SayPro Meeting Agenda Template An agenda for the monthly SCDR meeting

Here’s a SayPro Meeting Agenda Template for the Monthly Service Delivery and Customer Review (SCDR) Meeting. This agenda is structured to ensure that all identified problems are discussed effectively, resolutions are agreed upon, and action items are tracked. It focuses on efficiency and time management while ensuring that key issues are addressed.

SayPro Monthly SCDR Meeting Agenda

Date: [Insert Date]

Time: [Insert Start Time] – [Insert End Time]

Location: [Insert Meeting Location or Virtual Link]

Meeting Facilitator: [Name of Facilitator]

Note Taker: [Name of Person Taking Minutes]

1. Opening Remarks & Review of Objectives (5-10 minutes)

• Facilitator: [Name of Facilitator]
• Purpose: Set the tone for the meeting and clarify the meeting objectives.
  • Brief overview of the agenda.
  • Remind participants of the importance of addressing the problems raised in the SayPro Problems Report.

2. Review of Action Items from Previous Meeting (10 minutes)

• Facilitator: [Name of Facilitator]
• Purpose: Review the status of action items from the previous SCDR meeting.
  • Ensure that all unresolved issues from the previous meeting are revisited.
  • Confirm whether action items were completed as agreed and identify any obstacles.
  • Responsible Team Leads to provide quick updates on action items.

3. Review of Current Problems Report (30 minutes)

• Facilitator: [Name of Facilitator]
• Purpose: Discuss and assess the current set of issues for the reporting period (based on SayPro Problems Report). For Each Issue:
  • Issue Description: [Brief Overview of the Issue]
  • Impact: [Customer, Operational, Financial, Employee Impact]
  • Resolution Strategy: [Proposed Short-Term and Long-Term Solutions]
  • Progress Update: [Current Status and Progress]
  • Next Steps: [Next Steps to Resolve the Issue]
  • Owner/Responsible Team: [Team or Individual Responsible]
  Discuss the following key issues (one per issue):
  • Issue 1: [Title/Topic] – [Assigned Team Lead]
  • Issue 2: [Title/Topic] – [Assigned Team Lead]
  • Issue 3: [Title/Topic] – [Assigned Team Lead]
  • Issue 4: [Title/Topic] – [Assigned Team Lead]
  • Issue 5: [Title/Topic] – [Assigned Team Lead] (If more than five issues, prioritize the most critical ones.)

4. Problem Prioritization & Critical Issue Identification (10 minutes)

• Facilitator: [Name of Facilitator]
• Purpose: Prioritize problems based on severity and impact.
  • Ranking: Discuss and rank the identified issues from most urgent to least urgent.
  • Decision: Agree on which problems require immediate focus and which can be resolved in the longer term.
  • Set clear priorities for resolution based on impact (customer, operational, financial).

5. Action Plan Updates and New Action Items (20 minutes)

• Facilitator: [Name of Facilitator]
• Purpose: Ensure progress on action items, assign new tasks, and set deadlines for the resolution of open issues.
  • Review the action plan for each issue discussed.
  • Confirm accountability for each action item.
  • Assign new action items where necessary.
  • Set deadlines for each action item, ensuring clear responsibility.

6. Resource and Support Needs (10 minutes)

• Facilitator: [Name of Facilitator]
• Purpose: Identify any resources, additional support, or external help required to address the issues.
  • Discuss if any additional staffing, budget, or technology is needed to address ongoing problems.
  • Action: Determine if management needs to allocate additional resources and discuss how they will be sourced.

7. Discussion of Customer Feedback & Satisfaction (15 minutes)

• Facilitator: [Name of Facilitator]
• Purpose: Review recent customer feedback to understand service delivery quality and how issues are impacting customer satisfaction.
  • Customer Complaints: Highlight the most frequent or severe complaints reported during the period.
  • Survey Results: Discuss any recent customer satisfaction surveys or Net Promoter Score (NPS) data.
  • Improvement Areas: Identify areas where customer experience can be enhanced.
  • Next Steps: Agree on actions to resolve customer complaints or improve satisfaction.

8. Risk Mitigation & Long-Term Strategies (15 minutes)

• Facilitator: [Name of Facilitator]
• Purpose: Ensure that proactive measures are being taken to prevent future issues and mitigate risks.
  • Discuss long-term strategies to prevent recurrence of the most critical problems.
  • Consider potential improvements in processes, training, technology, and employee engagement.
  • Decision: Agree on any long-term solutions to be implemented and assign ownership.

9. Open Forum / AOB (Any Other Business) (10 minutes)

• Facilitator: [Name of Facilitator]
• Purpose: Open the floor for any additional questions, comments, or concerns not previously covered.
  • Allow stakeholders to raise any additional issues that have not been discussed.
  • Decision: Assign action items for new issues raised during this section.

10. Next Meeting Preparation (5 minutes)

• Facilitator: [Name of Facilitator]
• Purpose: Ensure the next meeting is set up for success.
  • Confirm date and time for the next meeting.
  • Ensure all participants know their responsibilities for upcoming action items.
  • Remind: Stakeholders to send updates or reports ahead of time.

11. Meeting Close & Summary (5 minutes)

• Facilitator: [Name of Facilitator]
• Purpose: Close the meeting and recap key decisions.
  • Summarize the main points discussed.
  • Confirm the agreed-upon next steps and deadlines.
  • Thank all participants for their contributions.

Meeting Adjournment

Notes:

• The facilitator should ensure that discussions are on-topic and within the allocated time.
• If there are multiple issues to discuss, prioritization is key to ensuring that the most critical issues are addressed first.
• Action Items should be clear, specific, and measurable with deadlines and accountable individuals or teams assigned.

This SayPro Monthly SCDR Meeting Agenda is designed to be a structured yet flexible template that ensures all critical problems are discussed, progress is tracked, and resolution plans are put into place.