SayPro Meeting Organization and Facilitation: Organize and facilitate the quarterly meeting, ensuring that all relevant stakeholders are invited and have the necessary information to participate effectively.

SayPro Meeting Organization and Facilitation

Quarter: 4
Facilitated by: SCDR by SayPro Advice Desk Officer
Programme: SayPro Development Royalty

Purpose of the Meeting

The Quarterly SayPro Opportunity Placement Review Meeting is a critical touchpoint for reflection, evaluation, and strategic planning. It brings together all key stakeholders involved in the placement process to discuss achievements, address challenges, and chart the way forward for the next quarter.

Key Objectives

• Present the Quarterly Opportunity Placement Report
• Share feedback and lessons learned from the field
• Recognize standout contributions and success stories
• Identify collaborative opportunities and partnership gaps
• Define strategic priorities and improvement actions for the upcoming quarter

Stakeholders to be Engaged

• Internal SayPro team members involved in opportunity placements, training, and programme design
• Employers and business partners who hosted or hired participants
• Training providers and mentors
• Community organizations and placement facilitators
• SayPro leadership and monitoring & evaluation officers
• Select participant representatives (optional, for direct insight)

Meeting Preparation Tasks

1. Scheduling and Invitations
   • Determine meeting date, time, and format (virtual, hybrid, or in-person)
   • Send calendar invitations well in advance with agenda attached
   • Follow up with confirmations and RSVP tracking
2. Agenda Development
   • Collaborate with internal leads to structure a focused, time-efficient agenda
   • Include time for presentations, open discussion, Q&A, and strategic planning
   • Ensure agenda aligns with SayPro’s quarterly goals and reporting themes
3. Pre-Meeting Communication
   • Share the finalized Quarterly Opportunity Placement Report with all attendees
   • Provide any pre-reading materials, including key data summaries, feedback forms, and discussion prompts
   • Set expectations regarding meeting objectives and desired outcomes

Meeting Facilitation Responsibilities

• Open the session with a warm welcome and overview of the objectives
• Present key findings from the Opportunity Placement Report
• Moderate discussions around feedback from employers and participants
• Highlight success stories and celebrate high-impact moments
• Use visual aids such as slides, charts, and video clips to make the session engaging
• Document all insights, decisions, and commitments made during the meeting
• Ensure equal participation and respectful dialogue across all groups

Post-Meeting Follow-Up

• Circulate meeting minutes and a summary of key takeaways
• Share action items and assign responsibilities with clear deadlines
• Archive all presentation materials, attendance records, and notes
• Reflect feedback into the next quarter’s planning and strategy