SayPro Feedback Engagement – Diepsloot Youth Project Learnership.

Role Overview:

The SayPro Feedback Engagement role is designed to ensure that all stakeholders, including participants and instructors, actively provide feedback on the Diepsloot Youth Project Learnership program. This role requires collecting feedback from at least 80% of participants and instructors to gauge their satisfaction, identify areas for improvement, and address any concerns that may hinder the success of the learnership program. This process will be integral to the continuous improvement of the program and will ensure that all voices are heard and acted upon.

Key Responsibilities:

1. Feedback Collection from Participants:
   • Develop Feedback Templates: Create and customize feedback forms for participants, ensuring they address all relevant aspects of the learnership program, including:
     • Skill development and learning experiences
     • Instructor effectiveness and communication
     • Task relevance and completion challenges
     • Program support and resources
     • Areas for improvement or suggestions
   • Administer Feedback Forms: Distribute the feedback forms to participants via SayPro’s platform, ensuring that they are easily accessible and provide enough time to complete them thoroughly.
   • Promote Participation: Encourage participants to complete the feedback forms by:
     • Sending reminders about deadlines for feedback submission
     • Emphasizing the importance of their input for improving the program and enhancing their own learning experience
     • Offering incentives or recognition for participants who provide detailed and thoughtful feedback
   • Ensure High Response Rate: Monitor feedback submission progress and follow up with participants who have not yet submitted their responses, ensuring a minimum 80% response rate from all program participants.
2. Feedback Collection from Instructors:
   • Develop Instructor Feedback Templates: Create tailored feedback forms for instructors to assess their experiences, challenges, and any support they may need to improve the program. These forms should cover:
     • The effectiveness of the program structure and curriculum
     • Their interactions with participants and level of engagement
     • Support provided by SayPro and the broader team
     • Suggestions for improving task delivery and program content
   • Distribute Instructor Feedback Forms: Ensure that instructors receive and complete their feedback forms on time. Provide clear instructions on how to fill out the forms and where to submit them.
   • Promote Instructor Feedback: Emphasize the value of instructor feedback in shaping the future of the program, ensuring that their concerns and recommendations are given serious consideration.
   • Ensure High Response Rate: Similar to participant feedback, ensure that at least 80% of instructors complete the feedback process and share their insights.
3. Incorporate a Variety of Feedback Channels:
   • Surveys: Use digital surveys (through SayPro’s platform) as the primary method for gathering feedback. Ensure surveys are easy to complete and include a mix of quantitative and qualitative questions.
   • One-on-One Interviews: In addition to surveys, conduct one-on-one virtual interviews or focus group discussions with a subset of participants and instructors to gather more in-depth feedback.
   • Feedback Box: Set up an anonymous “feedback box” for both participants and instructors who prefer to share their thoughts confidentially or on specific issues that they might not want to raise openly.
4. Track and Analyze Feedback Responses:
   • Monitor Feedback Submission: Use SayPro’s platform to track the collection of feedback responses and ensure a sufficient number of responses are received in a timely manner.
   • Categorize Feedback: Organize feedback into clear categories, such as:
     • Positive feedback and successes
     • Areas of concern or challenges faced by participants/instructors
     • Suggestions for program improvements
   • Quantitative Analysis: Analyze quantitative data from surveys (e.g., satisfaction ratings, feedback scores) to identify trends and measure overall satisfaction with various aspects of the program.
   • Qualitative Analysis: Review open-ended feedback to uncover deeper insights, common concerns, and specific recommendations that can guide improvements.
5. Engage Stakeholders in Feedback Discussions:
   • Consolidate Feedback: Compile the feedback from both participants and instructors into a cohesive report or summary, highlighting key trends, actionable insights, and critical concerns.
   • Prepare for Stakeholder Meeting: Use the collected feedback to inform the agenda and discussion points for the monthly stakeholder meeting, ensuring that all relevant concerns and suggestions are addressed.
   • Facilitate Feedback Review Sessions: During the virtual meeting, present the feedback findings to stakeholders, fostering an open discussion on how to address the challenges and improve the program moving forward.
6. Provide Constructive Feedback to Stakeholders:
   • Actionable Insights: Translate the feedback into clear action points for both participants and instructors. Offer constructive feedback on:
     • What’s working well and should be continued
     • Areas where improvements are needed (e.g., training materials, task assignments, communication strategies)
     • Specific suggestions for enhancing participant engagement, task completion, or instructor effectiveness
   • Encourage Positive Change: Use feedback to build on successful elements of the program, encouraging a positive, collaborative attitude toward continuous improvement.
7. Address Feedback-Related Concerns:
   • Identify Urgent Issues: If feedback reveals critical concerns that require immediate attention (e.g., program delays, dissatisfaction with task delivery, lack of resources), prioritize addressing these issues promptly.
   • Follow Up with Participants and Instructors: Reach out to individuals or groups who have raised concerns to ensure they feel heard and to provide updates on how their feedback is being addressed.
   • Provide Solutions: Collaborate with the SayPro team and program managers to develop action plans for tackling common concerns, whether it involves adjusting timelines, refining tasks, enhancing instructor support, or modifying program content.
8. Ensure Continuous Feedback Loop:
   • Ongoing Feedback Mechanism: Establish a culture of continuous feedback by implementing periodic check-ins or shorter feedback loops throughout the program to keep stakeholders engaged and responsive to changes.
   • Adjust Feedback Methods if Necessary: Based on responses and feedback quality, adapt the feedback collection process to ensure it remains effective and captures the necessary insights.
   • Keep Stakeholders Informed: Ensure that all participants and instructors are kept informed about how their feedback is being used to improve the program. This will enhance buy-in and trust in the process.
9. Report on Feedback Engagement:
   • Feedback Summary Report: At the end of each reporting period (e.g., monthly), compile a feedback summary report that highlights:
     • The overall response rate from both participants and instructors
     • Key insights from the feedback
     • Actionable recommendations for the next quarter
   • Track Feedback Trends Over Time: Monitor whether feedback engagement improves over time, tracking participation rates and feedback quality across different reporting periods to ensure continued stakeholder involvement.

Skills and Qualifications:

• Strong Communication Skills: Ability to communicate effectively and empathetically with participants and instructors, encouraging them to provide honest and constructive feedback.
• Data Analysis Skills: Ability to analyze both quantitative and qualitative feedback to extract actionable insights and trends.
• Attention to Detail: Ability to track feedback engagement rates, follow up with non-respondents, and ensure that all feedback is collected and reviewed in a timely manner.
• Problem-Solving Abilities: Ability to address concerns raised by feedback and develop practical solutions to improve the learnership program.
• Time Management Skills: Ability to manage the feedback collection process alongside other responsibilities, ensuring deadlines are met and responses are reviewed promptly.
• Experience in Educational Programs: Knowledge of or experience working within youth development or educational programs is beneficial, particularly in the context of feedback collection and program improvement.

Expected Deliverables:

1. Feedback Engagement Report: A report detailing the overall feedback response rates (at least 80% from both participants and instructors), key themes, concerns raised, and proposed action points for program improvement.
2. Action Plan for Feedback-Driven Changes: A plan outlining specific actions that will be taken based on the feedback collected, including adjustments to the program, learning materials, or support systems.
3. Stakeholder Meeting Preparation: A detailed agenda and presentation for the monthly stakeholder meeting that highlights feedback insights and proposed actions.
4. Ongoing Feedback Strategy: A strategy for maintaining continuous feedback engagement throughout the remainder of the learnership program.

The SayPro Feedback Engagement role plays a crucial part in ensuring that the Diepsloot Youth Project Learnership continues to evolve in a way that meets the needs of participants and instructors. By fostering a culture of feedback and using it to drive improvements, this role ensures that the program remains responsive, effective, and impactful for all stakeholders involved.