SayPro Meeting Agenda and Notes – Virtual Meeting Coordination for the Diepsloot Youth Project Learnership.

Role Overview:

SayPro is seeking an individual responsible for creating and documenting the agenda and meeting notes for the monthly virtual meeting of the Diepsloot Youth Project Learnership. This role involves using SayPro’s predefined templates to ensure that meetings are structured, efficient, and goal-oriented. The agenda and meeting notes will serve as a guide for the meeting, ensuring all relevant topics are covered, and documenting key points and action items discussed during the meeting. These documents will be vital for tracking decisions, follow-ups, and program improvements.

The monthly meetings aim to review the progress of the learnership program, discuss any challenges faced, and align on future objectives. By keeping detailed records of each meeting, this role ensures clear communication, accountability, and effective decision-making among all stakeholders.

Key Responsibilities:

1. Prepare Meeting Agenda Using SayPro’s Template:
   • Review Meeting Objectives: Understand the purpose and key objectives of the monthly meeting. These objectives typically include:
     • Reviewing the progress of the learnership program.
     • Addressing participant performance, attendance, and engagement.
     • Identifying challenges and discussing action steps for improvement.
     • Planning for the next quarter or cycle of the program.
   • Create a Structured Agenda: Using SayPro’s meeting agenda template, create a detailed and organized agenda that ensures the meeting runs efficiently. The agenda should include:
     • Opening Remarks: Welcome participants and introduce the meeting’s goals.
     • Progress Review: A discussion of participant progress, challenges, and achievements in the learnership program.
     • Key Discussion Points: Predefined topics that need to be covered, such as attendance tracking, individual participant performance, instructor feedback, etc.
     • Action Items and Decisions: Space for documenting any decisions made during the meeting and any follow-up actions that need to be taken.
     • Next Steps/Goals: Clear goals and next steps for the program moving forward, based on the discussions.
   • Distribute the Agenda in Advance: Share the finalized agenda with all meeting participants (project managers, instructors, stakeholders, etc.) at least a few days before the meeting. This gives attendees time to review and prepare any necessary input or updates.
2. Facilitate the Meeting:
   • Ensure Smooth Flow: During the virtual meeting, ensure that the agenda is followed closely and that each topic is given adequate time for discussion.
   • Time Management: Keep track of time to ensure that all agenda items are covered within the allotted meeting time. Redirect discussions if needed to stay on topic and prevent over-extended debates.
   • Encourage Participation: Actively encourage all stakeholders to participate and provide input during the meeting, making sure that every voice is heard, particularly when discussing program challenges, participant concerns, and proposed solutions.
3. Document Key Points and Action Items:
   • Use the Meeting Notes Template: As discussions unfold, use SayPro’s meeting notes template to document key points, decisions, and action items. This should include:
     • Key Discussion Points: Record major topics discussed, including any issues raised, feedback provided, and decisions made regarding the learnership program.
     • Action Items: Clearly list action items for follow-up, with responsible individuals and deadlines for each task. These can include items like adjusting course content, providing additional support for underperforming participants, or addressing specific challenges.
     • Important Decisions: Document any significant decisions made during the meeting, such as changes to the program structure, scheduling, or additional resources needed.
   • Provide Context: Ensure that notes include enough context to understand the discussion and decisions, so they can be referred to later when reviewing the meeting’s outcomes.
4. Distribute Meeting Notes:
   • Timely Distribution: After the meeting, promptly distribute the meeting notes to all relevant stakeholders, including program managers, instructors, and participants (if applicable). The notes should be sent within 24–48 hours of the meeting to ensure timely follow-up and accountability.
   • Ensure Accessibility: Make sure the meeting notes are easily accessible on SayPro’s platform or via email for reference and review. This ensures that everyone involved has access to the information discussed and agreed upon.
   • Highlight Action Items: Clearly highlight action items in the notes, emphasizing the individuals or teams responsible for each task and the associated deadlines. This makes it easy for participants to follow through on agreed actions.
5. Track Progress on Action Items:
   • Monitor Follow-Up: After distributing the meeting notes, monitor the progress of the action items discussed during the meeting. Ensure that all follow-up tasks are completed by the assigned individuals within the agreed timelines.
   • Review Progress in Next Meeting: At the next meeting, review the status of action items from the previous meeting. Check if the necessary tasks were completed, if any adjustments were needed, and if there are any outstanding issues that require further attention.
   • Provide Reminders: If necessary, provide reminders to stakeholders about outstanding action items or tasks that require attention. Follow up with responsible parties to ensure accountability.
6. Ensure Alignment with Program Objectives:
   • Reference Learnership Goals: Throughout the meeting and in the documentation, ensure that the discussions and decisions are aligned with the overall goals and objectives of the learnership program. This ensures that every action taken contributes to the broader goals of skill development, participant engagement, and program success.
   • Feedback and Adjustments: Document any feedback received during the meeting related to improving the program, and use this input to make necessary adjustments to the program in the upcoming quarter or cycle.
7. Maintain a Repository of Meeting Agendas and Notes:
   • Organize Meeting Documentation: Store all meeting agendas, notes, and action item reports in an organized and easily accessible location on SayPro’s platform. This allows for easy reference and tracking of the program’s progress over time.
   • Create a Historical Record: Maintain a historical record of all meetings, which can be used to analyze trends, track decisions, and assess the program’s development from month to month. This also allows new stakeholders to quickly catch up on past discussions and decisions.
8. Ensure Data Security and Confidentiality:
   • Confidentiality: Ensure that any sensitive information discussed during the meeting, particularly related to participant performance or program adjustments, is handled confidentially. Follow SayPro’s privacy and data protection policies to maintain the confidentiality of all meeting materials.
   • Access Control: Limit access to meeting notes and agendas to relevant stakeholders, ensuring that sensitive information is only shared with authorized individuals.

Skills and Qualifications:

• Strong Organizational Skills: Ability to organize and structure meetings effectively, ensuring that all topics are covered and the meeting runs smoothly.
• Excellent Communication Skills: Strong verbal and written communication skills to facilitate meetings, summarize discussions, and write clear and concise meeting notes.
• Attention to Detail: Ability to document key points accurately, capturing the essence of discussions and ensuring no important detail is missed.
• Time Management: Ability to manage meeting time effectively, ensuring that all agenda items are addressed within the allotted time.
• Familiarity with Virtual Meeting Tools: Experience using virtual meeting platforms (e.g., Zoom, Microsoft Teams, etc.) to coordinate and facilitate meetings.
• Experience with Reporting and Documentation: Strong experience in documenting meeting outcomes and action items, and familiarity with using templates for structured documentation.
• Team Collaboration: Ability to collaborate with various stakeholders, including program managers, instructors, and participants, to gather insights and ensure follow-up actions are tracked.

Expected Deliverables:

1. Meeting Agenda:
   • A well-organized agenda for the virtual meeting, ensuring all necessary topics are covered and the meeting has a clear structure.
2. Meeting Notes:
   • Detailed meeting notes, including key discussion points, decisions made, and action items with assigned responsibilities and deadlines.
3. Follow-Up on Action Items:
   • A tracking system for action items and follow-up on progress between meetings, ensuring that tasks are completed on time and issues are addressed.
4. Meeting Documentation Repository:
   • A repository for storing all meeting agendas, notes, and action items for future reference, easily accessible to all relevant stakeholders.

By efficiently managing SayPro’s meeting agenda and notes templates, you will help ensure that monthly meetings for the Diepsloot Youth Project Learnership are productive, focused, and aligned with the program’s goals. Your work will provide clear documentation of decisions, actions, and progress, contributing to the continued improvement of the learnership program and the success of its participants.