SayPro Performance Reviews: Coordination Plan

🗓️ Objective:

To coordinate and facilitate quarterly performance review meetings with all SayPro departments using the SayPro CRM (for performance tracking) and Zoom (for hosting review sessions), ensuring accountability, alignment, and continuous improvement.

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🧩 Step 1: Pre-Review Planning (7–10 Days Before Meeting)

Tasks:

1. ✅ Export department-specific performance data from SayPro CRM
2. ✅ Review each department’s KPIs, targets, and progress
3. ✅ Prepare a standardised Performance Review Agenda Template
4. ✅ Send calendar invites via Outlook/Google Calendar with Zoom links
5. ✅ Share performance scorecards or dashboards in advance

Departments to Include:

• TVET Partnerships
• Digital Programmes
• Enterprise Development
• Finance & Admin
• M&E and Learning
• Youth Empowerment
• Communications & Media

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💻 Step 2: Conduct Zoom Review Meetings

Tools Used:

• Zoom (for video conferencing, recording, screen sharing)
• SayPro CRM (to share dashboards during the call)

Meeting Format (60–90 minutes):

1. Welcome and Objectives (5 minutes)
2. Department Performance Presentation (15–20 minutes per team)
3. Data Walkthrough via CRM Dashboard (live or pre-shared)
4. Feedback and Learning Session (10 minutes)
5. Action Planning and Follow-Up Agreements (10 minutes)

Facilitators:

• SayPro Performance Officer
• Strategic Partnerships Office Rep
• Department Heads

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🗂️ Step 3: Post-Meeting Actions

Deliverables:

1. ✅ Compile Performance Review Minutes
2. ✅ Update SayPro CRM with review comments and action items
3. ✅ Send a follow-up summary with:
   • Key highlights
   • Challenges
   • Agreed interventions
   • Deadlines and responsible leads
4. ✅ Archive Zoom recordings for reference and documentation
5. ✅ Schedule next review session (quarterly or monthly)

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📊 Optional Tools for Enhancement

• Google Sheets or Airtable to track action items
• Miro or Jamboard for collaborative reflection
• SayPro GPT to generate summary briefs from Zoom transcripts