SayPro Human Capital Webinar Management Procedure SayProP544

Document Code: SayProP544
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 22 June 2025
Next Review Date: 22 December 2025

Policy Owner: SayPro Chief Development Officer, SayProCDR

1. Purpose
   This procedure provides a standardised framework for the planning, approval, execution, evaluation, and record-keeping of all SayPro webinars. It ensures that webinars reflect SayPro’s mission, comply with communication standards, and serve as high-quality tools for knowledge-sharing, stakeholder engagement, and Human Capital development.
2. Scope
   This procedure applies to:

• All SayPro Human Capital (staff, Officers, and facilitators) who host, coordinate, or participate in webinars
• SayPro departments, partners, affiliates, and Royal Divisions
• External audiences (students, clients, communities, and stakeholders) invited to SayPro webinars
• All webinar platforms (e.g. Zoom, Microsoft Teams, SayPro LMS, YouTube Live, etc.)

3. Objectives

• Promote consistent webinar quality and alignment with SayPro values and objectives
• Ensure effective planning, documentation, and performance tracking of webinars
• Provide guidance on webinar approval, branding, facilitation, and follow-up
• Protect the confidentiality, privacy, and intellectual property of SayPro and its stakeholders

4. Definitions

• Webinar: A live, online, virtual presentation or seminar hosted via a digital platform
• Host Officer: The SayPro Officer responsible for organising and leading a webinar
• Facilitator/Speaker: The person(s) delivering content or engaging the audience
• Technical Officer: Assigned Human Capital supporting platform setup and recording

5. Roles and Responsibilities

5.1 Chief Human Capital Officer (CHCO)

• Approves quarterly and annual webinar plans
• Oversees reporting and ensures webinars align with SayPro policy and strategy

5.2 Host Officer (Departmental/Project Level)

• Develops the webinar concept and submits the Webinar Proposal Form (SayProF544-01)
• Manages guest speakers, invitations, materials, and registration process

5.3 Technical Officer

• Ensures smooth setup and streaming
• Records the webinar and archives the footage to SayPro’s digital repository

5.4 Communications & Marketing Royal Officer

• Promotes the webinar on SayPro channels (social media, websites, newsletters)
• Designs promotional materials according to SayPro branding (See SayProP289)

5.5 Facilitator / Guest Speaker

• Delivers the content and engages participants
• Provides slides or materials in advance for review and clearance

6. Webinar Management Procedure

Step 1: Planning & Proposal Submission

• Host Officer drafts a webinar proposal using SayProF544-01 including:
  • Title & theme
  • Date & time
  • Objectives
  • Target audience
  • Speakers & platform
  • Technical needs
• Submit to the CHCO and Communications Team for approval

Step 2: Promotion & Registration

• Once approved, the Marketing Officer schedules posts and email invitations
• Registration link created via SayPro LMS or approved third-party platforms
• Participant list tracked using SayPro Webinar Attendance Sheet (SayProF544-02)

Step 3: Content Review & Technical Setup

• Slides and documents submitted 5 days before event
• Technical Officer tests platform setup and records rehearsal
• Webinar script, agenda, and questions prepared in SayPro Webinar Guide (SayProF544-03)

Step 4: Webinar Execution

• Technical Officer opens room 30 minutes before start
• Host Officer welcomes participants, explains etiquette
• Facilitator delivers presentation, Q&A follows
• Webinar is recorded (with prior consent) and saved

Step 5: Post-Webinar Activities

• Distribute recording and materials to registered attendees
• Participants complete Feedback Form (SayProF544-04)
• Host Officer compiles Event Report (SayProF544-05) and submits within 7 days

7. Quality Assurance & Branding

• All webinars must include SayPro logo, introduction slide, and closing remarks
• Recordings must be edited and watermarked before external distribution
• Inappropriate or unprofessional conduct will result in disciplinary procedures

8. Compliance & Confidentiality

• Webinars involving minors, protected data, or sensitive topics require CHCO and Legal Unit clearance
• Speakers must sign SayPro Content Release Agreement (SayProF544-06)
• Participant data must be protected in accordance with SayProP108 (Confidentiality Procedure)

9. Monitoring & Evaluation

• CHCO reviews webinar performance quarterly against KPIs:
  • Attendance rate
  • Engagement (Q&A, polls)
  • Feedback scores
  • Strategic relevance
• SayPro’s Governance Team audits webinar logs bi-annually

10. Forms and Templates

• SayPro Webinar Proposal Form – SayProF544-01
• SayPro Webinar Attendance Tracker – SayProF544-02
• SayPro Webinar Agenda & Guide Template – SayProF544-03
• SayPro Webinar Feedback Form – SayProF544-04
• SayPro Post-Webinar Report Template – SayProF544-05
• SayPro Content Release & Consent Form – SayProF544-06

11. FAQs

Q1: Can any SayPro Human Capital host a webinar?
A: Yes, if they follow this procedure and obtain CHCO approval.

Q2: Are SayPro webinars open to the public?
A: Yes, depending on content type. Some may be internal or restricted to specific audiences.

Q3: Can we charge a fee for webinars?
A: Only with prior written approval from the CEO and CHCO.

Q4: Who archives webinar recordings?
A: The Technical Officer stores recordings in SayPro’s central digital archive with access granted by the CHCO.

Approved By:
Neftaly Malatjie
Chief Executive Officer, SayPro