📌 Purpose of the Outreach Log:
The Strategic Partner Outreach Log is a structured tracking tool used to:
| Objective | Description |
|---|
| ✅ Document Engagement | Record every contact and communication with potential or current strategic partners. |
| ✅ Track Progress | Monitor the outreach journey from first contact to proposal or partnership agreement. |
| ✅ Enable Coordination | Ensure all SayPro employees and units have visibility into who has been approached and the current engagement status. |
| ✅ Inform Reporting | Provide input for Quarterly Activity Reports, concept note follow-ups, and SCSPR-17 progress reviews. |
| ✅ Strengthen Relationship Management | Maintain continuity and professionalism in ongoing or recurring partnership discussions. |
🧾 Standard Fields in the Outreach Log
| Field Name | Description |
|---|
| Date of Contact | When the partner was first contacted or followed up |
| Partner Name | Name of the organization (e.g., Anglo American, USAID, MTN) |
| Contact Person | Name, title, and contact details of the individual reached |
| Method of Contact | Email, phone, virtual meeting, in-person, LinkedIn, event |
| Strategic Theme Linked | Theme ID(s) or titles the outreach is associated with |
| Engagement Objective | Purpose of the outreach (introductory call, pitch, proposal delivery, LOI request) |
| Documents Shared | Which concept notes, brochures, or presentations were sent |
| Follow-up Date | Next scheduled communication or action required |
| Engagement Status | Not Contacted / Contacted / Meeting Held / LOI Drafted / Proposal Under Review / Confirmed |
| Notes / Outcomes | Key discussion points, partner feedback, next steps |
| Employee Responsible | SayPro staff member managing this contact or relationship |
📄 Example Entry
| Date | Partner | Contact Person | Method | Theme | Status | Notes |
|---|
| May 10, 2025 | Siemens Foundation | Dr. Linda Mokoena (CSR Director) | Email & Zoom | ST-0094 (Green Lab Network) | Meeting Held | Very interested; asked for full proposal. Follow-up in 2 weeks. |
📁 File Management
- File Name Format:
OutreachLog_EmployeeName_MonthYear.xlsx
Example: OutreachLog_ThaboM_May2025.xlsx
- Storage Location: SayPro Strategic Partnership Portal → “Outreach Logs” folder
- Update Frequency: Weekly by each responsible employee or unit
📊 Optional Enhancements
- Color coding by engagement status
- Dashboards showing total partners contacted, LOIs sent, conversion rates
- Integration with SayPro’s concept note tracking and portal upload reports
📌 Usage Tips
- Link each outreach entry directly to a validated strategic theme
- Use for both new and ongoing partnerships
- Ensure consistency by using a standardized template
- Share with the SayPro Strategic Partnerships Office during quarterly reviews
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