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A Comprehensive Onboarding Strategy for Mentors and Mentees

Introduction

For a virtual mentoring platform to truly flourish, it is crucial to provide mentors and mentees with a seamless onboarding experience. The onboarding process plays a pivotal role in familiarizing users with the platform's features, functionality, and tools, ensuring they can maximize their mentorship journey.

This training article presents a comprehensive onboarding strategy and considerations designed to equip mentors and mentees with the necessary knowledge and skills to navigate a new virtual mentoring platform. From pre-launch communication to ongoing resources, each step is carefully crafted to empower users to leverage the platform's capabilities effectively.

Please note that this onboarding strategy serves as a recommended framework and can be adapted to the specific context of each program. Program administrators have the flexibility to customize and tailor the strategy to best suit the needs and goals of their mentoring initiatives. 

Onboarding Strategy & Considerations

1. Pre-launch Communication:

  • Send a pre-launch email to mentors and mentees, introducing the virtual mentoring platform and explaining its benefits.
  • Clearly communicate the registration process to users. Depending on the method chosen by program admins, inform them that they will either receive an email with a registration link or an onboarding email containing their credentials.
  • Provide instructions on how to complete the registration process, including creating a username and password if applicable.
  • Emphasize the importance of the registration step as it will provide them access to the platform.
  • Once registered, provide clear instructions on how to download and install the desktop app and mobile app, if applicable.
  • Communicate the date, time, and location (webinar link) of the welcome webinar (see point 2 below). 

Additional Resources :
 Mentors & Mentees Onboarding Essentials
Mentors & Mentees Essentials to Onboarding in 10 Easy Steps

By including this information in the pre-launch communication, mentors and mentees will have the necessary details to join the platform and participate in the welcome webinar mentioned in point 2.

2. Welcome Webinar:

  • Host a live webinar to welcome mentors and mentees to the platform.
  • Record the webinar, with appropriate permissions, to provide participants with the opportunity to refer back to the content at their convenience and accommodate those who were unable to attend. Additionally, the recorded webinar can serve as a valuable resource for onboarding mentors and mentees who join the program after the initial launch.
  • Present an overview of the platform's features, functionality, and user interface.
  • Demonstrate how to navigate the desktop app and mobile app, highlighting key elements and tools.
  • Inform mentors and mentees about the expectations and next steps in the mentoring process, such as completing their profiles, setting up their availability, and providing information on when they can expect to be matched with their mentor/mentee.
  • Answer any questions from mentors and mentees during the webinar.

Note: Program administrators should determine whether mentors and mentees should have separate welcome webinars or if a combined session would be more beneficial, taking into account factors such as the age of mentees and program context. For mentees who are minors, consider having a dedicated session accompanied by their parents/guardians to ensure a safe and supportive environment.

3. User Documentation:

  • Provide user documentation that serves as a reference guide (see additional resources provided in step 1 above).
  • Make the documentation easily accessible through the platform's Resources section.

4. On-Demand Support:

  • Establish a dedicated support channel, such as an email address or a Discussion Board within the platform where mentors and mentees can reach out with questions or issues.
    • Consider creating an "Ask a Program Administrator" Discussion Board where mentors and mentees can post questions related to the program and platform usage.  Specify that questions posted should be non-confidential in nature.
  • Assign support staff to respond promptly and provide personalized assistance.

5. Feedback and Improvement:

  • Regularly collect feedback from mentors and mentees regarding their onboarding experience and platform usage.
  • Send surveys or conduct brief interviews to gather insights and identify areas for improvement.
  • Actively incorporate feedback to refine the onboarding process and enhance the virtual mentoring platform's usability.
Pre-launch Communication Template

In this section, we will provide you with a recommended sample communication template to guide your efforts. While this template offers valuable insights and structure, it's important to remember that customization based on your program's unique needs is highly encouraged. Use this template as a starting point and adapt it to align with your organization's tone, branding, and specific program details.

Subject: Welcome to the Virtual Mentoring Platform - Register Now and Join the Mentoring Community!

Dear [Mentor/Mentee Name],

We are excited to introduce you to our new virtual mentoring platform that will enhance your mentoring experience. As part of our commitment to supporting your growth and development, we have created a seamless onboarding process to ensure you make the most of your mentorship journey.

Here are the steps to get started:

1. Registration Process:

  • You will soon receive an email with a registration link. Please follow the instructions provided to complete your registration.
  • During the registration process, you will have the opportunity to create a username and password.

OR

  • You will soon receive an onboarding email containing your credentials. Please follow the instructions provided to complete your registration.

2. Accessing the Platform:

  • Once registered, you will gain access to the virtual mentoring platform. It is available through both our desktop app and mobile app.
  • If you haven't done so already, please download and install the respective apps based on your device.

Look for this logo when searching for the mobile app : image-1665679693928.png

3. Welcome Webinar:

  • We invite you to join our live welcome webinar, where we will provide an overview of the platform's features, functionality, and user interface.
  • The welcome webinar is scheduled for [Date] at [Time]. Please use the following link to access the webinar: [Webinar Link].
  • We highly recommend attending the webinar to familiarize yourself with the platform and have any questions answered.

By registering and attending the webinar, you will be well-prepared to maximize your mentoring experience on our virtual platform. We encourage you to complete your registration promptly and mark your calendars for the welcome webinar.

Should you have any questions or need assistance, our support team is available to help. Feel free to reach out to us at [Support Email/Phone Number].

Best regards,

[Your Name]
[Your Organization]

Note: If you have already completed the registration process and received your login credentials, please disregard this email and simply join us for the welcome webinar at the designated time.

If you have questions or need further support, please contact our Support Team: support@mentoringcanada.ca

 

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