SayPro Meeting Planning and Organization: Plan and organize the monthly meeting, ensuring all relevant team members are prepared and have the required information

SayPro Meeting Planning and Organization

Effective planning and organization of the SayPro Coordination and Development Review (SCDR) Meeting is essential to ensure meaningful participation, informed discussions, and actionable outcomes. This monthly meeting serves as a platform to review progress, evaluate project performance, and align teams on priorities moving forward.

Purpose

To ensure that all logistical, technical, and informational aspects of the monthly SCDR meeting are planned and executed efficiently, and that every participant is adequately prepared to contribute.

Planning and Preparation Process

1. Meeting Scheduling
   • Set the meeting date and time at least two weeks in advance.
   • Send calendar invites to all relevant team members, department leads, and stakeholders.
2. Venue and Logistics
   • For in-person meetings: Book the venue, arrange seating, audio/visual equipment, refreshments, and printed materials.
   • For virtual meetings: Set up the virtual platform (Zoom, MS Teams, Google Meet) and test connectivity and presentation tools ahead of time.
3. Draft Agenda Preparation
   • Draft the agenda with input from project leads, the M&E team, and management.
   • Clearly outline time allocations, presenters, and discussion points.
   • Distribute the draft agenda and supporting documents (e.g., Portfolio of Evidence Report, project summaries, action tracker) at least 3 working days before the meeting.
4. Participant Readiness
   • Ensure each team member:
     • Reviews the agenda and report in advance.
     • Prepares their departmental updates or presentations.
     • Brings or uploads any additional evidence or data needed.
5. Roles and Responsibilities
   • Assign specific roles for the meeting, such as:
     • Facilitator or Chairperson
     • Timekeeper
     • Note-taker (to document minutes and action items)
     • Technical support (for virtual/hybrid setups)

Pre-Meeting Checklist

• ✅ Confirm attendance of all key stakeholders
• ✅ Finalize and share agenda and materials
• ✅ Set up technical equipment or virtual room
• ✅ Ensure all data and evidence are uploaded or printed
• ✅ Remind presenters of their talking points

Outcomes

• Well-organized meetings with structured, purposeful discussions
• Increased engagement and accountability among departments
• Better alignment on monthly goals and next steps
• Efficient use of time with fewer delays or misunderstandings