Suggested Timeline Template


ā³ Suggested Timeline Template

This template provides a structured approach to planning mentoring sessions with clear role assignments and backup plans.

Timeline Structure

The timeline is for the session with Academic Coaching + Storytelling activities.

From/To Activity Details Lead Mentor
Name		 Support Mentor
Name		 Logistic Manager
Name		 Mentee Coordinator
Name		 Backup Plan
9:00 - 9:15 Give feedback to last week's take-home products What did they remember about last session?
Wait for volunteer. Show disappoinment if many of them forget.		 Prepare slides - Ask mentees' progress individually Use the product done by the mentor team if none of the mentees completed
9:15 - 9:30 Session Timeline discussion with mentees Discuss with mentees Fix the timeline accordingly - Interact with leftover mentees
9:30 - 10:00 Academic Coaching - - - -
10:00 - 10:10 Break - - - -
10:10 - 10:20 Give Storytelling activity Instruction Remember to be articulate, do not rush Interact with Lead Mentor - Keep an eye on the mentees
10:20 - 10:25 Put them into pairs Do the 1-2-1-2 count Show the location for each pair to sit down - Solve any personal disagreements
10:25 - 10:45 Make-up a story of their own Assit if any pair calls for help Keep track of the timer - Help their assigned pairs
10:45 - 10:55 One pair volunteer to tell the story Coordinate the process Prepare pictures or anything required - Help their assigned pairs Use Spin the wheel if no one volunteers

Role Responsibilities

Lead Mentor

  • Primary facilitator for the session
  • Responsible for content delivery and main activities
  • Manages the overall flow and timing

Support Mentor

  • Assists the lead mentor during activities
  • Provides additional guidance to mentees
  • Steps in if lead mentor is unavailable

Logistic Manager

  • Handles venue, equipment, and technical setup
  • Manages refreshments and materials
  • Coordinates with venue staff if applicable

Mentee Coordinator

  • Manages mentee attendance and engagement
  • Handles mentee-specific concerns or questions
  • Coordinates communication with mentees

Backup Plan

  • Alternative approaches if primary plans fail
  • Contingency measures for various scenarios
  • Emergency contact information

Tips for Effective Timeline Management

  • Buffer time: Include 5-10 minute buffers between major activities
  • Flexibility: Be prepared to adjust timing based on mentee engagement
  • Communication: Ensure all team members have the timeline in advance
  • Documentation: Keep notes on what worked well for future sessions
Feedback Management BOOST Model