📬 SayPro Communications Record-Keeping System

Objective:

To maintain a detailed and accessible log of all interactions with applicants, stakeholders, and grant recipients, ensuring clear audit trails, better follow-up, and professional engagement.

📁 1. Types of Communications to Record

🧩 2. Communication Channels to Track

• 📧 Email (primary method)
• 📞 Phone calls
• 💬 WhatsApp and SMS (especially in rural or mobile-preferred contexts)
• 📝 Physical letters or printed notices (if used)
• 💻 Virtual meetings/Zoom/MS Teams
• 🗣️ Face-to-face meetings or events

📓 3. Communication Log Template

Use a centralized Communications Tracker (e.g., Google Sheets, Airtable, Excel, or CRM system) to log interactions. Below is a suggested format:

🗂️ 4. File & Email Archiving System

🔹 Emails

• Use a dedicated SayPro Grants email address (e.g., grants@saypro.org)
• Create labels or folders in Gmail/Outlook to organize emails by:
  • Region
  • Applicant name
  • Grant type (e.g., Youth, Agriculture)

🔹 Documents & Memos

• Save all formal communications (letters, notices, PDFs) to the applicant or grantee folder in the cloud storage.
• Use clear file names, e.g., 2025-05-01_Confirmation_Thabo_Mokoena.pdf

🧾 5. Communication Templates for Consistency

Prepare standardized templates for common communications:

• ✅ Application Confirmation Email
• 🛠️ Request for Missing Documents
• 🎉 Grant Award Notification
• 📆 Reporting Reminder (Quarterly/Final)
• 🤝 Stakeholder Meeting Request

Would you like samples of these templates? I can provide editable versions in Word or Google Docs.

🔐 6. Access and Confidentiality

• Store communication logs in a shared but secure location (Google Drive/CRM/SharePoint) with restricted permissions.
• Grant access only to authorized SayPro staff (e.g., Grants Team, M&E Officers, Finance Team).
• Ensure sensitive or personal information is handled in compliance with data protection laws (e.g., POPIA in South Africa).

🔄 7. Communication Follow-Up System

• Include automated reminders in a calendar tool (e.g., Google Calendar, ClickUp, Asana) for follow-up actions based on log entries.
• Assign each communication to a responsible SayPro team member to ensure no queries or tasks are dropped.

📅 8. Regular Communication Audits

Schedule a monthly review to:

• Verify that all applicant and grantee communications are logged.
• Identify unanswered inquiries or overdue follow-ups.
• Ensure completeness of records for pending or approved grants.
• Update summaries of key conversations for internal reporting or public relations.

✅ Benefits of Maintaining a Communication Log

• Ensures accountability and clarity in all SayPro interactions
• Provides a clear trail for audits or reviews
• Strengthens stakeholder trust through consistent, professional engagement
• Helps the team track follow-ups and avoid duplicate efforts
• Facilitates knowledge transfer when responsibilities shift