SayPro Virtual Meeting Coordination for Diepsloot Youth Project Learnership.

Role Overview:

SayPro is seeking an individual to organize and coordinate a virtual meeting to discuss the findings of the January 27 monthly report for the Diepsloot Youth Project Learnership. This role involves inviting relevant stakeholders—including project managers, instructors, and participants—to join the meeting, ensure smooth communication during the session, and facilitate discussions to gather feedback and insights. The virtual meeting will be essential for reviewing the progress of the learnership program, identifying challenges, and planning for the next quarter.

Key Responsibilities:

1. Schedule the Virtual Meeting:
   • Select the Meeting Platform: Determine the most suitable virtual meeting platform (e.g., Zoom, Microsoft Teams, Google Meet) based on the preferences and availability of stakeholders.
   • Set the Meeting Date and Time: Coordinate with relevant stakeholders to select a time for the meeting that works for all participants, ensuring that project managers, instructors, and participants can attend.
   • Send Invitations: Create and send calendar invitations to all stakeholders, including project managers, instructors, and participants, with the meeting link, agenda, and any pre-meeting materials that need to be reviewed.
2. Prepare the Meeting Agenda:
   • Outline Key Discussion Points: Based on the findings of the January 27 Monthly Learnership Report, develop an agenda that outlines the key topics to be discussed. Topics may include participant performance, attendance, challenges faced, feedback, and planning for future goals.
   • Share the Agenda in Advance: Distribute the agenda to all participants in advance, along with any additional documents or reports that need to be reviewed before the meeting. This gives participants time to prepare and contribute meaningfully to the discussion.
   • Allocate Time for Each Topic: Ensure that there is enough time allocated for each agenda item, including time for feedback, discussion, and decision-making.
3. Invite and Confirm Stakeholders:
   • Identify Relevant Stakeholders: Ensure that all relevant parties are invited, including project managers, instructors, and participants from the learnership program. If any additional stakeholders (e.g., mentors, sponsors, or community representatives) are required, invite them as well.
   • Confirm Attendance: Follow up with stakeholders to confirm their attendance, ensuring that all key players will be present and able to contribute to the meeting. Keep track of RSVPs and make adjustments if necessary to accommodate availability.
4. Prepare Meeting Materials:
   • Share the Monthly Report: Ensure that the January 27 Monthly Learnership Report is shared with all meeting attendees ahead of time. This report will contain participant progress data, feedback, attendance logs, and task completion records, which will form the basis for the discussion.
   • Create Visual Aids or Presentations: If necessary, prepare slides or visual aids that summarize the key findings of the monthly report, such as performance trends, attendance data, and task completion rates. These visuals can help facilitate the discussion and make the information more digestible.
   • Prepare Discussion Questions: Draft key questions or prompts that can guide the discussion, such as “What challenges did you face in implementing the learnership program?”, “How can we improve engagement and attendance?”, and “What additional support do participants need?”
5. Facilitate the Virtual Meeting:
   • Start the Meeting on Time: Ensure the meeting begins promptly by starting the virtual session at the scheduled time. Greet all attendees and provide a quick overview of the agenda.
   • Introduce Participants: If necessary, introduce the key participants in the meeting, particularly if any attendees are new or unfamiliar with the group.
   • Lead the Discussion: As the meeting coordinator, guide the conversation, ensuring that the discussion stays on track with the agenda. Encourage stakeholders to share their feedback, suggestions, and concerns openly.
   • Encourage Participation: Actively encourage all stakeholders, including instructors, project managers, and participants, to share their thoughts and provide feedback. Ensure everyone has an opportunity to speak and contribute to the discussion.
   • Monitor Time: Keep track of time to ensure that each topic is adequately discussed. If a topic is taking too long, politely guide the discussion toward a conclusion and ensure that all agenda points are covered within the scheduled time.
6. Ensure Technical Smoothness:
   • Test Technology: Test the chosen virtual meeting platform before the meeting to ensure that there are no technical difficulties (e.g., issues with audio, video, or connectivity). Ensure that any necessary files or presentations are uploaded and ready to be shared.
   • Troubleshoot Issues: During the meeting, be ready to troubleshoot any technical issues that may arise, such as connectivity problems, audio issues, or difficulties with screen sharing.
   • Assist Participants with Joining: Provide any necessary instructions for stakeholders to join the meeting, especially if they are not familiar with the platform being used. Send out a reminder with the meeting link a few hours before the meeting.
7. Take Meeting Notes and Document Feedback:
   • Designate a Note-Taker: If needed, assign someone (or take on the responsibility yourself) to document the key points from the meeting, including feedback, decisions made, and any actions assigned to individuals or teams.
   • Record Key Actions and Follow-ups: Track action items, assigning specific tasks and deadlines to the appropriate stakeholders. These action items should be shared with all participants after the meeting to ensure accountability and follow-through.
8. Post-Meeting Follow-Up:
   • Send Meeting Minutes: After the meeting, send out a summary or minutes to all stakeholders, highlighting the key points discussed, the action items, and any next steps agreed upon during the meeting.
   • Share the Meeting Recording: If appropriate, share the recording of the virtual meeting (if the platform supports this feature) so stakeholders can review the discussion at a later time.
   • Follow Up on Action Items: Follow up with stakeholders on the progress of any assigned action items. Ensure that tasks are being completed and any issues discussed in the meeting are addressed in a timely manner.
9. Maintain Ongoing Communication:
   • Ensure Continuous Engagement: Keep communication open after the meeting to ensure that any issues or concerns raised during the session are addressed promptly. Provide additional support to stakeholders as needed.
   • Plan Future Meetings: Start preparing for future virtual meetings or check-ins as necessary to monitor progress and ensure that the learnership program continues to meet its objectives.

Skills and Qualifications:

• Excellent Organizational Skills: Ability to organize a virtual meeting efficiently, ensuring all logistics are handled smoothly and all relevant stakeholders are invited.
• Proficient in Virtual Meeting Platforms: Familiarity with tools like Zoom, Microsoft Teams, Google Meet, or similar virtual meeting platforms. Ability to troubleshoot technical issues quickly.
• Strong Communication Skills: Excellent verbal and written communication skills to facilitate discussions, coordinate with stakeholders, and convey information clearly.
• Attention to Detail: Strong ability to manage meeting logistics, prepare materials, and document discussions with accuracy.
• Time Management: Ability to manage time effectively during the meeting, ensuring that all agenda items are discussed and that the meeting stays on track.
• Leadership and Facilitation Skills: Ability to guide and facilitate discussions, ensuring that all stakeholders have an opportunity to contribute and that the meeting moves forward efficiently.
• Follow-up and Accountability: Strong follow-up skills to ensure that action items are completed and stakeholders remain engaged after the meeting.

Expected Deliverables:

1. Successfully Scheduled Virtual Meeting:
   • A virtual meeting scheduled with all relevant stakeholders, with invitations sent and attendance confirmed.
2. Meeting Agenda and Materials:
   • A comprehensive agenda shared with participants in advance, along with any necessary documents or reports.
3. Facilitated Meeting:
   • A smoothly conducted virtual meeting where key findings from the monthly report are discussed, feedback is gathered, and next steps are planned.
4. Meeting Minutes and Follow-up:
   • Detailed meeting minutes summarizing key discussion points, decisions made, and action items, along with a follow-up on assigned tasks.

This role is critical for ensuring that the Diepsloot Youth Project Learnership program is reviewed comprehensively and that all stakeholders have an opportunity to provide feedback. Through effective virtual meeting coordination, you will help ensure that the program remains on track and that any necessary adjustments are made based on the insights shared during the meeting.