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Mentorship Management Tool



Feb to April 2022


Ziyi Huang, Nancy Wu, Lesi Yang, Xinmeng Wang Jiahao Wu

Project Nature

UWaterloo MDEI Student Project


Ideation, Research, User Testing, User Experience, Prototyping 


Design Prompt

Design a tool for school districts to ensure that everyone has access to mentorship

How can school board provide every student with effective mentorship efficiently?

Problem Overview

Product: a management tool to manage mentorship programs
Target User: school district staff
Goal: to ensure that every student has access to mentorship.


“Mentormmunity” is a mentorship management tool that helps school board to provide every student with effective mentorship efficiently.

mentormmunity focus.png


01  Emphathize
        Learn about user

User Research
Empathy maps
User Journey Maps


04 Prototype
        Simulate experience

Mid fidelity prototype

02  Define
         Determine problem

Story board
Affinity mapping
Competitive audit

05 Test
        Validate with users

Alpha testing
Usability testings

03  Ideate
         Define solution

User flows
Information architecture

06 Launch
        Present and feedback

Visual design
High fidelity prototype
Present and gather feedback


User Research

We conducted a secondary research to understand the process of mentor management and discover problems that the current process have and understand users’ expectations of the tool. Then we organised data through affinity mapping.

Research questions:
How do you manage mentorship program now?
How do you measure the success of a mentorship program?
How do you match the mentors and mentees?
How is your experience with the current mentorship management tool? What are the pros and cons?
What is your expectations for the mentorship management tool?




Competitive Audit

We analysed 4 mentorship management products from different perspectives: Security, Learnability, Functionality and UX Design.

competitive audit.png

We then compared their functions and concluded their strengths and weaknesses. We found that a successful mentor management tool needs the following four functions including recruiting, mentors and mentees management, matching system, and data analytics.


Define Solution

Match mentors & mentees easily

Match mentors, mentees and peers easily with smart mentor matching algorithm


Manage mentorship programs efficiently

Eliminate management work on excel spreadsheets with all in one management system


Provide high quality trainings

Provide quality trainings efficiently based on mentors’ needs and track performance

Analytics and reports

Gain data and analytics for mentorship programs

User Journey Map

We created a user journey map to uncover moments of both frustration and delight throughout the process. We identified opportunities to address customers’ pain points, and alleviate fragmentation.

journey map.png

Prototype & Test 

Usability Testing


2 rounds of testing
5 participants per round

Research Methods


Moderated Usability Test
10 tasks

Data Collection


Screen recording on Zoom & Microsoft Teams


We made wireframes and prototypes to receive feedback and iterate. We refined design details to achieve the vision and goals with 3 major improvements:

Highlight “Match” button


“I couldn’t find how I can match a mentee after I clicked the Match tab.”

Use right terminologies

“I wasn’t able to tell the difference between "Screen" and "Recruit".

Provide feedback after task

“I don't know if I match successfully or not because I did not get any feedback."


Final Design

Anchor 1

Offload the administrative workload
of mentoring programs

  • Eliminate management work on excel spreadsheets with all in one management system

  • Mentor mentee matching algorithm with smart suggestions

  • Collect mentor and mentee profiles and manage meetings on a clean dashboard.


Gain visibility into
mentorship program analytics

  • Provide analytics, surveys and insights into mentorship program progress.
    Track mentor-mentee progress and review feedback.

  • Show ROI, program outcomes and reports


Train on mentorship and soft skills effectively

  • Easy access to quality trainings

  • Provide engaging trainings with rich media, including articles, videos, and slideshows

  • Provide trainings based on mentors’ needs and track performance


Figma Prototype


Next Steps

How might we achieve matching efficiency by simplifying the matching process?
How might we design a better UX based on user preferences?
How might we make users feel that their information is safe and secure?


Due to the pandemic, we were not able to conduct user research with school district staff as a graduate study project. Therefore, we conduct secondary research to understand the needs and pain points instead.

Lesson Learned

- Teamwork

This project taught us that designing a solution from scratch is not an easy task. It required the team to conduct extensive research, discussion, and repeated attempts to work towards the same goal. We also learn how to focus on building empathy for our target audience, conducting usability tests, and creating problem statements.

- Project scope

At first we found the prompt to broad and started to list out all possible functions to the tool. However, we found ourselves overwhelmed and lost. We later focused on understanding the pain points and focused on the top three. In this way we were able to develop a solution that truly helps the users.


AI Chatbot

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