SayPro Workshop Agenda Template

Section 4: Strategic Planning Session

4.1 Overview of Strategic Planning Session

Time: 10 minutes

• Presenter: [Facilitator Name]
• Objective: To introduce the strategic planning session, explain its importance, and set the stage for collaborative planning.
• Key Points:
  • Explain the purpose of the strategic planning session in the context of the workshop’s overall goals.
  • Discuss the expected outcomes of the session (e.g., actionable plans, aligned goals, and clear directions for future actions).
  • Emphasize the importance of collaboration and forward-thinking as participants engage in the planning process.
  • Outline the tools and frameworks that will be used (e.g., SWOT analysis, action planning templates, strategic mapping).

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4.2 Recap of Key Findings and Discussions

Time: 20 minutes

• Presenter: [Facilitator Name]
• Objective: To review key insights, ideas, and recommendations generated during previous sessions, ensuring alignment and understanding before diving into strategic planning.
• Key Points:
  • Recap the most important findings from the group exercises, breakout sessions, and discussions.
  • Highlight common themes or critical issues identified that need to be addressed in the strategic plan.
  • Align the key takeaways with the organization’s long-term goals and vision.
  • Allow for a brief discussion to clarify any outstanding points or refine insights based on feedback from the larger group.

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4.3 Define Strategic Goals and Objectives

Time: 30 minutes

• Presenter: [Facilitator Name] / [Leadership Representative]
• Objective: To collaboratively define the strategic goals and objectives that will guide SayPro’s future direction.
• Key Points:
  • Facilitate a group discussion to define clear, measurable strategic goals.
  • Ensure that the goals are aligned with SayPro’s overall mission, vision, and values.
  • Encourage participants to propose objectives that are specific, achievable, relevant, and time-bound (SMART goals).
  • Record the goals and objectives that emerge from the discussion.
  • Expected Outcome: A clear set of strategic goals that will form the foundation for the planning session.

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4.4 Develop Action Plans for Strategic Goals

Time: 45 minutes

• Presenter: [Facilitator Name] / [Group Leaders]
• Objective: To break down the strategic goals into actionable steps, ensuring that each goal has a detailed plan for execution.
• Key Points:
  • Divide participants into smaller groups, each responsible for developing action plans for specific strategic goals.
  • Provide participants with templates or tools for creating action plans (e.g., action planning worksheets, Gantt charts, milestone templates).
  • Encourage each group to identify the key actions, resources needed, timelines, and responsible parties for each goal.
  • Emphasize the importance of making the action plans actionable and realistic.
  • After the session, groups will present their action plans to the larger group for feedback and alignment.
  • Expected Outcome: A set of actionable steps that can be implemented to achieve the strategic goals.

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4.5 Prioritize Actions and Resources

Time: 30 minutes

• Presenter: [Facilitator Name]
• Objective: To prioritize the action steps identified in the previous session and ensure that necessary resources are allocated effectively.
• Key Points:
  • Use a prioritization matrix or voting method to determine the most important action steps to take first.
  • Discuss the resources needed to carry out the actions (e.g., personnel, budget, technology, time).
  • Identify any potential barriers to execution and discuss ways to mitigate them.
  • Make decisions on where to allocate resources to ensure the most critical actions are addressed first.
  • Expected Outcome: A prioritized list of actions with a clear understanding of resource requirements.

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4.6 Define Metrics and Key Performance Indicators (KPIs)

Time: 30 minutes

• Presenter: [Facilitator Name] / [Monitoring & Evaluation Specialist]
• Objective: To define the metrics and KPIs that will measure the success of the strategic plan.
• Key Points:
  • Discuss the importance of tracking progress and measuring success.
  • Facilitate a group discussion on appropriate KPIs for each strategic goal.
  • Ensure that each KPI is specific, measurable, and aligned with the desired outcomes.
  • Agree on data collection methods, timelines, and accountability for tracking progress.
  • Expected Outcome: A clear set of KPIs and a measurement framework for monitoring the strategic plan’s success.

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4.7 Align Action Plans with Organizational Structure

Time: 20 minutes

• Presenter: [Facilitator Name]
• Objective: To ensure that the action plans and strategic goals are aligned with SayPro’s organizational structure, roles, and responsibilities.
• Key Points:
  • Review the roles and responsibilities of key stakeholders within SayPro and how they can contribute to executing the strategic plan.
  • Discuss any structural changes or adjustments that may be needed to better support the plan’s execution.
  • Ensure alignment between the action plans and the capabilities or capacity of different departments.
  • Expected Outcome: Clear understanding of who is responsible for each action item and how it fits within the broader organizational structure.

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4.8 Review and Finalize Strategic Plan

Time: 30 minutes

• Presenter: [Facilitator Name]
• Objective: To review and finalize the strategic plan, ensuring that all elements are cohesive, realistic, and actionable.
• Key Points:
  • Review the strategic goals, action plans, KPIs, and resource allocation to ensure alignment.
  • Address any remaining questions, concerns, or ambiguities.
  • Finalize the plan by confirming that all critical areas are covered and that there is consensus on the next steps.
  • Expected Outcome: A finalized strategic plan ready for implementation.

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4.9 Next Steps and Closing Remarks

Time: 15 minutes

• Presenter: [Facilitator Name]
• Objective: To outline the next steps and wrap up the session.
• Key Points:
  • Review any immediate next steps, deadlines, and responsibilities.
  • Discuss how the strategic plan will be communicated to the wider organization and tracked moving forward.
  • Thank participants for their contributions and commitment to the process.
  • Close the session with a final opportunity for questions or reflections.

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Conclusion of Section 4

By the end of Section 4, participants will have developed a comprehensive strategic plan with clear goals, actionable steps, allocated resources, and defined metrics. This plan will serve as the blueprint for SayPro’s future direction, ensuring alignment, accountability, and measurable progress toward achieving organizational objectives.