SayPro Meeting Organization and Facilitation: Organize the monthly meeting, set the agenda, and invite relevant stakeholders

SayPro Meeting Organization and Facilitation

The monthly SayPro Coordination and Development Review (SCDR) Meeting is a key platform for strategic reflection, accountability, and planning. This meeting brings together team leaders, project managers, and relevant stakeholders to review the Monthly Portfolio of Evidence Report, discuss project progress, share insights, and make decisions for the upcoming month.

Effective organization and facilitation of this meeting is critical to ensuring meaningful engagement, efficient time management, and alignment across departments.

Objectives of the Monthly Meeting

• Review the outcomes and findings from the Monthly Portfolio of Evidence Report.
• Reflect on progress against project goals and organizational targets.
• Identify challenges and jointly discuss solutions.
• Coordinate inter-departmental actions and timelines.
• Plan strategic next steps for the upcoming reporting period.

Key Tasks in Meeting Organization

1. Set the Meeting Date and Time
   • Schedule the meeting for the first week of the new month, ideally after finalization of the Portfolio of Evidence Report.
   • Confirm the availability of all key participants in advance.
2. Book the Venue or Set Up Virtual Platforms
   • For in-person meetings, reserve an appropriate boardroom or venue.
   • For virtual or hybrid meetings, set up the Zoom, Microsoft Teams, or Google Meet link and share access details.
3. Develop and Share the Agenda
   • Draft a structured agenda that includes time allocations, discussion points, and presenters.
   • Circulate the agenda at least 3 working days prior to the meeting.
   • Ensure each section of the report is assigned to a relevant team member for presentation.
4. Invite Relevant Stakeholders
   • Participants may include:
     • Department Leads
     • Project Managers
     • M&E Officers
     • Finance Representatives
     • External partners (if applicable)
   • Send formal calendar invites with the agenda and any pre-reading materials attached.
5. Prepare Presentation Materials
   • Coordinate with teams to compile PowerPoint slides, charts, visuals, and summary documents.
   • Test technical equipment and platforms beforehand to avoid disruptions.
6. Assign Roles
   • Facilitator: Usually a senior manager or team lead who guides the meeting.
   • Note Taker: Responsible for recording meeting minutes and action items.
   • Timekeeper: Ensures the meeting runs on schedule.

During the Meeting

• Follow the agenda closely, ensuring a focused and results-driven discussion.
• Allow time for each team to present highlights and raise issues.
• Encourage participation, feedback, and problem-solving across teams.
• Use the Portfolio of Evidence Report as a central discussion tool.
• Record key decisions, agreements, and assigned tasks in real-time.

Post-Meeting Follow-Up

• Distribute the meeting minutes and action tracker within 2 working days.
• Ensure all action items are assigned with due dates and responsible persons.
• Upload all related documents to SayPro’s central document repository.
• Monitor progress on action points throughout the month.

Checklist: Meeting Preparation Summary

• Date and time confirmed
• Venue/online platform arranged
• Agenda developed and distributed
• Stakeholders invited and briefed
• Presenters assigned and prepared
• Technical equipment or virtual links tested
• Meeting roles assigned (facilitator, note taker, timekeeper)
• Materials and report ready for reference during meeting