Whether you're relaunching your program to make way for a new cohort, or relaunching to inject some new energy into an Always-On program, here's a guide to making sure your relaunch goes as smoothly as possible.
Program Relaunch To-Do's
Make intake dates clear
If you're running your program in Cohorts or in an On-Off format, make sure you've made start and end dates clear from the beginning. This allows you to set clear expectations on how your program runs and what participants should expect from their mentoring partners and relationships.
If your program runs on a set timeline, it doesn't hurt to make your participants aware of it. When will signups open? When will you start matching?
Advice from our Customer Success team:
"We have had programs that run in Cohorts create a clear timeline of events either on a simply word document or Google slides, before the launch of the program and included the specific comms that need to be communicated on certain dates so that participants of the program are made aware. Some have had set mentors stay on for each cohort of mentoring, and therefore they would only need to invite a new cohort of mentees!"- Janina
Export your data
It's good to have historical information about your program so we recommend exporting it. You can do this periodically or just at the end.
The way you do this depends on your program and how you run it. Some programs require more regular reporting to stakeholders or maybe you as a program coordinator just want regular reports for your own evaluation. Other programs just require reports at the end.
Generally, we recommend you do this at least twice within the duration of the program - one at the middle and one towards the end. This is so you have the ability to review participants and how they are interacting mid-program and make changes where needed, for example if a participant has not been interactive since signing up, you can use exported data to clean up the participant list!
Remember that you do not lose historical data when you relaunch. As long as participants remain part of the program, all closed Loops data remain accessible to PCs. However, if someone leaves the program permanently (rather than become unavailable/removed), their data will be deleted.
Communicate with your participants
Here are a few key things you have to make sure are communicated to your participants before you relaunch.
- Check if your program has participants that have remained unmatched. Find them using your filters, tag them, and send a bulk message to let them know that they will be prioritised for matching when the program relaunches.
- Reminders on when the program will close and relaunch are also important. Give them plenty of notice. This gives your participants a chance to wrap up with their mentoring partners, send thank you messages, and exchange contact information should they want to.
- If your program allows for participants to continue participation upon relaunch, it's best to make sure you find out who wants to continue and who wants to drop out. This allows you to tag them as the responses come in and later on remove those who have decided to opt out in one go. Alternatively, for Always-On programs or if you want to keep all the participants in the program even if they don't wish to be matched, you can ask them to mark themselves appropriately as "Available" or "Unavailable" for matching before the program closes.
Tip: For scenarios where you would prefer mentors to stay and have new mentees, it's best to communicate with mentors and mentees separately.
Advice from our Customer Success team:
This might also be a good time to invite your mentees to level up and become a mentor for the next intake!- Kristin
Disable your signup form
If you haven't already, don't forget to disable your signup form.
From here, you can restart marketing and recruitment for your program as normal. To add a little more sparkle to your efforts, you can grab a couple of participants from the last intake and ask them to share their experiences and what they got out of the program. These mentoring champions can help you make the program that much more attractive to potential participants.
For a refresher on running a mentoring program with only 30 minutes a week, click here.