)
  1. Public: If you set it to Public, the program will be available to all learners, allowing them to join as either mentors or mentees.
  2. Private: If you set it to Private, admins define who can join the program and in what role. 
  3. Advanced Customization: Once set to private, you'll see the "Advanced Customization" option. From there, you can adjust accessibility and make the program visible to either the team or an individual.





Joining Approvals: Choose who can approve requests to join the mentorship program.
  1. No Approvals: Users do not need approval to join the program.
  2. By Admins Only: Users need Admin’s approval to join the program
  3. By Admins/Managers: Users need approval from their reporting manager or the admin.





Pairing: Determine the method for pairing mentors and mentees in the program.
  1. User led with Mentor approval: The user can request a mentor for the program, but the request must be reviewed and approved by the mentor.
  2. User led with Admin approval: The user can request a mentor for the program, but the request must be reviewed and approved by the admin
  3. User led with Admin/Manager approval: The user can request a mentor for the program, but the request must be reviewed and approved by the admin either by the Admin or the reporting manager.
  4. By Admin: If you select this option, users will not have the ability to choose or request a mentor. Instead, mentors will be directly assigned to mentees by the admins
  5. By Admin/Manager: Users will not have the ability to choose or request a mentor. Instead, mentors will be assigned directly to mentees by the admins or by their reporting managers.




Maximum Mentees per Mentor: Set the maximum number of mentees (between 1 and 10) that a mentor can be assigned to in this program.





Edit Program Content For Each Mentee: This setting allows mentors to adjust the content structure of the program for their mentees.
  1. Enable:  If you enable it, the mentors can freely tailor the program structure to better fit the needs and goals of their mentees, allowing for a more personalized and goal-oriented experience.
  2. Disable: If you disable it, the mentors won't be able to edit the program structure; it will remain the same for every mentee. 




Allow Participants To Quit: Option to allow mentors and/or mentees to quit the program
  1. None: Neither mentors nor mentees can leave the program once it has started.
  2. Mentors can Quit:  Only mentors can quit the program and new mentors will be assigned to the mentee as per the program settings.
  3. Mentees Can Quit: Only mentees can quit the program.




Allow Mentees To Request Mentor Change: Choose option to Permit mentees to request a different mentor at any time during the program. 
  1. Enable: When enabled, mentees can request a mentor change by filling out a mentor change form and submitting it to the admin approval if they wish to switch mentors for any reason.
  2. Disable: Mentees will not have the option to request a mentor change for that program. 




Reporting Managers In Meetings: Option to allow managers to join a meeting of their reportees and view public notes shared by mentees and mentors. 
  1. Enable Mandatory: Managers are required to attend the mentorship meetings of their reportees.
  2. Enable Optional: Managers have the option to attend the mentorship meetings of their reportees but are not required to do so.
  3. Disable: Managers don't have the option to attend the mentorship meetings of their reportees.




Format for Taking Notes [Mentor/Mentee]:





Format for Viewing Public Notes:






Goals in the mentorship program: Option to Enable/Disable Goals for this program. 
  1. Enable: If goals are enabled, admins will set the objectives for mentees, which will be discussed and adjusted during the mentor-mentee goal-setting meeting to align with individual goals  . 
  2. Disable: If the goals are disabled , the admins will directly creating milestones for the program. 




Step 4: Goals & Milestone:  Below is the option you’ll see when you enable Goals in the mentorship program.
  1. Goals: This outlines the goals of the program and what users can expect to gain from it.


  1. Milestones: Milestones form the overall structure of the program, highlighting key components such as prerequisites and sequential stages (e.g., Milestones 1, 2, 3, etc.). There is no limit to the number of milestones that can be set, allowing for a flexible and comprehensive framework tailored to the program's needs.

Prerequisites: The prerequisites will only be visible if the goals in the mentorship program are enabled. If the goals are disabled, mentees can only schedule a kick-off meeting. 




  1. Start Date: This is the date when you want to start that program. [The users can join the program as a mentee or mentee before the start date]. 
  2. Due Date: The number of days by which you want the mentees to complete the pre-requisite. [Note: If the due date is over, it will reflect on the mentees dashboard]
  3. Schedule a meeting to set up goals: The mentee will schedule a meeting with the mentor to discuss their personal goals for the program, which may differ from the predefined ones.
  4. Add Goals: The mutually agreed goals will be added & approved by the admin. 
  5. Add Self Review: The mentee will conduct a self-review by rating the goals set before the program.
  6. Add Nominees: The mentee will nominate any three individuals to evaluate their progress on each goal that has been set by the mentee/mentor before & after the program. [Admins have the right to edit the nominees selected by the mentee if required.]
  7. Preprogram Feedback: The mentee & their respective nominees will also provide pre and post feedback on each set goal to the mentees.

Pre-program Feedback Form Format:





Pre-requisite when Goals are Disabled: 




Create Milestones: You can create multiple milestones within the program, name each one, and set a due date. [The number of days by which you want the mentees to complete a particular milestone]



You will have the option to add existing LMS content (courses, paths, events) relevant to each milestone.






After users complete a milestone, the mentor and mentee will meet to review progress, address any challenges, and then proceed to the next milestone. This process will be repeated for each subsequent milestone.

Mentor & Mentee Feedback : After completing all the milestones in the program, both the mentor and mentee will receive a feedback form to share their feedback.

Format Of Mentee Feedback Form: [Filled out by Mentors]





Format of Mentor Feedback form: [Filled out by Mentees]




Evaluation: Post the program completion, the admins will choose when the “evaluation forms” are sent to the mentee's nominated stakeholders for them to rate the mentee's updated performance on the goals of the program after its completion.

Note: The evaluation of mentees is based on their goals and is conducted by stakeholders using star ratings. 



Post Evaluation Form Format [Filled out by Mentee's & Nominees]:




Step 5: People:  The “People” section is the final step which allows you to select the respective mentors/mentee for the program.




Now, Click "PUBLISH" in the top right corner, and the program will be successfully created!


Below is a Sample of what your program should look like: