SayPro Task 2: Prepare and share meeting agendas with at least five days’ notice via SayPro Email Tool.

Here is a detailed breakdown for SayPro Task 2: Prepare and share meeting agendas with at least five days’ notice via SayPro Email Tool:

✅ SayPro Task 2: Prepare and Share Meeting Agendas

Objective:
Ensure that all participants receive the meeting agendas at least five days in advance using the SayPro Email Tool, allowing for informed participation and preparation.

Step-by-Step Implementation:

Step 1: Draft the Meeting Agendas

Using the SayPro Agenda Template:

• Clearly outline the purpose, topics, presenters, and time allocations.
• Include:
  • Meeting title and date
  • Objectives
  • Full agenda with time slots
  • Names of facilitators/speakers
  • Participation rules (e.g., Q&A format, speaking time)
  • Contact person for inquiries

Example Agenda – Ward 4 Development Dialogue

Date: 10 June 2025
Time: 14:00 – 16:00
Venue: Ward 4 Community Hall

Agenda:
1. Welcome and Introductions (14:00 – 14:10)
2. Housing Infrastructure Updates – Municipal Officer (14:10 – 14:40)
3. Open Floor: Community Concerns (14:40 – 15:20)
4. Response Panel – Government & SayPro (15:20 – 15:45)
5. Summary & Action Points (15:45 – 16:00)

Step 2: Schedule Email Delivery

Access the SayPro Email Tool via the SayPro dashboard.

For each event:

• Recipient List: Select confirmed participants (auto-filled from RSVP data).
• Subject Line: Clear and specific. Example: [Agenda] Ward 4 Development Dialogue – 10 June 2025
• Email Body: Provide a short introduction, attach or embed the agenda, and include event access details (venue/map or virtual link).
• Attachment: Upload the agenda document (PDF or DOCX) OR paste in body for easy mobile viewing.
• Delivery Time: Schedule email at least 5 days before the event.

Step 3: Confirm Delivery and Open Rates

• Use the built-in SayPro Email Analytics to track:
  • Delivery success
  • Open rates
  • Clicks on attachments or embedded links
• Resend to those who haven’t opened after 48 hours, if necessary.

✅ Example Timeline