SayPro Prepare for the Monthly Meeting Organize a calendar and schedule for the monthly meeting. Set up necessary technologies for remote and in-person meetings.

Purpose:
The SayPro Monthly Meeting Preparation process ensures that every stakeholder involved in the Diepsloot Arsenal Development Project is informed, engaged, and aligned on project progress and next steps. This involves structured scheduling, seamless technological setup for hybrid (remote + in-person) participation, and development of a professional presentation that integrates the video update and written report.

1. Organize a Calendar and Schedule for the Monthly Meeting

Objective: Ensure all relevant stakeholders are notified and available, and that the meeting takes place in a timely and structured manner.

A. Determine the Meeting Date
– Coordinate with project leadership and key stakeholders to identify an ideal date.
– Schedule the meeting to occur within the last 3–5 business days of the month to ensure timely inclusion of the latest project updates and video content.
– Avoid conflicts with public holidays, major organizational events, or site-critical activities.

B. Send Calendar Invites
– Use Google Calendar or Microsoft Outlook to send out invitations to all stakeholders including:
– Project team members
– Contractors and site supervisors
– SayPro management
– Investors and external partners
– Include the meeting agenda, venue/link, and attachments (draft report, video outline if available).
– Set reminders 1 week and 1 day in advance.

C. Draft Agenda
A clear agenda should be shared in advance. A sample format might include:
1. Welcome & Introductions
2. Video Presentation (Project Milestone Review)
3. Monthly Report Highlights (Metrics, Budget, and KPIs)
4. Challenges & Resolutions
5. Stakeholder Q&A and Feedback
6. Next Steps & Action Plan

2. Set Up Necessary Technologies for Remote and In-Person Meetings

Objective: Ensure a professional, accessible, and disruption-free meeting environment for both in-person and remote participants.

A. Venue Setup (In-Person)
– Reserve a well-equipped boardroom or conference space at SayPro’s premises or a designated on-site location.
– Ensure:
– Adequate seating
– High-speed internet access
– Projector/screen for video playback and slide presentation
– Clear audio (microphones and speakers for group discussion)
– Comfortable lighting and quiet surroundings

B. Virtual Setup (Remote Access)
– Choose a reliable platform (Zoom, Microsoft Teams, or Google Meet).
– Schedule and share the virtual meeting link with calendar invites.
– Enable features like:
– Screen sharing (for slides and report walkthrough)
– Video playback (for showcasing the project video)
– Chat, Q&A, and recording (for attendance and feedback)

C. Technology Testing
– Conduct a tech run-through 24–48 hours in advance to test:
– Video conferencing link
– Slide presentation functionality
– Audio/video quality
– File access (video, presentation, report)
– Assign a technical assistant or IT support to be on standby during the meeting to troubleshoot any issues quickly.

3. Create a Clear Presentation to Accompany the Video and Report

Objective: Support the video update and written report with a concise, engaging slide presentation that highlights the key points and guides the discussion.

A. Structure of the Presentation
A professional slide deck should be designed using SayPro’s branding (logos, color scheme, fonts) and contain the following:

Slide 1: Title Slide
– Meeting title: “SayPro Diepsloot Arsenal Monthly Update – April 2025”
– Date and presenters’ names

Slide 2: Agenda
– Outline of topics to be covered

Slide 3–5: Project Overview and Timeline
– Brief description of project goals and scope
– Updated project timeline visual (Gantt chart or milestone roadmap)

Slide 6–8: Key Progress & Achievements
– Photos/stills from the video
– List of completed milestones (e.g., framing, procurement, safety upgrades)
– Progress bar visuals or before/after comparisons

Slide 9–10: KPI & Budget Highlights
– Tables or charts for:
– Budget status
– Work completed vs. planned
– Health & safety compliance
– Procurement performance

Slide 11: Challenges and Mitigation
– Summary of any delays, issues, and how they were resolved

Slide 12: Stakeholder Feedback (from previous month)
– Feedback received and actions taken

Slide 13–14: Next Steps
– Upcoming milestones
– Action plan for next phase
– Assigned responsibilities

Slide 15: Q&A / Feedback Prompt
– Encourage discussion, concerns, or suggestions from stakeholders

B. Visual Enhancements
– Include relevant visuals from the video and on-site photography.
– Use infographic elements to simplify complex data.
– Ensure consistency in slide design (alignment, spacing, font size).

C. Practice the Presentation
– Presenters should rehearse the flow of the meeting, including video transitions, hand-offs between speakers, and anticipated stakeholder questions.

Final Checks Before the Meeting
| Task | Deadline | Responsible |
||-|-|
| Finalize agenda & send invites | 7 days before meeting | Project Coordinator |
| Complete video & slide deck | 3 days before meeting | Media & Comms Team |
| Test all technologies | 2 days before meeting | IT Support |
| Distribute final report/video | 2 days before meeting | Comms Lead |
| Print materials (if needed) | 1 day before meeting | Admin Support |
| Conduct dry run | 1 day before meeting | All presenters |