SayPro Engagement Calendar Template: A calendar to schedule community engagement activities and feedback collection events throughout the month

SayPro Engagement Calendar Template

The SayPro Engagement Calendar Template is designed to help plan and organize community engagement activities and feedback collection events. It ensures that community members are given ample opportunities to participate in the feedback process and remain engaged in SayPro’s development initiatives. This template is adaptable for digital or printable use, and it helps track the scheduling of events, meetings, and activities throughout the month.

SayPro Engagement Calendar Template

Month:

• _______________________

Year:

• _______________________

1. Engagement Activity Categories

To help with planning, categorize activities that are part of the engagement process:

• Community Meetings/Forums
• Feedback Collection Events
• Workshops or Focus Groups
• Public Surveys/Online Feedback
• Youth Programs
• Volunteer Events
• Cultural/Community Events
• Other (please specify): _______________

2. Engagement Calendar

3. Special Notes/Reminders

• Promotion & Outreach:
  • Ensure all events are advertised on social media platforms, local newsletters, and flyers.
  • Outreach through local organizations to engage underrepresented groups.
• Event Preparation:
  • Prepare materials for the events (surveys, flyers, sign-in sheets).
  • Coordinate with volunteers and ensure necessary supplies (e.g., refreshments, seating).
• Feedback Channels:
  • Set up digital feedback collection tools (e.g., Google Forms, SurveyMonkey) for online engagement.
  • Have physical feedback forms available at in-person events.

4. Contact Information for Event Coordinators

• Name: [ ] _______________________
• Phone: [ ] _______________________
• Email: [ ] _______________________
• Alternative Contact (if unavailable):
  • Name: _______________________
  • Phone: _______________________

5. Tracking Engagement and Participation

Track the success of each event or activity by recording:

• Number of Attendees/Participants:
  • _______________________
• Feedback Collected (via form or verbal):
  • _______________________
• Key Takeaways or Insights from Engagement:
  • _______________________
  • _______________________
• Follow-Up Action/Recommendations:
  • _______________________
  • _______________________

6. Overall Engagement Goals

• Target Engagement Level for This Month (e.g., number of responses, event attendance):
  • _______________________
• Specific Goals for This Month’s Activities:
  • Increase youth participation in feedback activities by [ ]%
  • Reach a diverse group of community members in [specific neighborhood]
  • Collect [ ] responses for the online survey

7. Evaluation of Engagement Success (Post-Event)

After the completion of each event, assess the success:

• Were the goals met?
  • Yes
  • No
  • Partially
• What worked well?
  • ___________________________________________________________
• What could be improved?
  • ___________________________________________________________
• Suggestions for future engagement activities:
  • ___________________________________________________________

Notes for Employees Planning Engagement Activities:

• Event Diversity: Ensure that community engagement activities are inclusive and accessible to all residents, including those with disabilities, non-English speakers, or those from diverse cultural backgrounds.
• Flexible Scheduling: Schedule events at varying times of day to accommodate different work and life schedules. Consider evenings and weekends for broader participation.
• Engagement Tracking: Regularly update the calendar and track the participation levels and success of each activity to help improve future planning.
• Community Feedback: Actively collect feedback from attendees about the events themselves. Use this feedback to refine and improve future engagement efforts.

The SayPro Engagement Calendar Template is an essential tool for planning, tracking, and evaluating community engagement efforts. It ensures that all activities are coordinated, inclusive, and designed to generate meaningful feedback that can drive improvement in SayPro’s community development programs.