Here’s a detailed SayPro Facilitator’s Guide and Checklist designed to help facilitators run smooth, inclusive, and productive SayPro community meetings:

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SayPro Facilitator’s Guide and Checklist

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1. Preparation Before the Meeting

• Review meeting agenda and objectives
  Understand key topics and desired outcomes.
• Know your participants
  Review participant list, backgrounds, and any special needs.
• Confirm logistics
  Venue setup or virtual platform link (Zoom/Meet via SayPro integrations).
• Assign roles
  Timekeeper, note-taker, tech support (if needed).
• Prepare materials
  Agenda copies, facilitation tools (speaker queue, timer), and SayPro meeting templates.

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2. Opening the Meeting

• Start on time and welcome all participants warmly.
• Introduce yourself and co-facilitators.
• Review meeting objectives and agenda.
• Establish ground rules (respect, no interruptions, time limits).
• Explain participation process (how speakers are called, use of chat, etc.).

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3. Facilitation During the Meeting

• Use a speaker queue to manage turns fairly.
• Encourage inclusive participation — invite quieter members to share.
• Monitor time and keep discussions on track.
• Use open-ended questions to stimulate dialogue.
• Summarize key points after each topic.
• Manage conflicts calmly and neutrally.
• Ensure accessibility (language, hearing, physical needs).

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4. Documenting the Meeting

• Ensure note-taker captures all discussion highlights, decisions, and action items.
• Confirm clarity on who is responsible for each action and deadlines.
• Record any follow-up questions or outstanding issues.

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5. Closing the Meeting

• Recap main decisions, action points, and next steps.
• Inform participants about follow-up procedures.
• Thank everyone for their participation.
• End on time.

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6. After the Meeting

• Review and finalize meeting minutes using SayPro templates.
• Upload minutes, participant list, photos, and action items within 48 hours.
• Update SayPro Task Tracker with follow-up actions.
• Share a feedback survey link via SayPro Email Tool.

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Facilitator’s Quick-Reference Checklist

Task	Done (✓)
Review agenda and objectives
Confirm logistics and roles
Start meeting on time
Introduce agenda and ground rules
Manage speaker queue
Encourage inclusive participation
Keep discussion focused and on time
Summarize key points
Document decisions and actions
Recap and close meeting
Upload meeting outputs promptly
Send feedback survey

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