Mentorship

Introduction of Mentorship

At Hong Kong Toastmasters Club, our refreshed Mentorship Program is built around three core pillars designed to elevate the member experience, boost speech quality, and strengthen our community.

  • Availability: Dedicated 1-on-1 support combined with co-mentoring coverage ensures mentors are accessible to guide mentees throughout their journey.
  • Boarding: Mentors take an active, structured role in onboarding new members—walking them through club systems, manuals, and meeting roles from Day 1.
  • Community: A collaborative co-mentoring pool (10+ mentors) creates a vibrant network for peer review, shared learning, and mutual encouragement.

Co-Mentoring Community & Group Feedback

To foster stronger connections and provide richer support, every mentor and mentee pair belongs to a Co-Mentoring Group (comprising assigned mentors, co-mentors, and fellow mentees).

How Co-Mentoring Works:

  • Peer Feedback & Rehearsals: Mentors and mentees can share speech rehearsals within the group to receive diverse feedback prior to meeting presentations.
  • Flexible Review Formats: Mentees are encouraged to share their speech materials in the group for review. Media types are preferred in the following order:
    1. Video (Recorded practice run – preferred for delivery and body language feedback)
    2. Audio (Voice recording – ideal for vocal variety and pacing review)
    3. Script (Written draft – best for content and word choice)
    4. Outline (Speech structure and key points)
  • Attendance Coverage: If a primary mentor is unavailable to attend a mentee’s speech, a co-mentor from the group steps in to offer support in person or online.

Program Duration & Speech Booking Protocol

  • Program Duration: Mentorship lasts for 6 months or until the completion of the first 3 speeches (whichever comes first).
  • Slot Allocation & Mentor Endorsement:
    1. Request: Mentees can submit a request directly to the VPE for a speaking slot to keep momentum going.
    2. Slot Assignment & Check: The VPE assigns the speaking slot on the agenda and concurrently reaches out to the assigned mentor (or co-mentoring group) for endorsement and coaching support.
    3. Co-Mentor Backup: If the assigned mentor is unavailable or unresponsive, the VPE coordinates with a co-mentor from the group to review the speech and ensure the mentee is supported.

Responsibilities of Club Officers

To ensure seamless program execution, club officers fulfill clear roles:

  • Vice President Membership (VPM):
    • Manages initial mentor assignments upon new member registration in a round-robin format to ensure swift onboarding.
    • Connects new members with their assigned primary mentor immediately after onboarding.
  • Vice President Education (VPE):
    • Manages speaking slot requests and coordinates with mentors or co-mentors for endorsement and speech review.
    • Oversees overall educational progress and mentorship flow.
    • Conducts monthly syncs with co-mentoring groups to monitor engagement and address any support gaps.

Checklists for Mentors and Mentees

Mentor Checklist

Phase 1: Onboarding (First Month)

  • [ ] Contact your mentee within the first two weeks of joining.
  • [ ] Conduct an orientation session covering Pathways, Easy-Speak, and meeting roles.
  • [ ] Explain club customs, awards, and meeting structures.
  • [ ] Introduce your mentee to your co-mentoring group.

Phase 2: First 3 Speeches (Months 1–6)

  • [ ] Brainstorm topic ideas and review drafts or outlines with your mentee.
  • [ ] Encourage your mentee to share speech rehearsals (video, audio, script, or outline) in the co-mentoring group.
  • [ ] Listen to rehearsals, provide constructive feedback, and endorse your mentee’s upcoming speech when contacted by the VPE.
  • [ ] Attend meetings to support your mentee during their speeches (or arrange co-mentor coverage).
  • [ ] Help your mentee incorporate evaluation feedback into their next speech.

Mentee Checklist

Phase 1: Onboarding (First Month)

  • [ ] Reach out to your mentor to schedule your initial orientation.
  • [ ] Log in to Pathways and Easy-Speak with your mentor’s guidance.
  • [ ] Observe club meeting roles and ask your mentor or co-mentoring group any questions.
  • [ ] Select a topic for your Ice Breaker speech.

Phase 2: First 3 Speeches (Months 1–6)

  • [ ] Request your preferred speaking slot with the VPE.
  • [ ] Share your speech rehearsal (video, audio, script, or outline) with your mentor and optionally within the co-mentoring group for feedback.
  • [ ] Work with your mentor or co-mentor to confirm speech readiness before your scheduled meeting date.
  • [ ] Confirm your mentor’s (or co-mentor’s) attendance on your speech day.
  • [ ] Review evaluator feedback with your mentor to prepare for your next speech.

Reference and Resources

  1. Club Mentoring Manual – https://www.toastmasters.org/resources/mentoring
  2. Advanced Mentoring-Evaluation Resource – https://www.toastmasters.org/resources/-/media/2392E41B75D4415EAA5AE37B4791EA26.ashx
  3. Introduction to Toastmasters Mentoring-Evaluation Resource – https://www.toastmasters.org/resources/-/media/df2e2065fa984b529e4fda62787d2353.ashx
  4. The Meaning of Good Mentoring – https://www.toastmasters.org/magazine/magazine-issues/2024/oct/good-mentoring
  5. Easy-speak Mentoring Chart – https://easy-speak.org/memberchart.php?chart=8