SayPro Task 6: Track follow-up actions agreed upon during meetings and update SayPro’s task tracker.

Here is a detailed breakdown for SayPro Task 6: Track follow-up actions agreed upon during meetings and update SayPro’s Task Tracker:

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✅ SayPro Task 6: Track Follow-Up Actions and Update SayPro’s Task Tracker

Objective:
Ensure that all decisions and commitments made during SayPro meetings are systematically tracked, monitored, and updated in the SayPro Task Tracker to guarantee accountability and continuity of community development efforts.

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Step-by-Step Implementation

Step 1: Extract Action Items from Meeting Minutes

After each meeting:

• Review the finalized meeting minutes and resolutions log
• Identify all action points, including:
  • Tasks assigned
  • Responsible persons or offices
  • Deadlines
  • Required resources or dependencies

✅ Tip: Use the “Action Resolution Table” from SayPro’s Document Proceedings Template to copy key items directly.

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Step 2: Log Actions into SayPro’s Task Tracker

Log in to the SayPro Task Tracker module via the dashboard and:

• Create a new task group for each meeting (e.g., “Ward 4 Dialogue – June 2025”)
• For each action item:
  • Title: Concise description of the task
  • Assigned To: Person or department responsible
  • Due Date: As agreed in the meeting
  • Priority: Low, Medium, or High
  • Status: Not Started / In Progress / Completed / Delayed
  • Supporting Notes: Any linked documents, references, or resource requests

📎 Attach meeting minutes and action logs for reference.

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Step 3: Notify Assigned Stakeholders

Automatically notify task owners using the SayPro Notification System (email/SMS/app alert) that they’ve been assigned an action item.

Message example:

You have been assigned a follow-up action from the Ward 4 Dialogue. Please log into the SayPro Tracker and update your progress weekly.

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Step 4: Monitor Progress and Update Regularly

• Use the SayPro dashboard to review task status weekly.
• Schedule internal check-ins with task owners to ensure on-time completion.
• Mark tasks as:
  • ✅ Completed (with evidence attached)
  • ❗Delayed (add comments and revised dates)
  • 🛠️ Reassigned (if responsibility shifts)

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Step 5: Report and Archive

• Include a Follow-Up Summary in monthly SayPro progress reports.
• Highlight:
  • Tasks completed on time
  • Delayed or escalated issues
  • Impact of completed actions on the community
• Archive all completed tasks and related files in SayPro’s Digital Repository, linked to the original meeting record.

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✅ Sample Task Log Entry

Task	Assigned To	Due Date	Status	Notes
Submit Ward 4 housing plan revisions	Municipal Housing Officer	25 June 2025	In Progress	Draft being reviewed by legal team
Organize youth job fair planning committee	SayPro Youth Office	20 June 2025	Completed	Committee formed and meeting scheduled
Install public feedback box in Ward 3 office	Facilities Manager	15 June 2025	Delayed	Materials delayed, rescheduled for 22 June

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