SayPro Tasks to Be Completed During the Period Collect Feedback: Collect feedback from 80% of participating schools by January 30

To effectively complete the task of collecting feedback from 80% of participating schools by January 30, the following detailed steps should be undertaken:

1. Prepare the Feedback Collection Mechanism

• Design a Survey or Feedback Form:
  • Choose an appropriate method for feedback (e.g., online survey, paper-based form, phone interviews, etc.). Online surveys (using platforms like Google Forms, SurveyMonkey, or Microsoft Forms) are often the most efficient for gathering responses.
  • Make sure the feedback form is clear, concise, and covers key areas of interest (such as the effectiveness of the program, satisfaction with communication, challenges faced, and suggestions for improvement).
• Customize Questions for Target Audience:
  • Tailor questions to address specific concerns related to the program’s objectives, such as engagement, educational impact, or resources used.
  • Include both quantitative (e.g., Likert scale ratings) and qualitative (open-ended) questions for a well-rounded understanding.

2. Reach Out to Participating Schools

• Initial Communication:
  • Send a personalized email or message to each school informing them of the feedback request and providing instructions on how to complete the survey.
  • Make the purpose of collecting feedback clear: “We value your input to improve the program and ensure its success for future cohorts.”
  • Provide a clear deadline (January 30) and make sure to emphasize the importance of their participation.
• Include Incentives or Motivation:
  • Offer a small incentive or recognition for participation, such as certificates of appreciation or a thank-you note.
  • Highlight the impact of their feedback on improving the program and its benefits for future participants.

3. Monitor Response Rate and Follow-Up

• Track Responses:
  • Use tools that allow you to monitor the response rate in real-time (such as Google Forms or SurveyMonkey’s analytics tools).
  • Keep a detailed log of schools that have submitted feedback.
• Send Reminders:
  • Send a reminder email or message at least once before the deadline, reminding schools to submit their feedback.
  • Be polite and express gratitude for those who have already submitted, while gently nudging those who haven’t yet responded.
  • Offer assistance if schools encounter any technical issues or need clarification on the feedback process.

4. Ensure 80% Participation

• Encourage Partial Submissions:
  • If schools are unable to provide comprehensive feedback, encourage them to submit whatever they can, even if it’s partial.
• Engage with Non-Responding Schools:
  • If a significant number of schools have not responded by the middle of the feedback period, consider reaching out via phone to personally request feedback. This personal touch can increase response rates.
  • If there are schools with high participation importance (key partners, high-impact institutions, etc.), prioritize them for direct outreach.

5. Data Compilation and Initial Analysis

• Aggregate Data:
  • As feedback begins to roll in, aggregate quantitative data (e.g., average ratings, percentages, etc.) to have a clear picture of overall trends.
  • Organize qualitative responses into common themes and categories to ensure you capture the breadth of feedback effectively.
• Check for Completeness:
  • Ensure that all feedback forms are fully completed before analysis. If any forms are incomplete, follow up with the respective school to gather the missing data.

6. Prepare Feedback Summary

• Analyze Results:
  • Synthesize both quantitative and qualitative data, identifying key strengths, weaknesses, and areas for improvement based on the feedback.
  • Look for patterns across multiple schools to make general conclusions and insights.
• Create a Report:
  • Prepare a concise yet thorough report summarizing the feedback, including graphs, charts, or tables to highlight important findings.
  • Offer actionable recommendations based on the feedback received.

7. Share Results and Acknowledge Participation

• Communicate Results:
  • Share the feedback summary with all participating schools to show appreciation for their input. Transparency can foster trust and further engagement.
  • Consider hosting a virtual meeting or sending a summary email where you present key insights, outline planned improvements, and express gratitude.
• Thank Participants:
  • Send out thank-you notes to the schools that participated, acknowledging their time and effort. Reinforce the impact of their feedback on future program success.

8. Final Deadline Check

• Final Confirmation:
  • As January 30 approaches, double-check the completion rate and ensure that 80% participation is met. If you are just shy of the target, take last-minute actions to encourage final submissions.
  • If necessary, extend the deadline by a few days (with prior approval) to ensure adequate response rates