SayPro Facilitation The meeting will be facilitated by SayPro’s business development team

SayPro Facilitation for 02 February 14 Monthly Partner Alignment Meeting (SCDR)

Overview: The SayPro 02 February 14 Monthly Partner Alignment Meeting, with a focus on Strategic Customer Development & Relations (SCDR), will be expertly facilitated by SayPro’s Business Development Team. The team will be responsible for ensuring that the meeting runs smoothly, that all agenda items are thoroughly discussed, and that any questions or concerns raised by partners are addressed in a timely and productive manner.

Roles and Responsibilities of the Business Development Team:

1. Meeting Preparation & Setup:
   • Agenda Development: The Business Development Team will work closely with key stakeholders to create and circulate the meeting agenda in advance, ensuring it reflects the primary objectives of the SCDR initiatives and addresses current priorities.
   • Pre-Meeting Coordination: Before the meeting, the team will coordinate with participants, confirming attendance, providing technical support (if necessary), and ensuring that the platform and materials are ready.
   • Logistical Setup: The team will ensure that all technical and logistical aspects of the meeting—such as the online platform, document sharing tools, and breakout room assignments—are prepared and tested in advance.
2. Facilitation During the Meeting:
   • Opening the Meeting:
     • Introductions & Overview: The Business Development Team will start by welcoming all participants, introducing the key objectives of the meeting, and reviewing the agenda. They will ensure that all partners are aware of the session’s structure and how they can engage with the content (e.g., using the chat, participating in polls, or raising questions).
     • Setting Ground Rules: To ensure the meeting runs smoothly, the facilitator will outline some ground rules, such as muting microphones when not speaking, encouraging questions through the chat, and explaining how the Q&A will work.
   • Driving the Agenda:
     • Time Management: The team will keep the meeting on schedule, ensuring that each agenda item is allocated sufficient time and that discussions do not deviate off course.
     • Clear Transitions: The facilitator will manage transitions between different segments of the meeting—whether moving from one topic to the next or switching between presentations, Q&A sessions, or breakout discussions.
     • Active Engagement: The team will encourage participant interaction throughout the meeting. This may include asking questions, prompting partners to share insights, or initiating polls to gather real-time feedback on key topics.
   • Addressing Issues & Questions:
     • Open Forum for Questions: The Business Development Team will facilitate a structured Q&A session, where partners can raise issues or concerns. The team will ensure that all questions are acknowledged and addressed either in real-time or by assigning follow-up actions if needed.
     • Managing Difficult Discussions: In case any contentious issues arise, the facilitator will guide discussions in a neutral and constructive manner, ensuring that all voices are heard and that solutions are collaboratively explored.
     • Problem-Solving: If any immediate challenges are raised, the Business Development Team will actively work with the partners to propose solutions, assign action items, or set up follow-up sessions to resolve outstanding issues.
   • Interactive Features:
     • Polling and Feedback: Throughout the meeting, the team will launch live polls to gauge participants’ opinions on key topics, such as strategic direction, partner feedback, or SCDR performance.
     • Breakout Sessions: For smaller group discussions, the Business Development Team will manage breakout rooms and ensure that all participants are assigned to appropriate sessions. The team will also set clear instructions for group tasks, monitor group discussions, and provide guidance where necessary.
     • Document Sharing & Collaboration: The team will facilitate the sharing of relevant documents in real-time, ensuring that all attendees have access to up-to-date materials during the meeting. They will also encourage partners to collaborate on documents or notes as needed.
   • Monitoring and Troubleshooting:
     • Platform Support: The team will monitor the online platform throughout the meeting to ensure that all participants are able to access the content, use the chat and polling features, and engage in discussions without technical difficulties.
     • Participant Engagement: The facilitator will keep an eye on participant engagement and use strategies such as calling on individuals to share thoughts or using the chat feature to solicit input from quieter participants.
3. Closing the Meeting:
   • Summarizing Key Outcomes: The Business Development Team will provide a clear summary of the meeting’s key points, decisions, and next steps. They will ensure that all partners are aligned on the action items and that everyone knows what is expected after the meeting.
   • Next Steps & Action Items: The team will clearly outline any follow-up actions, assign responsibilities where applicable, and schedule any necessary follow-up meetings. They will ensure that all parties are aware of deadlines and deliverables.
   • Closing Remarks & Gratitude: The team will thank all participants for their time, input, and collaboration, reinforcing the importance of continued alignment and partnership.
4. Post-Meeting Follow-Up:
   • Meeting Minutes & Summary: After the meeting, the Business Development Team will send out a meeting summary, including action items, key decisions, and any supporting documents. This ensures that everyone is aligned on the outcomes and any next steps.
   • Feedback Collection: The team will also collect feedback from participants (via surveys or follow-up calls) to gauge the effectiveness of the meeting, identify areas for improvement, and refine future meeting structures.
5. Ongoing Support & Collaboration:
   • Continued Communication: Following the meeting, the Business Development Team will remain in close contact with partners to address any ongoing concerns, share updates, and continue working towards the objectives discussed during the session.
   • Collaborative Problem-Solving: Any issues that were raised but not fully resolved during the meeting will be handled through follow-up meetings, individual calls, or collaborative workshops.

Key Facilitation Skills for the Business Development Team:

• Strong Communication: The team must be skilled in clear and concise communication, ensuring that all agenda items are explained and discussed effectively, and that all partners feel heard and valued.
• Time Management: Managing a tight schedule while ensuring that important topics are fully explored is a critical skill for maintaining a well-organized and productive meeting.
• Conflict Resolution: Should disagreements arise, the team must be able to manage difficult conversations with tact and diplomacy, fostering a constructive environment.
• Active Listening: The Business Development Team must actively listen to partner feedback, questions, and concerns to ensure that all issues are properly addressed.
• Engagement Techniques: The team will use various engagement strategies, such as polls, interactive activities, and direct invitations for input, to keep participants involved and invested in the meeting.

By expertly facilitating the SayPro 02 February 14 Monthly Partner Alignment Meeting (SCDR), the Business Development Team will ensure that the meeting is productive, collaborative, and focused on achieving the strategic goals of SayPro and its partners.