SayPro Staff Performance Metrics: Diepsloot Youth Project.

Effective Date: January 19, 2025
Program: SayPro Diepsloot Youth Project
Meeting Frequency: Monthly
Department/Team: SayPro Diepsloot Youth Program Staff
Prepared By: SCDR

Purpose of Tracking Staff Performance

Tracking staff performance metrics is vital for evaluating how effectively staff members are contributing to the goals of the Diepsloot Youth Project. The performance data not only helps in identifying areas of strength but also highlights areas for improvement. By monitoring task completion, engagement with youth, and feedback from participants, SayPro can ensure that the program maintains high standards, meets its objectives, and provides quality experiences for the youth involved.

Staff performance metrics will be reviewed regularly to provide actionable insights for coaching, training, and professional development, ensuring that each staff member’s work aligns with the overall mission of the project.

1. Key Performance Metrics for Staff

A. Task Completion

Task completion metrics focus on how well staff members meet deadlines, execute assigned responsibilities, and contribute to the completion of program objectives. These metrics are critical in understanding if the team is working efficiently and meeting project timelines.

Data Points:

1. Task Assignment Completion Rate: The percentage of tasks assigned to staff that are completed on time and according to the required quality standards.
2. Timeliness: Whether tasks are completed within the specified deadlines.
3. Quality of Work: An assessment of whether the tasks were completed to the expected standard. This could involve reviewing reports, event execution, or the quality of materials produced.
4. Overdue Tasks: The number of tasks that were not completed on time, including reasons for delays (if available).

Example:

• Task Assignment Completion Rate: 90% of assigned tasks were completed on time and to a high standard.
• Timeliness: 85% of tasks were completed within the deadline.
• Quality of Work: 95% of reports and materials submitted met or exceeded expectations.
• Overdue Tasks: 3 out of 30 tasks were not completed on time, primarily due to unforeseen logistical challenges.

Regular tracking of task completion rates allows the project to ensure that staff members are meeting their responsibilities and that the program stays on track.

B. Engagement with the Youth

One of the core objectives of the Diepsloot Youth Project is to foster meaningful relationships and active participation between staff and the youth. This metric focuses on how well staff members engage with participants during programs and activities.

Data Points:

1. Youth Interaction Frequency: The number of direct interactions a staff member has with the youth during activities (e.g., one-on-one mentoring, group facilitation).
2. Quality of Engagement: An assessment of how impactful and meaningful the staff member’s engagement is with the youth. This could include mentoring effectiveness, active listening, and providing guidance or support.
3. Youth Satisfaction: Based on feedback from the youth, how satisfied are they with their interactions with the staff member? This can be tracked through surveys or informal feedback.
4. Participant Retention: How often youth return for subsequent sessions or activities based on their interactions with staff members. Higher engagement can lead to greater retention.

Example:

• Youth Interaction Frequency: Staff interacted with an average of 20 youth per activity.
• Quality of Engagement: 85% of youth reported that staff members were approachable and supportive.
• Youth Satisfaction: 90% of surveyed youth indicated that they felt encouraged and motivated by staff members.
• Participant Retention: 75% of youth attended at least 3 out of 4 program sessions they initially registered for, indicating positive staff engagement.

Staff engagement is a key determinant of the success of the Diepsloot Youth Project, as it directly impacts youth retention and the overall quality of their experience.

C. Feedback from Participants

Feedback from participants is an invaluable tool for assessing staff performance from the perspective of the youth involved in the program. This feedback will help identify strengths, areas for improvement, and potential professional development needs for staff members.

Data Points:

1. Participant Feedback: Direct feedback from youth participants regarding their interactions with staff members (e.g., through surveys, interviews, or informal discussions).
2. Feedback Themes: Common themes in feedback regarding staff behavior, communication, and effectiveness in delivering content (e.g., being supportive, encouraging, well-prepared).
3. Rating System: Youth may rate staff members on various aspects (e.g., approachability, effectiveness in teaching, overall experience with the staff member).
4. Suggestions for Improvement: Feedback from youth on how staff can improve their interactions or support.

Example:

• Participant Feedback: 80% of youth rated staff interactions as “very positive” based on their surveys.
• Feedback Themes: Youth highlighted that staff were enthusiastic, respectful, and motivating. Areas of improvement included better communication during large group activities.
• Rating System: On a scale of 1–5, staff received an average rating of 4.5 for approachability and effectiveness.
• Suggestions for Improvement: Some youth suggested that staff could spend more time in one-on-one interactions, particularly during workshops.

Participant feedback is an essential metric for monitoring staff impact and ensuring that the project meets the needs of the youth.

2. Methods for Evaluating Staff Performance

To ensure the metrics above are tracked and evaluated effectively, SayPro will implement the following methods:

A. Regular Performance Reviews

• Staff performance will be reviewed on a monthly or quarterly basis by the project coordinator or supervisor.
• Reviews will include an analysis of task completion rates, engagement with youth, and feedback from participants.
• Performance reviews will be used to highlight successes, provide constructive feedback, and set goals for improvement.

B. Participant Feedback Surveys

• Surveys will be administered to youth participants at regular intervals (e.g., after every session or event) to gather insights on their experience with staff members.
• Feedback will be anonymous to encourage honest and constructive comments.

C. Supervisor Observations

• Supervisors or team leaders will observe staff interactions with youth during program activities to assess engagement quality and provide immediate feedback or coaching.
• These observations will focus on staff’s ability to facilitate discussions, lead activities, and maintain a positive and encouraging atmosphere.

D. Peer Feedback

• Peer evaluations may be used to assess staff collaboration and teamwork. This feedback will focus on how well staff members work together to support the program’s goals and youth engagement.
• Peer feedback can also help identify areas where staff can assist one another to improve their individual and collective performance.

3. Review of Staff Performance at Monthly Meetings

During the January 19 monthly staff meeting, the team will:

• Review Staff Performance Metrics: Analyze task completion rates, youth engagement data, and participant feedback to assess overall staff performance.
• Identify Strengths and Areas for Improvement: Celebrate successes, highlight staff members who have excelled, and provide constructive feedback for areas of improvement.
• Discuss Professional Development Needs: Identify training or support required for staff based on the feedback and performance metrics.
• Set Performance Goals for the Next Month: Set clear performance goals for the team for the upcoming month, focusing on improving areas that need attention (e.g., engagement with youth or task completion).

4. Conclusion

Tracking staff performance is essential to maintaining the success of the Diepsloot Youth Project. By evaluating task completion, youth engagement, and participant feedback, SayPro ensures that staff members are fulfilling their roles effectively and contributing positively to the project’s outcomes. Regular performance reviews, feedback collection, and peer evaluations will help identify areas of strength and opportunities for growth, ensuring that the team continues to improve and deliver high-quality programs for the youth of Diepsloot.