Programme Management

There are many general management and administrative tasks all organisations need to do on a day-to-day basis. This section does not attempt to address all of these. Rather it provides a summary of recommended practices that aim to support the ongoing growth, sustainability and reliability of mentoring programmes.

Refer to pages 31 - 32 of the Guide NZYMN Effective Practice Guide_Programme Development

You may also find this checklist useful NZYMN Effective and Safe Practice in Youth Mentoring_Programme Management Checklist

Ensure the programme is well managed:

Form an advisory group:

• Define the advisory group roles and responsibilities;
• Recruit people with diverse backgrounds to serve on the group; and
• Facilitate the advisory group meetings to improve programming and management.

Develop a comprehensive system for managing programme information:

• Manage programme finances;
• Maintain personnel records;
• Track programme activity, such as volunteer hours and matches;
• Document mentor/mentee matches;
• Manage risk; and
• Document programme evaluation efforts.

Design a resource development plan that allows for diversified fundraising: 

• Seek in-kind gifts;
• Hold special events;
• Solicit individual donors;
• Seek corporate donations;
• Apply for government funding; and
• Seek foundation grants.

Design a system to monitor the programme:

• Review policies, procedures and operations on a regular basis;
• Collect programme information from mentors, mentees and other participants; and
• Continually assess customer service.

Create a professional staff development plan:

• Provide ongoing staff training; and
• Build on staff members’ skills and knowledge.

Establish a public relations/communications effort:

• Identify target markets;
• Develop a marketing plan;
• Gather feedback from all constituents;
• Develop partnerships and collaborations with other organisations; and
• Recognise mentors, mentees, other programme participants, funders and organisations that sponsor mentoring programmes.

Implement the programme: 

• Recruit programme participants, such as mentors, mentees and other volunteers;
• Screen potential mentors and mentees;
• Orient and train mentors, mentees and parents/caregivers;
• Match mentors and mentees;
• Bring mentors and mentees together for mentoring sessions that fall within programme parameters;
• Provide ongoing support, supervision and monitoring of mentoring relationships;
• Recognize the contribution of all programme participants; and
• Help mentors and mentees reach closure.