SayPro Meeting Facilitation 

SayPro Meeting Facilitation Guide

Document Title: Facilitation Guide for Stakeholder Discussions

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Meeting Title: ______________________
Date of Meeting: ______________________
Time: ______________________
Location: ______________________
Facilitator: ______________________

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1. Preparation for Facilitation

• Review Agenda:
  • Familiarize yourself with the agenda and key discussion points.
• Set Ground Rules:
  • Establish ground rules for respectful and constructive dialogue (e.g., one person speaks at a time, no interrupting).
• Create a Welcoming Environment:
  • Ensure the meeting space is comfortable and conducive to open discussion.
  • For virtual meetings, check that all participants can access the platform and understand how to use it.

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2. Opening the Meeting

• Welcome Participants:
  • Greet attendees and thank them for their participation.
• State the Purpose:
  • Clearly articulate the purpose of the meeting and what you hope to achieve.
• Review the Agenda:
  • Briefly go over the agenda items and the time allocated for each.

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3. Leading Discussions

• Encourage Participation:
  • Invite input from all stakeholders, especially those who may be quieter or less likely to speak up.
  • Use prompts such as:
    • “What are your thoughts on this?”
    • “Does anyone have a different perspective?”
• Use Open-Ended Questions:
  • Ask open-ended questions to stimulate discussion and encourage deeper thinking.
  • Examples:
    • “How do you feel about the current program structure?”
    • “What challenges have you encountered?”
• Facilitate Active Listening:
  • Encourage participants to listen actively to one another and acknowledge different viewpoints.
  • Summarize key points made by participants to show understanding and validate their contributions.

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4. Managing the Discussion

• Stay on Topic:
  • Gently steer the conversation back to the agenda if discussions veer off course.
• Address Conflicts:
  • If disagreements arise, facilitate a respectful discussion to explore differing viewpoints and find common ground.
• Time Management:
  • Keep track of time and ensure that each agenda item is addressed within the allocated timeframe.
  • Politely remind participants when time is running short.

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5. Encouraging Diverse Voices

• Direct Questions:
  • If certain stakeholders are not contributing, consider directing questions to them specifically.
  • Example: “[Name], I’d love to hear your perspective on this.”
• Use Breakout Groups (if applicable):
  • For larger meetings, consider using breakout groups to allow for more intimate discussions, then reconvene to share insights.

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6. Closing the Discussion

• Summarize Key Points:
  • At the end of each agenda item, summarize the main points discussed and any decisions made.
• Outline Next Steps:
  • Clearly state the next steps based on the discussions and any action items assigned.
• Thank Participants:
  • Express gratitude for their contributions and engagement.

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7. Post-Meeting Follow-Up

• Distribute Meeting Summary:
  • Send out a summary of the meeting, including key discussion points, decisions made, and action items.
• Solicit Feedback:
  • Encourage participants to provide feedback on the meeting process and any additional thoughts they may have after the meeting.

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Conclusion

This Facilitation Guide is designed to help SayPro effectively lead discussions during stakeholder meetings, ensuring that all voices are heard and valued. By fostering an inclusive and respectful environment, SayPro can enhance collaboration and drive meaningful outcomes from stakeholder engagement.