SayPro Host the Meeting Facilitate the meeting, ensuring that all points are covered and stakeholders have the opportunity to ask questions and provide feedback.

SayPro: Host the Monthly Meeting
Purpose:
Hosting the monthly meeting for the Diepsloot Arsenal Development Project is a critical step in maintaining transparency, fostering stakeholder engagement, and ensuring alignment across the project team. The meeting should be professionally facilitated to review project progress, present updates (video and written reports), address challenges, and gather actionable feedback. Proper documentation of discussion points, decisions, and next steps ensures accountability and continuity into the next project phase.

1. Facilitate the Meeting Effectively

A. Start with a Clear Welcome & Objectives
– Begin the meeting on time, welcoming all participants—both in-person and remote.
– Briefly outline the purpose of the meeting: to review project developments, identify challenges, and align on next steps.
– Introduce presenters and attendees if necessary.

Opening Statement Example:
*“Good afternoon, everyone. Welcome to SayPro’s monthly update on the Diepsloot Arsenal Development Project. Today we’ll be sharing progress made in April, reviewing our key metrics, and discussing any challenges and next steps. We value your insights and look forward to your feedback during the session.”*

B. Follow the Agenda Strictly
Ensure each section of the meeting receives appropriate time and attention:

i. Present the Video Report
– Play the edited monthly video that highlights key milestones, site progress, and interviews with project team members.
– Ensure the video plays smoothly and is visible/audible to all participants.
– Allow a brief pause after the video for immediate impressions or questions.

ii. Walk Through the Written Report
– Present key sections from the Monthly Report using the prepared slide deck:
– Executive Summary
– Completed Milestones
– Challenges and Resolutions
– KPI Metrics & Budget Update
– Stakeholder Feedback Summary
– Action Plan for Next Phase
– Use visuals (charts, timelines, photos) to keep the presentation engaging and accessible.

iii. Open the Floor for Questions and Feedback
– Invite stakeholders to ask questions, offer comments, or raise concerns.
– Facilitate the discussion:
– Acknowledge each contribution respectfully.
– Redirect off-topic discussions to follow-up channels when necessary.
– Encourage quieter stakeholders to participate, especially those impacted by decisions.

2. Document Feedback and Action Items

A. Assign a Dedicated Note-Taker
– Have a designated person (e.g., project administrator or meeting coordinator) responsible for:
– Taking detailed minutes
– Logging all stakeholder feedback
– Capturing decisions made and action items discussed during the meeting

B. Use a Structured Feedback Log
Create a table or section in the meeting minutes to track all feedback and follow-up items.

Sample Feedback Log:

| Feedback/Comment | Stakeholder | Response/Resolution | Assigned To | Deadline |
|-|–|–|||
| Request more real-time budget tracking visuals | Investor Rep (Ms. Mokoena) | Will include live dashboards in May report | Comms Lead | May 20 |
| Improve video audio quality on interviews | Internal Stakeholder | Use directional mics next month | Video Team | Next shoot |
| Clarify procurement KPIs | Finance Officer | Add detailed breakdown in next report | PMO Analyst | May 10 |

C. Record Action Items Clearly
– Assign each task or follow-up item to a specific individual or department.
– Include realistic deadlines and clarify expectations.
– Summarize these at the end of the meeting to confirm understanding.

3. Wrap Up and Confirm Next Steps

A. Recap Key Takeaways
– Restate the most important updates shared.
– Confirm feedback and changes to be made in the next project phase.
– Thank stakeholders for their attendance and input.

Example Closing Statement:
*“Thank you all for your valuable contributions today. Your feedback on improving KPI clarity and enhancing the video’s technical quality has been noted. We’ll share meeting minutes and updated action plans by the end of the week, and we look forward to presenting the next phase’s progress in May.”*

B. Confirm Distribution of Documents
– Inform attendees when and how they’ll receive:
– Meeting minutes
– Finalized monthly report and video
– Updated action plan

C. Set Date for the Next Meeting
– Propose and tentatively schedule the next monthly meeting, aligning with project milestones.

4. Follow-Up After the Meeting

– Within 2 working days, circulate:
– Finalized meeting minutes
– Updated Stakeholder Feedback Log
– Action Plan for the next phase with responsibilities and deadlines
– Upload documents to the shared project drive or platform.
– Confirm that all stakeholders have received the materials and address any outstanding clarifications.

Conclusion

By hosting the SayPro Monthly Meeting with structure, professionalism, and a focus on two-way communication, project leaders ensure that stakeholders are kept informed, valued, and engaged. Capturing feedback and converting it into actionable steps fosters trust, drives continuous improvement, and strengthens the delivery of the Diepsloot Arsenal Development Project.