Launching an Additional Program

MentorcliQ works with you to design, configure, and launch any additional programs on the platform. This article provides an overview of the considerations and processes for launching a new program. 

Design

When planning a new program launch, you need to consider how best to engage and guide your participants through the mentoring journey. MentorcliQ works with you to design both the Enrollment Experience and the Program Details. 

Enrollment Experience - you will select and discuss how to customize different aspects of the enrollment process. 

  • Public or Private program
    Will you allow everyone to self-enroll in the program (public), or make this an invitation only program (private)?
  • Professional Survey is customized to meet matching and reporting needs.
    • Phone Number
    • Division
    • Job Function
    • Employment Level
    • Location
    • Gender (optional)
    • Race/Ethnicity (optional)
    • *Custom Fields and Lists can be provided by customer
  • Visual Personality Survey (VPS) - Recommended
    The Visual Personality Survey is 1-2 minute survey based on the 5-Factor Model. This information is used in the matching process to match up participants with similar personalities. 
  • LinkedIn Import - Recommended
    Finding that professional profile picture on your computer and then uploading it can be tedious. And Googling someone to learn more about them can feel awkward. Let us help to make it easy and natural by allowing participants to import their professional profile picture from LinkedIn and providing a link to a participants LinkedIn profile.
  • Program Preferences
    Program preferences will allow participants to specify the mentoring preferences based on each program in which they are enrolled. The fields for program preferences will be consistent for each program, allowing you to roll-up reports and compare data between multiple programs.
    • MentorcliQ’s recommended ten competencies provide the perfect mechanism for matching participants based on common development goals and expertise. Competencies help participants think about what they want out of the relationship, which helps build healthy partnerships to achieve those goals.
    • Competencies can also be customized based on organizational competencies or focus areas.  

Program Details - you will also decide on certain details like program name, target population, and timelines. 

  • Program Name (e.g. Finance Mentoring Program) 

  • Program Description
    The description can be 2-3 sentences that describes the mentoring program and its goals. The program description is presented on the site to both participants and administrators.

  • Matching Style.
    • Administrator Matching (Traditional process where participants register and matching is handled by the administrator). 

    • SuggestedMatching (Specific to MentorcliQ, this style of matching allows for participants to suggest matches while the final decision is still made by the administrator. Suggested matching can be used with both administrator and Smart Matching). 

    • SmartMatching (Based on the Nobel Prizing winning algorithm for stable relationships, MentorcliQ’s Smart Matching algorithm can be combined with both administrator and suggested matching to find the best possible matches for everyone in the program in a matter a minutes). 

    • SelfMatching (This hands-off approach allows participants to request, approve and decline match requests. This form of matching can also be used in conjunction with administrator matching). 

  • Frequency of Progress Surveys (QuickcliQs)

    For reoccurring progress check-ins we use a survey dubbed the QuickcliQ for it's fast and convenient way for participants to check-in on their mentoring progress.
    • Monthly (most common)
    • 
Quarterly (great for long-term programs)
    • Other
  • Milestones

    • Program Milestones - are actions that are considered essential for the successful development and completion of a mentoring cycle. e.g. Program Orientation Training
    • Relationship Milestones - are actions that participants can engage in that help to establish and cultivate a successful mentoring relationship. e.g. Partnership Agreement, Mid-Cycle Check-In, Closure Plan

Configure

Following the design discussion with MentorcliQ where we work through some enrollment and program decisions, MentorcliQ configures your program.

Depending on the level of additional customizations (for example, special adjustments to the matching algorithm), it can take from 1 day to 2 weeks to finalize the configuration. We will communicate this timeline during the design phase discussions.  

When we finish configuring your environment, we will host a short demo/training session with you to review the program settings. 

Communicate and Recruit

You can start recruiting for your new program as soon as you would like. To really build excitement, we recommend announcing the program 1-2 months prior to opening the program to participant enrollment. 

Get creative when publicizing the program. 

  • Include a blurb in a corporate newsletter
  • Create some posters and hang them near the coffee machine
  • Hold an informal mentoring information brown bag session over lunch
  • Walk around and talk to people who you think would be great mentors in the program

When communicating the upcoming program, be prepared to provide some details: 

  • What is the program name?
  • Who should participate?
  • What are the program's goals?
  • When does enrollment begin?

Invite

When you are ready, you can open the program enrollment. 

  • Public Programs - this includes sending a link to your open enrollment landing page. The page typically includes some text explaining the enrollment criteria. For example, mentors must have 1 year with your company and at least 5 years industry experience. 
  • Private Programs - this involves sending invitations to target employees using MentorcliQ's invitation feature.

For cyclical time-bound programs (where you create a batch of mentor/mentee relationships at the same time each year), we recommend that you keep enrollment open for a few weeks and have a defined deadline.

NOTE: Your matching strategy will influence the invitation timing. For example, if you plan allowing mentees to self-match or suggest their mentor matches, then you would stagger enrollment for the different groups. You would invite mentors to enroll first (say, for week 1 of enrollments). Then you would invite mentees to enroll in week 2. This would ensure that there were mentors already in the system for mentees to select or suggest during their enrollment. 

Match and Begin Mentoring

Once participants are enrolled, you can begin matching. Match participants and then publish those matches according to your selected matching style. 

We recommend that you host some sort of a program launch event. This can be as simple as an informal webinar or local in-person meeting where you discuss:

  • Program overview (participants and program goals)
  • Mentoring best practices and available resources
  • Timeline

Let us know if we can help you with your program launch. We have some presentation templates that you can customize for a quick and easy launch meeting.