How to Tackle Record-Keeping as a Mentor or Supervisor

Different Elements of the Job

When we consider the competencies required for mentors and supervisors, the first skills that come to mind are usually things like emotional intelligence or leadership experience. We often overlook the nitty-gritty elements of the job such as administrative skills. Understanding how to organize and manage our business is crucial. These are the gears which move the machine, allowing us to be the mentors and supervisors we want to be. We need these gears to be well-oiled and turning smoothly in order to focus on what really matters; our clients.  

Developing a personal system for record keeping is a great place to begin. I like to start by understanding my clients based on where we are at in our relationship, so that it is clear what my role is and what their needs are.

I have found that there are five different types of clients:

The Curious Individual: this is a person who is interested but has not been qualified by you. They are simply showing interest in being mentored/supervised. 

The Prospective Client: This person has a degree of qualification and is a well-suited match. You believe that you will be able to help them and that they will be able to engage.  

The Current Client: These are the people you deal with regularly. Generally, these clients are your main focus and take up the majority of time. 

However, it is important to save some time to gather potential clients. Professional relationships don’t last forever and a mentor/supervisor should always be planning for the next step. 

The Returning/Renewing Client: These are clients with whom you’ve had an enduring role. They are long-term clients. That usually means there is a level of comfort and ease with them and, also, a deeper level of care. They may have renewed their contract or taken some time off and are now returning. 

The Advocate/Partner Promoter: This is a client who promotes you to others and refers people in their lives to you. They are active advocates for you and this gives you both a sense of partnership. It’s helpful to identify these people and acknowledge the value they bring to your business. 

Essential Records

Understanding who your client is and what they need from you is just one aspect of the records that need to be kept. We also need a way to track progress, to keep our notes from our sessions, and the financial records for each client. This may look different depending on how large your client base is. 

I used an Excel spreadsheet when my client base was under 30. This allowed me to keep track of financial records, individual contracts with clients and any legal insurance and associations that needed to be reviewed and updated consistently. I began using Excel but, once I was keeping records for over thirty clients, I found that it was not the most efficient way to keep track of all the details I needed. So, I switched to a program called CapsuleCRM which manages the delivery of the services I’ve agreed to provide. It also keeps track of which stage I am at with each client.  

Taking Notes

Note-taking is a huge part of record keeping. It is essential to find a system and process that works for you. Some mentors/supervisors prefer good, old-fashioned pen and paper and may need a physical system for filing, or to photograph notes and file them in a computer folder. I prefer using Evernote. 

Some mentors/supervisors prefer iphones or iPads, but I have found that they can be distracting if alerts or messages come through during a session. It can make the client feel that they are not the priority because you are distracted. As my business has expanded I’ve moved to a tablet called ReMarkable. It feels like a pen and paper but doesn’t look like I am making notes on iphone or ipad. It’s solely meant for note-taking. There are no apps or messages to distract. ReMarkable helps me stay in the moment, listen attentively and come up with thoughtful questions. 

I’d like to add that this post is not a sponsored ad for these programs! I am just a personal fan and recommend giving them a try. 

You may be the kind of person who finds administrative work overwhelming. I understand that this can feel outside of the wheelhouse of our expertise. Often the kinds of people who are drawn to care-giving professions are big-picture people and, sometimes, big-picture people have trouble with detail-oriented matters such as administration. If you feel you are not up for the task, there is always the option of hiring someone to help you with these matters. This does mean putting aside resources like time and money to find this person and pay fair wages. Also, keep in mind that organizational skills can be practised and developed over time. You can always speak to your own mentor/supervisor to ask them what they would advise for you. 

Whats’ next?

Are you interested in learning the essentials of Professional Supervision and mentoring? Take a look at our upcoming cohort. https://vervelead.com/mentor-growth-track/mentor-essentials/