SayPro Stakeholder Engagement 3 Review Meetings Plan

1. Planning & Scheduling

• Identify key stakeholders: partner institutions, accreditation bodies, industry reps, trainers, learners, and SayPro staff.
• Propose 3 meeting dates spaced evenly over the quarter (e.g., monthly).
• Use SayPro CRM to send meeting invitations and track RSVPs.
• Confirm meeting mode: Virtual (SayPro Zoom) or physical venue (with virtual option if hybrid).

2. Agenda Preparation

• Draft clear agendas focusing on:
  • Qualification compliance updates
  • Accreditation audit readiness
  • Partnership progress & challenges
  • Use of SayPro GPT tools and reporting
  • Upcoming activities and support needs
• Share agenda 3 days before each meeting via email or SayPro CRM notifications.

3. Conducting the Meetings

• Use SayPro Zoom for virtual meetings:
  • Set up meeting links with password and waiting room features.
  • Record meetings for minutes and reference.
• For physical meetings:
  • Prepare venue, seating, and tech (projector, wifi, laptops).
  • Ensure COVID-19 protocols if applicable.
• Facilitate engagement with presentations, Q&A sessions, and feedback polls.

4. Post-Meeting Follow-up

• Prepare and circulate meeting minutes within 48 hours.
• Log action items and responsible persons in SayPro CRM task tracker.
• Collect feedback via SayPro Survey tools or email.
• Schedule next meeting and remind participants.

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📋 Summary Table for 3 Meetings

Meeting #	Date	Mode	Key Topics Covered	Attendance	Action Items Logged
1	YYYY-MM-DD	Virtual	Accreditation, GPT tools usage	20+	5
2	YYYY-MM-DD	Hybrid	Partnership challenges	18+	7
3	YYYY-MM-DD	Virtual	Compliance reporting updates	22+	6