SayPro Internal Messaging Audit Tool

SayPro Internal Messaging Audit Tool

Document Code: SIMAT-[Month/Year]
Prepared By: [Department or Officer Name]
Reporting Period: [e.g., Q2 – April to June 2025]

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🔹 1. Audit Objectives

This tool is designed to:

• Evaluate the clarity, relevance, and consistency of internal messages.
• Identify communication gaps and misalignment across units.
• Enhance employee engagement and strategic alignment through better messaging.
• Track the performance of key internal communication channels.

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🔹 2. Internal Communication Channels Overview

Channel	Purpose	Frequency	Owner	Is it Working? (Yes/No)	Comments
Internal Newsletter	Share org-wide updates	Monthly	Comms Team	Yes	Consider simplifying layout
WhatsApp Team Groups	Day-to-day operations	Daily	Team Leads	Yes	Useful but too many groups
Leadership Memos	Strategic direction updates	Quarterly	Exec Office	No	Perceived as too top-down
Intranet Portal	Resource access, HR updates	Ongoing	IT + HR	Yes	Needs content refresh
Staff Town Halls	2-way engagement & culture	Quarterly	HR + CEO Office	Yes	Participation improving

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🔹 3. Key Messaging Themes Audit

Evaluate the delivery and consistency of critical internal messages.

Message Theme	Last Shared	Channels Used	Understood by Staff?	Needs Reinforcement?	Notes
Vision & Mission	March 2025	Town Hall, Email	Partially	Yes	Needs regular refreshers
HR Policy Updates	April 2025	Intranet, WhatsApp	Yes	No	Well communicated
Program Impact Stories	Feb 2025	Newsletter	No	Yes	Include real voices/testimonials
Organizational Goals	January 2025	Memo	No	Yes	Use more interactive formats
Recognition & Wins	Weekly	WhatsApp, Email	Yes	No	Good morale booster

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🔹 4. Messaging Quality & Engagement Checklist

Rate each element from 1 (Low) to 5 (High).

Metric	Score	Comments
Message clarity	___ / 5	[e.g., Some technical terms not explained]
Relevance to staff	___ / 5	[e.g., Messages often lack team-specific context]
Timeliness	___ / 5	[e.g., Some updates delayed or outdated]
Consistency across channels	___ / 5	[e.g., Info on WhatsApp often contradicts email]
Feedback mechanisms	___ / 5	[e.g., No structured way to gather staff input]

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🔹 5. Staff Feedback Snapshot

(Optional section based on survey/focus group results)

Prompt	Response Summary
“What’s one thing you wish you heard more about?”	Staff want more updates on promotions and development opportunities.
“Which channel do you trust the most?”	WhatsApp groups (real-time and human).
“Which messages do you ignore or skip?”	Long policy memos and dense reports.

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🔹 6. Key Gaps & Risks

Risk/Gap	Impact Level	Suggested Action
Low awareness of organizational strategy	High	Launch monthly leadership podcast or briefing
Over-reliance on informal channels	Medium	Standardize content on official platforms
No real-time feedback system	Medium	Set up a digital suggestion/feedback box

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🔹 7. Recommendations & Action Plan

Recommendation	Owner	Timeline	Status
Simplify monthly internal newsletter	Comms Team	June 2025	Pending
Align all HR updates across WhatsApp + Intranet	HR Team	May 2025	In Progress
Introduce monthly CEO voice notes	Exec Office	July 2025	Planned
Run quarterly staff comms feedback surveys	HR/Comms	Starting Q3	Planned

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🔹 8. Review & Sign-Off

Role	Name	Signature	Date
Audit Lead	[Name]	_______	_______
HR Director	[Name]	_______	_______
Strategic Partnerships Chief	[Name]	_______	_______

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Would you like this formatted as:

• 📊 Excel version (with dropdowns and score calculations)?
• 📄 PDF/Word checklist for print and team sessions?
• 🧑‍💻 Google Form or Typeform version for quick digital audits?