SayPro Achieve 80% community representation across all SayPro meetings.

To achieve 80% community representation across all SayPro meetings, here’s a comprehensive strategy tailored for SayPro’s goals:

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SayPro Strategy: Achieving 80% Community Representation

1. Identify and Map Stakeholders

• Use SayPro’s community database to identify all relevant community groups: elders, youth, women, marginalized groups, local businesses, farmers, NGOs, and more.
• Create an updated, segmented list to track representation by demographics and sectors.

2. Inclusive Outreach and Invitations

• Develop targeted invitation lists ensuring all community sectors are covered.
• Use multiple communication channels: SMS, emails (via SayPro Email Tool), local radio, community bulletin boards, and in-person announcements.
• Send invitations well in advance (at least 2 weeks) with clear, accessible information about meeting purpose, location/time, and participation benefits.

3. Address Barriers to Participation

• Provide transportation or reimbursements for travel costs, especially for remote or disadvantaged participants.
• Schedule meetings at varied times/days to accommodate different work and family commitments.
• Offer childcare during meetings where feasible.
• Ensure venues and virtual platforms are accessible to people with disabilities.
• Provide language translation or interpretation as needed.

4. Foster Trust and Engagement

• Partner with respected local leaders and community organizations to promote meetings and encourage attendance.
• Communicate transparently about how community input will be used and valued.
• Share success stories of past community-involved decisions.

5. Monitor and Track Attendance

• Use SayPro Participant Attendance Register (digital and physical) to capture demographic data.
• Regularly analyze attendance data to identify underrepresented groups.
• Follow up with absentees to understand participation barriers.

6. Continuous Improvement

• Gather feedback on meeting accessibility and inclusivity via SayPro Community Feedback Form.
• Adjust outreach, scheduling, and facilitation approaches based on feedback.
• Train facilitators to encourage balanced participation and address exclusion.

7. Reporting and Accountability

• Set quarterly targets and report on community representation metrics.
• Recognize and reward teams or regions achieving or exceeding representation goals.
• Present representation data in SayPro development reports for transparency.

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