Easily Manage Your Mentoring Program

Grow your Mentoring Program with our Mentor-Mentee Matching Software to help exceed your organization's business goals.

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Click on the MentorEase building blocks for success to explore the program:

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  • Plan

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  • Install

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  • Design

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  • Forms

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  • Sign-on

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  • Match

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  • Tools

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  • Admin

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  • Report

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1. Planning the Mentoring Program

Whether you are new to running a mentoring program or managing an existing one, the first step is to align your business goals and objectives to what you want the program to deliver.

As part of your initial setup meeting, our experts will help you ascertain the best way to get the most out of MentorEase in terms of maximizing knowledge transfer and delivering successful 'ALO's' (Actionable Learning Outcomes). Read more about ALO's here - https://www.mentorease.com/jargon-free-environment

Types of Mentoring
* One mentor and one mentee (1:1)
* Multiple mentees per mentor
* Mentoring circles (groups)

Program Duration
* 3, 6, 9 or 12 month programs
* Multiple sessions / programs

Registration Forms
* Mentor application questions
* Mentee application questions

Matching Algorithm Rules
* Define the weight / value of each question for the algorithm
* Define other factors for the algorithm (for example, new applicants first)

Program Curriculum
* Define a set of activities everyone should follow
* Enable individual goal setting and tracking

Completion Certificates
* Design and upload a certificate for completing the program
* Automatic population of participants names in PDF format, emailed upon completion

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2. MentorEase Installation

Our team of technicians work with you to ensure an easy, seamless installation and setup of the MentorEase platform, working within your timelines for delivery.

Hosting Account
* Standard solution is hosted on MentorEase servers
* Installation available for company servers

Server Location / Data Residency
* Ability to lock data to servers in a specific country

Privacy & Data Security
* Standard secure coding practices such as OWASP Top 10 Security Risks
* Security White Paper details all tools and procedures
* Privacy policy, terms of use and compliance with regulations

Accessibility
* Depending on your needs we ensure Web Content Accessibility Guidelines (WCAG) 2.0 or 2.1 level AA or AAA

Initial Setup includes:
* Installation of software on the selected hosting server behind a password
* Pre-launch pilot includes any adjustments before launch
* Web address available in a sub-domain such as [brand].mentorease.com
* Option for placement within a directory such as [brand].com/mentoring

Web vs. Mobile
* Responsive web solution - the screen resizes to fit any screen

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3. Branding & Design

Mentors and mentees login via a custom landing page branded to your own organizations look and feel. Template designs utilize your logo and branding guidelines.

Customizing the installation to match your website
* Company / program logo
* Colour scheme
* Home page main photo
* Home page text, photos, video
* Sponsors logo's

 

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4. Registration Process

The registration process for mentors and mentees is designed to be streamlined and simple for all involved.

* Tailor questions on the mentor and mentee forms
* Set the weighted criteria for each question within the algorithm
* Customize outgoing emails (confirm account, forgot password, etc.)
Using these forms the mentors and mentees sign up and create profiles

Note: Admin editable forms & algorithm widgets (planned for the next release)

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5. Third-Party Integrations

MentorEase can connect with other 3rd party software providers, enabling integration. An example is the ability to login using a LinkedIn account.

Scheduling meetings
* Microsoft Outlook and Google Gmail

Single sign-on: General purpose
* LinkedIn (planned for the next release)

Single sign-on: Universities
* Career Hub
* Student One (by Technology One)

Single sign-on: Corporate HR
* SAP HR (in development)
* Salesforce (in development)

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6. Matching Process with our unique Matching Algorithm

Using our patentable Matching Algorithm, we are able to offer a number of matching combinations and solutions to best fit your program.

Self matching
* Enable mentors and mentees to confirm matches
* Ability to display the match score (for example, 80% match)

Self matching + admin approval

*  Additional administrator approval can be added

Admin matching
*  Matches made only by the administrator

Auto matching
* Automatically matches participants

Auto matching with Artificial Intelligence (AI)
* Auto-matching using AI tool (in development)

AI technology enables every possible combination of matches very fast in order to ascertain the best possible matches. Key criteria is defined in the pre-matching search program.

Notification of New Potential Matches
Automatically notifies mentees of new potential mentors who just signed up and have a high match criteria (for example, 90% match).

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7. Mentoring Tools

We offer a number of simple, yet powerful mentoring tools to help streamline and efficiently expedite the mentor-mentee relationship.

Account Settings
* Hide or show profile photo
* Mentors can manage multiple mentees
* View resources (guides, training materials, etc.)

Scheduling Meetings
* Both mentors or mentees can send meeting invitations
* Both mentors or mentees can email to approve or decline
* Integrations with Microsoft  Outlook and Google Gmail (coming soon)

Meeting Notes / Relationship Timeline
* Includes simple tool to take notes
* Date stamps and timeline of all activities (coming soon)

Ice Breakers
* Simple games to start off conversations (coming soon)

Curriculum / Goal setting & tracking
* Admin-defined curriculum of activities that must be completed by participants (coming soon)
* Individual goal setting and tracking of activities (coming soon)

Program Tools
* PDF Guide Books
* Program Support
* Best Practices Library
* Knowledge Base
* Discussion Forums

Utilization of existing, widespread communication tools
* Skype audio
* Skype video
* Facetime
* SMS (Texting)
* What’s App
* LinkedIn
* Email
* Phone / mobile

Mentoring Program Completion Certificates
* Upon completion of the curriculum or program end date, an automatic PDF certificate is generated with the participants name to the mentors, the mentees as well as the program manager  - see examples below:

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Mentor

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Mentee

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Administrator

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8. Administrator Tools

MentorEase enables administrators to effectively and efficiently oversee their organizations mentoring programs.

Manage matches
* Activate or disable accounts (if required)
* View all mentors and mentees
* Accessibility of accounts for matching, by the administrator with editing rights if needed

Manage the program
* Manage multiple sessions / programs
* Ability to post announcements within the viewing screen

Manage results
* Full activity tracking
* Track Actionable Learning Outcomes (ALOs), read more >>
* Participant feedback through progress surveys
* Early identification and resolution of problems and issues
* Testimonial feedback tool (coming soon)

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9. Management Reports

We provide a number of simple tools to help ascertain the effectiveness and efficiency of your Mentoring Program in terms of your goals, metrics and analytics.

View participation statistics
* Number of users
* Number of mentors
* Number of mentees
* Number of meetings
* Number of tasks
* Google Analytics (linking required)
* Survey results

Analyze the data
* Export all data to Excel
* Charts and graphs (using third-party tools)
* Identification of repeat mentors

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Learn how our mentoring software can help your organization

Build, grow and improve your mentoring program with MentorEase

 

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