From informal mentoring to a structured program: how to professionalise support?

Mentoring: a tradition reinvented for guidance

Mentoring is based on an ancient tradition of experience-sharing. In Homer’s Odyssey, Mentor guided Telemachus in Ulysses’ absence. Today, this practice applies to many fields: professional integration, skills development, mobility support, and more.

Although informal mentoring can be beneficial, a lack of structure may reduce its effectiveness due to unclear objectives, irregular exchanges, or an imbalanced relationship. Structuring a mentoring program maximizes its benefits and ensures effective, measurable support.

The European project MENTOR has developed a guide compiling methods and best practices to help organizations structure effective mentoring. This article presents essential steps to transition from spontaneous guidance to a structured and professionalized program.

1. Defining a clear framework for mentoring

A structured mentoring program is built on a precise definition of its objectives and operations. This first step helps prevent misunderstandings and ensures mutual commitment.

Setting the program’s objectives

Mentoring can have a variety of purposes:

• Support for professional integration and career development.
• Development of specific skills.
• Guidance through an adaptation process, such as international mobility.
• Strengthening self-confidence and autonomy.

Clearly defining these objectives helps better structure the program and tailor resources to mentees’ needs.

Defining the roles of mentors and mentees

A clear framework involves a balanced distribution of responsibilities:

• The mentor: Shares experience, guides, advises, and motivates the mentee. The mentor acts as a facilitator, helping to overcome obstacles, clarify objectives, and make informed decisions.
• The mentee: Should actively engage in the process, express their needs, and take an active role in exchanges.

A well-structured mentoring program also defines the duration and frequency of interactions to ensure regular and consistent follow-up. For example, at ADICE, each mentor-mentee pair is required to meet at least once a month from the moment they are matched until the end of the mobility period.

2. Selecting and training mentors

An effective mentor is not just someone experienced in a specific field. The role also requires interpersonal and pedagogical skills.

Mentor selection criteria

Several factors help identify mentors capable of providing structured and effective support:

• Relevant experience in the area of guidance.
• Strong listening and communication skills.
• Sufficient availability for regular follow-ups.
• A willingness to share knowledge and support the mentee’s progress.

Training mentors to optimize support

Even experienced mentors can benefit from training to refine their approach. Training can cover:

• Active listening and effective communication techniques.
• Tools to structure discussions.
• Methods to encourage autonomy and critical thinking in mentees.

A good mentor helps analyze situations and explore different options rather than providing immediate answers.

3. Ensuring a good mentor-mentee match

The success of mentoring largely depends on the compatibility between mentor and mentee. Effective pairing creates a constructive dynamic and fosters guidance suited to individual needs.

Matching methods

Several criteria can help form effective mentoring pairs:

• The mentee’s goals and expectations.
• The mentor’s experience and expertise.
• Compatibility in values and communication styles.

Some programs use pre-matching questionnaires to refine selections and prevent imbalances in relationships.

Facilitating the first meeting and commitment

The initial exchange is crucial to establishing trust. It is recommended to organize an introductory meeting where:

• The mentor and mentee define their expectations and objectives together.
• The follow-up procedures and meeting frequency are clarified.
• A supportive environment is fostered to encourage open and constructive discussions.

4. Implementing follow-up and mentoring evaluation

A mentoring program does not end with the pairing process. Structured follow-up is essential to ensure quality support and adjust practices as needed.

Organizing regular checkpoints

Periodic meetings help assess the mentee’s progress and adjust guidance. These exchanges can take different forms:

• One-on-one meetings between mentor and mentee.
• Experience-sharing sessions between multiple mentor-mentee pairs.
• Follow-up by a program coordinator to gather feedback and refine actions.

Evaluating mentoring impact

Evaluation is a key step in measuring program effectiveness and identifying areas for improvement. Various tools can be used:

• Satisfaction surveys for mentors and mentees.
• Assessing skill development and the mentee’s confidence level.
• Case studies or testimonials to illustrate program success.

An evolving program allows mentoring to be continuously refined based on feedback, ensuring continuous improvement.

Going further: A guide to structuring a mentoring program

Structuring a mentoring program requires time and resources, but the benefits are significant. A well-defined program ensures a meaningful and lasting experience for both mentors and mentees.

The MENTOR project’s practical guide provides advice, concrete tools, and proven methodologies to professionalize mentoring programs and maximize their impact.

Discover the guide!