SayPro Feedback Collection: Ensure at least 70% of grantees and applicants provide feedback after the event

To ensure that at least 70% of grantees and applicants provide feedback after the SayPro Monthly Economic Grants event, here is a comprehensive strategy for collecting valuable insights:

1. Communication Strategy for Feedback Collection

• Clear Expectations:
  • From the outset, inform all applicants and grantees that feedback is an essential part of the process for improving future events and grant programs.
  • Emphasize that their input is valued and will help enhance the effectiveness of the SayPro Economic Grants program.
• Personalized Requests:
  • After the event, send personalized thank you emails to all participants, grantees, and applicants. In this email, express gratitude for their involvement and request their feedback.
  • Tailor the feedback request depending on whether they were successful grantees, applicants, or event participants (e.g., attendees, panelists, or sponsors).

2. Easy-to-Access Feedback Channels

• Survey Tools:
  • Use user-friendly online survey platforms (such as Google Forms, SurveyMonkey, or Typeform) to create a concise and easy-to-complete feedback form.
  • Include a mix of quantitative and qualitative questions:
    • Likert scale questions (e.g., 1-5) to measure satisfaction with various aspects of the event (e.g., clarity of application process, event organization, communication, and support received).
    • Open-ended questions for detailed feedback, allowing respondents to provide suggestions, concerns, or highlights.
• Feedback via Email:
  • For those who may not prefer surveys, offer an option to reply directly via email with feedback. Keep this process simple and non-intrusive, ensuring participants feel comfortable providing their input.
• Incentives for Participation:
  • Offer incentives for those who complete the feedback surveys, such as a chance to win a gift card or a discount on future services provided by SayPro (e.g., business consulting, workshops, etc.).
  • Highlight the importance of feedback in shaping future programs, reinforcing the idea that their opinions directly influence how SayPro can improve the support it offers.

3. Timing of Feedback Requests

• Immediate Follow-up:
  • Send the feedback survey within 24–48 hours of the event while the experience is still fresh in participants’ minds.
  • Include a clear deadline for feedback submission (e.g., within one week of the event), creating a sense of urgency.
• Reminder Emails:
  • Send reminder emails to non-respondents one or two days before the feedback deadline. In these reminders, express how their feedback is important to SayPro’s ability to continually improve its programs.

4. Multiple Feedback Touchpoints

• Post-Event Survey for Grantees:
  • Directly ask grant recipients for feedback on their experience throughout the entire process, from application to fund disbursement and support.
  • Include specific questions about the ease of the application process, effectiveness of the support provided, and impact of the grant on their project.
• Post-Event Survey for Applicants:
  • Even applicants who did not receive a grant should be asked for feedback on their experience. Include questions about how clear the application instructions were, whether they felt supported during the process, and any suggestions for improving the program.
• Event Attendee Feedback:
  • For attendees of the event (whether virtual or in-person), ask for feedback on the event’s content, the quality of discussions, networking opportunities, and the overall experience.

5. Integration of Feedback into Program Improvement

• Data Analysis:
  • After collecting feedback, analyze the responses and categorize them into key areas (e.g., application process, event logistics, communication, impact assessment).
  • Use a mix of quantitative analysis (survey ratings) and qualitative analysis (open-ended responses) to identify key themes and areas for improvement.
• Feedback Summary:
  • Share a summary of the feedback (anonymized, where necessary) with stakeholders and the SayPro team to guide program improvements for future events.
• Public Acknowledgment:
  • Acknowledge the feedback received by sending a thank you email to those who provided feedback, emphasizing how their responses will shape future grants and events.
  • Consider sharing key findings from the feedback with participants (e.g., “Based on your feedback, we plan to streamline the application process and offer more targeted support for future grant cycles”).

6. Encourage Continuous Feedback

• Ongoing Communication:
  • Even after the event, keep the lines of communication open with grantees and applicants. Create a feedback loop for ongoing input into the program, asking for updates on their projects and how SayPro can further support their efforts.
  • Set up a quarterly feedback survey to gather insights from grantees on the impact of the grants, the sustainability of their projects, and any additional support they may need.

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Example Feedback Survey Structure:

Survey Introduction:

“Thank you for participating in the SayPro Monthly Economic Grants event. We value your insights and would appreciate your feedback to help improve future events and programs. The survey will take approximately 5 minutes to complete.”

Sample Questions:

1. Overall, how satisfied were you with the application process? (1 = Very Unsatisfied, 5 = Very Satisfied)
2. How clear were the instructions for applying for the grant? (1 = Not Clear, 5 = Very Clear)
3. What challenges did you encounter during the application process? (Open-ended)
4. How helpful was the communication and support provided by SayPro throughout the event? (1 = Not Helpful, 5 = Very Helpful)
5. What aspects of the event did you find most valuable? (Open-ended)
6. What improvements would you suggest for future events or grant cycles? (Open-ended)

Closing:

“Thank you for your feedback! Your input will help us improve our processes and better support local economic development projects in the future.”

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Tracking Progress

• Response Rate Monitoring:
  • Track the response rate regularly (e.g., every few days) to ensure the goal of 70% is on track.
  • If the response rate is lagging, increase the frequency of reminders or extend the feedback deadline.

By following this approach, SayPro can effectively collect feedback from at least 70% of grantees and applicants, ensuring that the program evolves and improves based on the participants’ experiences and suggestions.