SayPro Task 3: Conduct meetings using SayPro’s Facilitation Guide.

Here is a detailed breakdown for SayPro Task 3: Conduct meetings using SayPro’s Facilitation Guide:

✅ SayPro Task 3: Conduct Meetings Using SayPro’s Facilitation Guide

Objective:
Ensure meetings are professionally facilitated, inclusive, and outcome-driven by following the structured steps outlined in the SayPro Facilitation Guide.

Step-by-Step Implementation Using the Facilitation Guide

Step 1: Pre-Meeting Briefing

• Review the agenda, participant list, and any community background reports.
• Assign roles:
  • Lead Facilitator
  • Co-Facilitator (optional)
  • Timekeeper
  • Note-taker
  • Tech Support (for virtual/hybrid meetings)
• Confirm logistics (venue setup or virtual link) using SayPro Coordinate Logistics.

Step 2: Open the Meeting Professionally

• Start on time.
• Use the SayPro Introduction Script:
  • Greet participants.
  • State the objectives and importance of the meeting.
  • Review ground rules (respect, equal speaking time, mobile phones off).
  • Explain the agenda flow and expected outcomes.

Step 3: Facilitate Inclusive Participation

Follow these best practices from the SayPro Facilitation Guide:

• Use the Speaker Queue: Manage contributions using a visible queue (physical or digital).
• Promote Equal Voice: Encourage participation from youth, women, and persons with disabilities.
• Use Structured Rounds: Go around the room/participants to give everyone a turn.
• Time Management: Keep discussions focused and on schedule using a timer.
• Interpretation Support: Ensure all languages and accessibility needs are addressed.

Step 4: Guide Discussions Effectively

• Use guiding questions and prompts prepared in advance.
• Summarize key points after each topic.
• Address conflict or disruptions calmly using de-escalation techniques in the Guide.
• Redirect off-topic input respectfully.

Step 5: Capture Decisions and Action Items

• Clearly restate each resolution or action item before moving on.
• Assign responsibilities and deadlines.
• Ensure the Note-taker records all items using the SayPro Document Proceedings template.

Step 6: Close with Clarity and Positivity

• Recap key outcomes and next steps.
• Share how follow-up will be done (via email, SMS, next meeting).
• Thank participants and close on time.
• Conduct a quick verbal feedback round or online poll if time allows.

✅ Post-Meeting Responsibilities

• Upload minutes, participant list, and resolutions via SayPro Report and Follow-Up within 48 hours.
• Track implementation of action items using SayPro’s dashboard.

Example Use Case:

Youth Opportunity Forum – 17 June 2025

• Facilitator guided 3 structured agenda items.
• Speaker queue balanced contributions from 48 youth attendees.
• 5 decisions and 6 action items were logged and assigned.
• Feedback score: 92% satisfaction with inclusivity and flow.