SayPro Meeting Agendas: A draft agenda to be shared with attendees in advance so they are prepared to discuss specific points

SayPro Meeting Agendas

A well-prepared and clearly structured meeting agenda is essential for ensuring that the SayPro Coordination and Development Review (SCDR) Meeting is focused, efficient, and impactful. The agenda provides a roadmap for the discussion and helps all attendees come prepared to engage meaningfully on key topics related to SayPro’s monthly activities and strategic objectives.

Purpose of the Meeting Agenda

• Guide the flow and structure of the SCDR meeting.
• Ensure that all necessary topics are covered within the allocated time.
• Assign time slots for departmental presentations and discussions.
• Enable participants to prepare insights, data, and updates ahead of time.
• Support transparency and accountability in organizational decision-making.

Agenda Development Process

1. Agenda Drafting
   • The agenda is developed by the meeting facilitator or coordination lead in collaboration with department heads and report compilers.
   • It includes:
     • Key topics for discussion
     • Review of the Portfolio of Evidence Report
     • Time allocated for each section
     • Names of presenters or responsible speakers
     • Space for feedback, questions, and decision-making
2. Advance Sharing
   • A draft agenda must be shared with all participants at least 3 working days before the meeting.
   • It is shared via email or uploaded to the shared platform (e.g. Google Drive, Microsoft Teams).
   • This gives attendees time to:
     • Prepare their contributions
     • Review relevant documents
     • Coordinate with their teams, if necessary
3. Final Agenda Confirmation
   • Feedback on the draft agenda is collected (if necessary), and a final version is confirmed no later than 24 hours before the meeting.
   • Any urgent additions or time adjustments are communicated promptly.

Sample Draft Agenda Format

SayPro Coordination and Development Review (SCDR) Meeting
Date: [Insert Date]
Time: [Start – End Time]
Location: [Venue or Virtual Link]
Facilitator: [Name]

Best Practices for Agenda Management

• Keep agenda items time-bound and outcome-oriented.
• Ensure all key stakeholders are listed for presentations.
• Leave space for flexible discussion while maintaining structure.
• Attach the Portfolio of Evidence Report and any required reading when sending the agenda.