SayPro hold a review meeting to discuss findings and strategy adjustments.

SayPro Review Meeting: Discuss Findings and Strategy Adjustments

1. Purpose

To present and critically review recent monitoring and evaluation findings, discuss their implications, and agree on necessary strategy adjustments for ongoing projects.

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2. Meeting Objectives

• Share and clarify key insights from the latest data analysis.
• Discuss challenges and successes highlighted by monitoring results.
• Collaboratively develop strategy modifications to improve program outcomes.
• Assign responsibilities and timelines for implementing agreed changes.

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3. Participants

• SayPro Monitoring & Evaluation Team
• Program Managers
• Strategy Team Members
• Regional Coordinators
• Reporting Officers
• IT Support (if needed)
• Other relevant stakeholders

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4. Pre-Meeting Preparation

• Distribute summary reports and key visualizations at least 3 days prior.
• Prepare an agenda highlighting key discussion points.
• Identify specific decisions needed during the meeting.

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5. Sample Meeting Agenda

Time	Agenda Item	Lead	Description
0–10 min	Welcome & Objectives	Facilitator	Opening remarks and meeting goals overview.
10–30 min	Presentation of Findings	M&E Officer	Detailed walkthrough of key data insights and trends.
30–60 min	Group Discussion	All	Open floor discussion on implications, challenges, and opportunities.
60–80 min	Strategy Adjustments	Strategy Lead	Propose and debate potential modifications to programs.
80–95 min	Action Planning	Facilitator	Define next steps, assign tasks, set deadlines.
95–100 min	Closing Remarks	Facilitator	Summarize decisions and confirm follow-up meeting dates.

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6. Key Discussion Points

• What are the major successes and areas for improvement?
• How do findings vary across regions or target groups?
• What are the root causes of identified challenges?
• Which strategic changes are feasible and impactful?
• How to monitor the implementation of these adjustments?

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7. Post-Meeting Follow-Up

• Prepare and circulate detailed meeting minutes promptly.
• Update strategic and action plans reflecting decisions made.
• Communicate key changes to all relevant teams and partners.
• Schedule subsequent monitoring checkpoints to assess impact.