SayPro Topic Extraction Template: For managing the GPT-generated topic lists

SayPro Topic Extraction Template: For Managing GPT-Generated Topic Lists

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Objective:

The SayPro Topic Extraction Template is designed to streamline the process of managing and organizing GPT-generated topic lists. This template ensures that the topics extracted from various sources are categorized, prioritized, and tracked for further actions, such as content creation, task assignments, or project development.

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Template Structure

1. Topic Information Section

• Topic ID: Unique identifier for each topic (e.g., T001, T002).
• Topic Title: A clear, concise title or heading for the topic.
• Topic Description: A brief description or summary of the topic to provide context and help team members understand its relevance.
• Source of Topic: Indicate where the topic was generated from (e.g., GPT-3 output, brainstorming session, feedback survey).

2. Categorization and Priority Section

• Topic Category: Classify the topic into broader categories for easier management. Categories may include:
  • Marketing
  • Development
  • Research
  • Strategy
  • Operations
  • etc.
• Topic Subcategory: For more specific classification (e.g., under Marketing, there could be “SEO,” “Content Creation,” etc.).
• Priority Level: The importance or urgency of the topic, rated as:
  • High
  • Medium
  • Low
• Assigned To: Name of the person or team responsible for handling the topic.
• Due Date: The target date by which work related to the topic needs to be completed.

3. Action and Progress Tracking Section

• Action Steps: A list of tasks or actions that need to be completed to address the topic. This could include research, content creation, strategy formulation, etc.
• Status: Dropdown menu or options to track the progress of each topic:
  • Not Started
  • In Progress
  • On Hold
  • Completed
• Completion Percentage: A numeric field or progress bar to indicate the percentage of work completed.
• Updates/Comments: Section for ongoing updates, challenges, or feedback related to the topic’s progress.

4. Review and Validation Section

• Validation Status: Indicate whether the topic has been validated or reviewed for accuracy and relevance.
  • Pending
  • Reviewed
  • Approved
• Review Date: The date the topic was reviewed or validated.
• Feedback/Notes: A section for reviewers to provide feedback or additional comments about the topic, such as required changes or suggestions for improvement.

5. Final Outcome Section

• Final Decision: After completing work related to the topic, note the final decision (e.g., content created, strategy developed, task completed).
• Outcome: A brief summary of the outcome based on the topic’s management (e.g., website content published, new project kicked off, marketing strategy finalized).
• Completion Date: The date when the final decision or outcome was achieved.

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6. Template Example

Field	Description/Values
Topic ID	T001
Topic Title	“Social Media Campaign for Fundraising”
Topic Description	The topic focuses on creating a social media marketing campaign to raise awareness and funds for the February initiative.
Source of Topic	GPT-3 Generated
Topic Category	Marketing
Topic Subcategory	Social Media
Priority Level	High
Assigned To	Jane Doe
Due Date	02/15/2025
Action Steps	1. Create a campaign outline.2. Develop content for each social media platform.3. Set up tracking metrics for campaign success.
Status	In Progress
Completion Percentage	40%
Updates/Comments	Content drafts are underway. Waiting for approval from marketing lead for design elements.
Validation Status	Pending
Review Date	N/A
Feedback/Notes	Need to clarify which platforms will be prioritized for the campaign.
Final Decision	To launch on Instagram, Facebook, and Twitter.
Outcome	Social media content completed, scheduled, and launched for campaign.
Completion Date	02/10/2025

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7. Template Usage and Implementation

a. Template Distribution

• Centralized Access: Ensure the template is available on SayPro, accessible to all relevant team members, and stored in a central location for easy use.
• Customizable Access: Set up permissions so that only specific employees (e.g., managers or project leads) can edit or assign topics, while others can view and update status or provide feedback.

b. Assigning Topics

• When creating tasks or projects, use the Topic Extraction Template to extract the relevant GPT-generated topics.
• Categorize the topics based on the project or department’s goals, then assign them to the appropriate employee or team.

c. Training and Onboarding

• Template Training: Conduct a brief training session for employees to familiarize them with how to use the template effectively. Include best practices for filling out each section.
• Onboarding for New Employees: New employees should be shown how to use the template as part of their onboarding process so they understand how to manage and track topics.

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8. Monitoring and Feedback

a. Progress Tracking

• Use the Status and Completion Percentage fields to monitor the progress of each topic.
• Regularly review the Updates/Comments section to ensure all involved parties are informed about progress and challenges.

b. Regular Reviews

• Have managers or team leads review the Validation Status and Feedback/Notes sections regularly to ensure topics are being processed and reviewed in a timely manner.
• Set recurring check-ins to discuss the progress of topics and make adjustments if necessary.

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9. Benefits of the SayPro Topic Extraction Template

• Organized Workflow: The template provides a clear structure for managing topics, ensuring that nothing is missed and all tasks are accounted for.
• Increased Productivity: By breaking down topics into actionable steps and tracking progress, teams can work more efficiently and meet deadlines.
• Improved Collaboration: Clear assignments and progress tracking allow team members to collaborate effectively, with everyone staying informed.
• Consistency: The template ensures that all topics are extracted and managed in the same way, providing consistency across departments and teams.
• Quality Control: With sections dedicated to validation, feedback, and reviews, the template ensures that each topic is carefully considered and properly executed before final decisions are made.

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10. Conclusion

The SayPro Topic Extraction Template helps streamline the management and execution of tasks based on GPT-generated topics. By organizing, categorizing, and tracking each topic, SayPro ensures that tasks are completed efficiently, on time, and with consistency. Through clear action steps, progress tracking, and a structured review process, this template is an essential tool for managing content and project topics, ensuring that each topic is fully explored and appropriately executed.