SayPro Stakeholder Meeting – Virtual Meeting Coordination for Diepsloot Youth Project Learnership.

Role Overview:

SayPro is looking for an individual to organize and conduct a virtual stakeholder meeting for the Diepsloot Youth Project Learnership. This meeting will be based on the monthly progress report, which includes insights into participant performance, attendance logs, task completion, and other key metrics. The meeting will aim to discuss the current state of the learnership, collect feedback from all relevant stakeholders, and plan for the upcoming quarter.

As the organizer and facilitator, your role will be to ensure the meeting runs smoothly, that feedback is gathered effectively, and that clear plans and action items for the next quarter are identified. The meeting will involve a variety of stakeholders, including project managers, instructors, participants, and external partners. Your efforts will ensure that the team is aligned on next steps, and any issues are addressed promptly to improve the overall effectiveness of the program.

Key Responsibilities:

1. Pre-Meeting Preparation:
   • Review the Monthly Report: Before the meeting, thoroughly review the monthly progress report generated from SayPro’s platform, which includes data on participant performance, attendance, task completion, and other critical metrics.
     • Ensure that the report is comprehensive and highlights key trends or issues that need discussion (e.g., underperformance, attendance issues, or areas of success).
     • Identify areas requiring specific feedback or follow-up during the meeting (e.g., suggestions for improving task completion or addressing engagement challenges).
   • Create the Meeting Agenda: Using SayPro’s predefined meeting agenda template, create a detailed agenda for the virtual meeting. The agenda should outline the following key sections:
     • Introduction and Meeting Objectives: Brief overview of the meeting’s purpose.
     • Review of Monthly Report: A deep dive into participant performance, attendance, and task completion metrics.
     • Feedback from Stakeholders: A section to gather insights and feedback from instructors, project managers, and other stakeholders.
     • Discussion of Challenges and Issues: Focus on challenges identified in the report and any new concerns from stakeholders.
     • Action Plan for Next Quarter: Outline the key goals, adjustments, and strategies for the upcoming quarter.
     • Q&A and Closing Remarks: Provide a space for open discussion and wrap up the meeting with final thoughts.
   • Send Out Invitations: Ensure that all relevant stakeholders (project managers, instructors, participants, and external partners) are invited to the meeting with sufficient notice. Include the agenda and any relevant materials (such as the monthly progress report) to ensure participants come prepared.
   • Prepare Virtual Meeting Tools: Set up the virtual meeting space on a platform like Zoom, Microsoft Teams, or Google Meet. Ensure the platform is accessible to all stakeholders and that it allows for smooth interaction, including screen sharing for the report and real-time note-taking.
2. Facilitate the Virtual Meeting:
   • Ensure Smooth Start: Begin the meeting on time, welcome all participants, and briefly go over the meeting’s objectives and agenda.
   • Guide the Discussion: Follow the agenda, ensuring each section is addressed appropriately:
     • Monthly Report Review: Present the key findings from the monthly progress report. Share your screen or use the platform’s features to display relevant data points (e.g., participant performance, attendance, task completion rates).
     • Stakeholder Feedback: Allow stakeholders (project managers, instructors, etc.) to provide feedback based on their observations, experiences, and insights.
     • Challenges Discussion: Facilitate a discussion on any challenges or issues highlighted in the report. Encourage stakeholders to contribute ideas for addressing these challenges.
     • Action Planning: Collaborate with stakeholders to outline the goals, strategies, and action steps for the next quarter. Ensure that these are realistic and aligned with the learnership’s broader objectives.
   • Encourage Participation: Actively encourage all stakeholders to provide their input during the meeting. Ensure that the conversation remains balanced and that everyone has a chance to voice their opinions or suggestions.
   • Time Management: Ensure the meeting stays on track and all agenda items are covered within the designated time. Manage the time for each section to prevent the meeting from running over.
3. Document the Meeting:
   • Take Detailed Notes: Use SayPro’s meeting notes template to capture key discussion points, decisions made, feedback provided, and any action items agreed upon. Important details to note include:
     • Feedback on Program Progress: Record specific feedback from stakeholders regarding participant performance, engagement, and areas for improvement.
     • Action Items: Document any action items identified during the meeting, including the person or team responsible for each item and the deadline for completion.
     • Challenges and Solutions: Record any challenges discussed and the proposed solutions or actions for overcoming them.
     • Plans for Next Quarter: Capture the goals, strategies, and adjustments for the next quarter of the learnership program.
   • Clarify and Confirm: Before the meeting ends, confirm that all key points and action items have been recorded accurately. Ask stakeholders if anything needs to be added or clarified.
4. Post-Meeting Follow-Up:
   • Distribute Meeting Notes: After the meeting, compile the meeting notes into a structured format and distribute them to all participants and relevant stakeholders within 24–48 hours. Ensure the notes are easy to understand and include all action items, feedback, and decisions.
   • Track Action Items: Follow up on the action items documented in the meeting notes. Ensure that the responsible parties are clear on their tasks and deadlines. Provide reminders as necessary to keep things on track.
   • Store Meeting Documentation: Ensure that all meeting agendas, notes, and action items are uploaded and stored on SayPro’s platform or a secure shared drive for future reference. This provides stakeholders with easy access to past meetings and decisions.
   • Provide Clarifications: If any issues or misunderstandings arise post-meeting, address them promptly by reaching out to relevant stakeholders for clarification.
5. Monitor Progress and Adjust:
   • Review Progress on Action Items: In subsequent meetings, review the progress on action items identified in the current meeting. Discuss if any additional steps or adjustments are required to achieve the planned goals for the next quarter.
   • Gather Additional Feedback: In the next stakeholder meeting or check-ins, seek additional feedback from stakeholders on the effectiveness of the changes or strategies that were put in place.
   • Iterate as Needed: If any strategies or interventions are not achieving the desired results, work with the team to iterate and adjust the plan for the next quarter.
6. Ensure Alignment with Program Objectives:
   • Maintain Focus on Program Goals: Throughout the meeting, ensure that all discussions, feedback, and action planning remain focused on achieving the broader goals of the learnership program (e.g., skill development, participant engagement, job placement readiness, etc.).
   • Balance Stakeholder Interests: Consider the diverse perspectives of stakeholders (e.g., instructors, participants, project managers) to ensure that the action items and plans are aligned with both the operational needs and the needs of the participants.

Skills and Qualifications:

• Strong Organizational Skills: Ability to plan, organize, and structure virtual meetings, ensuring that all agenda items are covered effectively within the allotted time.
• Effective Communication: Excellent verbal and written communication skills to facilitate discussions, share insights, and document meeting outcomes clearly.
• Facilitation Skills: Experience in leading virtual meetings, keeping discussions focused, and managing diverse stakeholder groups.
• Attention to Detail: Ability to document meeting discussions accurately and clearly, ensuring all important decisions and action items are recorded.
• Experience with Virtual Meeting Platforms: Proficiency in using tools like Zoom, Microsoft Teams, or Google Meet for virtual meetings, including screen sharing and managing participant interactions.
• Project Management Skills: Ability to track action items and follow up with stakeholders to ensure accountability and timely completion of tasks.
• Stakeholder Management: Experience managing relationships with diverse stakeholders and ensuring that all voices are heard and considered during decision-making.

Expected Deliverables:

1. Meeting Agenda:
   • A well-organized and structured agenda for the virtual meeting, ensuring that all relevant topics are discussed and that the meeting has clear objectives.
2. Meeting Notes:
   • Detailed meeting notes, capturing key discussion points, decisions made, action items, feedback, and any follow-up tasks assigned to stakeholders.
3. Follow-Up on Action Items:
   • Tracking and ensuring that action items from the meeting are followed up on and completed within the agreed timelines.
4. Meeting Documentation Repository:
   • A repository for storing all meeting-related documents (agendas, notes, action items) for future reference and to maintain a historical record of decisions and program progress.

By organizing and conducting effective stakeholder meetings, you will play a key role in ensuring that the Diepsloot Youth Project Learnership continues to move forward with clear goals and measurable improvements. Your efforts will enable stakeholders to collaborate, address challenges, and take the necessary steps to improve the learnership program for the benefit of all participants.