Procedure for Contacting Clients and Recording Video Mentoring Sessions in CORE – Sample Emails

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Procedure for Contacting Clients and Recording Video Mentoring Sessions in CORE – Sample Emails

1. Client has requested or been assigned to you for Video Mentoring.
2. Email or call the client within 48 hours to schedule a mutually agreeable mentoring session.
   
   Sample Email to Client:
   SUBJECT: SCORE Video Mentoring
   Thank you for contacting SCORE for video mentoring!
   My name is ________________, and I look forward to scheduling a video mentoring session with you. I can connect with you by MENTOR INSERT’S VIDEO PLATFORM(S) HE/SHE USES.
   Over the next few days, I am available during the below timeframes:
   (include dates/times in the next 48 hours)
   Please advise what is convenient for you. If you have any questions, do not hesitate to ask.
   Thank you!
   NAME
3. Record this initial email/call as a non-session in CORE.
4. Respond to client with confirmation of video mentor session.
   
   Sample Email to Client:
   Cc: YOURSELF
   SUBJECT: SCORE Video Mentoring
   We are confirmed for Video Mentoring on DATE AT TIME.
   In preparation for our meeting, please forward in advance any written documentation or preliminary business plan that you are able to share.
   I will email to you the link to join the call 15 minutes before the video call. (This only applies if using a video platform which requires a URL to connect)
   Thank you!
   NAME
5. Record this email as a non-session in CORE
6. Video Mentoring Day – at least 15 minutes prior to the scheduled time, if you are using a video platform such as Google Hangouts, GoToMeeting or one in which a website URL is needed, send the link to the client.  If you are using Skype, FaceTime or similar platform an advance link is not needed - make sure you have the client’s username and they have your username.
   
   Sample Email to Client if Using Google Hangouts or Video Platform via URL:
   Cc: YOURSELF
   SUBJECT: Video Mentoring Session DATE TIME
   I am looking forward to our video mentoring session.  At our meeting time, click on the below link to join our call.
   PASTE LINK CREATED BY GOOGLE HANGOUTS, GOTOMEETING OR OTHER VIDEO URL LINK
   Google Hangouts supports Google Chrome, Internet Explorer, Firefox and Safari browsers. If your computer auto launches Edge, open Google Chrome or Internet Explorer and copy and paste the above Google Hangouts link.
   If you do not connect during our scheduled time, I will call you at INSERT CLIENT’S PHONE #.
   YOUR NAME
7. Select Video from the Session Mentoring Type dropdown in CORE.  Mentors are to include notes and time spent as he/she would with a Face-to-Face session.
8. If there is follow-up communication with client (i.e., email), mentoring type should remain “Video” as this is follow-up communication to your Video session, include notes.