Author: Clifford Lesiba Legodi

SayPro Submission of Communication Reports and Improvement Recommendations

Purpose-built for transparency, learning, and communication excellence

🎯 Objective

To ensure that communication practices across all departments are:

• Monitored and evaluated regularly
• Improved through actionable feedback
• Aligned with SayPro’s strategic direction

Departments are required to submit reports that reflect both communication outcomes and proposed improvements, helping SayPro adapt its internal messaging, tools, and delivery channels effectively.

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🗂️ Components of a Communication Report Submission

Section	Details Required
Summary of Communication Activities	Channels used (briefings, emails, video, etc.), content themes, frequency
Target Audience Reach	Number and profile of staff/stakeholders reached
Engagement Metrics	Attendance rates, click-throughs, video views, feedback scores
Challenges Encountered	Technical issues, comprehension gaps, low engagement areas
Improvement Recommendations	Based on evidence and staff feedback (e.g., format changes, frequency tweaks)
Lessons Learned	What worked, what didn’t, and what should be scaled or dropped

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📤 Submission Process

Step	Action
1. Complete the Template	Download and fill in the “SayPro Communication Report Template” (Word or Excel)
2. Upload to Portal	Go to SayPro Strategy Dashboard → Comms Submissions
3. Tag Responsible Focal Point	Identify who led the communication activities
4. Confirm Submission	Submit and receive automated confirmation email

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📆 Submission Frequency

Report Type	Submission Deadline
Monthly Communication Report	Last Friday of each month
Quarterly Recommendations Summary	Within 10 days after quarter-end (e.g., Q2 by July 10)

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👥 Who Must Submit

Required Submitters	Recommended Contributors
All Department Communication Focal Points	Strategy Champions, M&E Officers, Admin Leads

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📈 How Reports Are Used

Submitted reports are reviewed by the Strategic Planning Office to:

• Update SayPro Communication KPIs and strategic dashboards
• Inform organizational-wide communication adjustments
• Integrate top recommendations into briefing packs, toolkits, and sessions
• Recognize departments that demonstrate communication innovation and alignment

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🧰 Tools & Resources Provided

• SayPro Communication Report Template (MS Word & Excel)
• Submission Walkthrough Video on the intranet
• Monthly Peer-Learning Sessions to share effective communication strategies
• Automated Feedback Summary after submission review

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📬 For Assistance

• Contact: communications@saypro.online
• Helpdesk: +27 800 123 SAY
• Knowledge Base: SayPro Intranet → Knowledge Center → Communication Tools

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Would you like:

• A ready-to-use communication report template?
• A dashboard visual summarizing your unit’s engagement?
• Help drafting improvement recommendations based on recent feedback?

SayPro Engagement Tracker

Monitoring Awareness & Strategic Alignment Across the Organization

🎯 Purpose

To continuously track:

• Staff awareness of SayPro’s strategic priorities
• Alignment of departmental actions with quarterly goals
• Engagement trends to inform adjustments in communication and planning

The Engagement Tracker allows for real-time visibility into how well strategy is cascading and being internalized throughout SayPro.

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🔍 What the Engagement Tracker Monitors

Focus Area	Indicators Tracked
Awareness	% of staff who can correctly identify current strategic priorities
Alignment	% of departments reporting actions tied to quarterly goals
Engagement	Staff participation in briefings, surveys, and Q&A sessions
Communication Access	Rate of intranet/media access to bulletins, videos, and infographics
Understanding & Recall	Self-reported confidence in explaining SayPro’s strategy

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🗂️ Data Sources Integrated into the Tracker

Tool	Type of Data Captured
Pulse Surveys	Weekly awareness and sentiment check-ins
“Ask SayPro Strategy” Forms	Live and post-event feedback
Intranet Analytics	Views, downloads, video engagement
Cascade Briefing Logs	Department-level participation and topic retention
Quarterly Alignment Reports	Department submissions mapped against strategic goals

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⚙️ Tracker Process Flow

Stage	Action
Data Collection	Inputs aggregated automatically from integrated tools
Weekly Sync	Tracker dashboard updated every Friday
Analysis	Strategic Office reviews trends, gaps, and anomalies
Reporting	Monthly engagement summaries + red flags shared with Leadership & HR
Feedback Loop	Adjustments made to communication and training efforts accordingly

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📈 Sample Engagement Tracker Dashboard Metrics

Metric	Q2 Target	Current (Week 2 May)
Strategy Awareness (All Staff)	≥ 85%	78%
Department Alignment to Q2 Goals	100%	92%
Intranet Bulletin Engagement Rate	≥ 75%	83%
Participation in Strategy Briefings	≥ 90%	88%
Recall Accuracy (via surveys)	≥ 80%	74%

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🧍 Key Roles & Responsibilities

Team/Unit	Role in Tracker Process
Strategic Planning Office	Oversees tracker design, analytics, reporting
M&E and Communications Teams	Provide content metrics, feedback patterns
Department Strategy Focal Points	Submit briefing logs and awareness data
ICT Unit	Maintains dashboard functionality and access

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📌 Actions Based on Engagement Insights

• Targeted coaching offered to departments with low alignment scores
• Follow-up communications tailored to awareness gaps
• Refresher modules added in cascade briefings
• Staff recognition for units demonstrating top-tier strategic alignment

Capturing and Reporting Staff Feedback

via SayPro’s Digital Survey Forms

🎯 Purpose

To systematically collect, analyze, and respond to feedback from SayPro staff on strategy-related initiatives, operational effectiveness, internal communications, and change processes.

This feedback loop enables:

• Real-time insights for decision-makers
• Continuous improvement of strategic communication
• Inclusive, data-driven organizational adaptation

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📲 Digital Survey Tools Used

Platform	Use Case
SayPro Pulse Survey Form	Weekly short-form strategy awareness checks
Quarterly Feedback Form	In-depth evaluation of strategic rollout impact
Live Session Forms	Immediate feedback after “Ask SayPro Strategy” sessions
Departmental Check-In Forms	Monthly input on departmental goal alignment and staff experience

All forms are hosted on the SayPro Digital Feedback Portal, mobile-friendly and accessible via desktop.

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📅 Feedback Collection Workflow

Step	Activity	Timeline
Survey Creation	Strategic Planning & M&E teams design or update forms	Weekly / Quarterly
Distribution	Links shared via intranet, WhatsApp, email, and briefing sessions	Mondays (weekly)
Response Period	Open for 48–72 hours (pulse) or up to 10 days (quarterly forms)	Weekly / Quarterly
Data Analysis	Responses auto-aggregated and analyzed via dashboard	Within 3–5 working days
Reporting	Summary report submitted to leadership + departments	End of each survey week
Follow-Up Actions	Specific issues assigned to departments or escalated if systemic	Ongoing

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📊 Feedback Report Contents

Each staff feedback report includes:

• Participation Rate (per team/region)
• Strategy Awareness Scores
• Engagement Sentiment (quantitative and qualitative)
• Top 5 Staff-Identified Challenges
• Recommended Improvements / Responses
• Tracker of Resolved Issues from Previous Surveys

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✅ Metrics Monitored

Indicator	Target
Weekly Pulse Survey Response Rate	≥ 70% of all active staff
Quarterly Strategic Feedback Coverage	100% of departments represented
Satisfaction with Feedback Process	≥ 85% “Satisfied or Very Satisfied”
Issue-to-Action Closure Rate	≥ 90% of feedback addressed or responded to

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🧍 Responsible Units

Team	Responsibility
Strategic Planning Office	Overall coordination and reporting
M&E Unit	Form design, data validation, and analysis
HR & Wellness Office	Integrates feedback into staff well-being planning

Ask SayPro Strategy” Sessions

Live + Recorded Engagement Forums on Strategic Direction

🎯 Purpose

To provide interactive, transparent, and accessible platforms where staff, partners, and stakeholders can ask questions and receive clarity on SayPro’s strategic goals, organizational changes, and implementation progress.

This initiative reinforces internal alignment and enhances stakeholder trust by promoting two-way communication about SayPro’s strategy.

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🗓️ Session Structure & Frequency

Format	Frequency	Duration	Delivery Method
Live Webinar	Biweekly (Fridays)	60 minutes	Zoom + YouTube Livestream
Recorded Q&A	Monthly	15–20 minutes	Pre-recorded with subtitles
Field Q&A Clips	Quarterly	5–7 minutes	Submitted by field teams (video/audio)

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📄 Agenda Format for Live Sessions

Segment	Time Allocation	Description
Welcome + Strategic Overview	10 mins	Quick recap of key priorities and new updates
Themed Deep Dive (rotating topic)	15 mins	E.g. Risk alignment, Performance Targets, Partnerships
Audience Q&A (Live)	25 mins	Staff/stakeholders ask questions in real time
Quick Poll + Feedback Loop	5 mins	Collect real-time insights
Closing Remarks	5 mins	Summary and next steps

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🎬 Production & Distribution

Component	Lead Team	Platform
Event Moderation	Strategy Communications Officer	Zoom / Livestream Host
Video Editing + Subtitles	Multimedia Team (SayPro Design Unit)	YouTube, Intranet Media Hub
Analytics & Feedback	M&E and Planning Office	Survey + Strategy Dashboard
Field Questions Collection	Regional Coordinators + M&E Officers	WhatsApp / Email Submission

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🔊 Promotion Channels

• Intranet Banner Notices
• Weekly Strategy Cascade Briefing Slides
• Staff WhatsApp Group Announcements
• SayPro Quarterly Stakeholder Email Update
• Event Calendar Integration via SayPro Portal

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📈 Monitoring & KPIs

Engagement Metric	Target (Per Session)
Live Attendance	150+ staff and partners
Post-Recording Views	500+ views within first week
Question Submission Rate	≥ 30 per session
Feedback Satisfaction Score	≥ 85% “Helpful/Very Helpful” rating
Repeat Engagement (returning users)	≥ 60%

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👥 Sample Session Themes

• “Demystifying Q2 Strategy: What It Means for My Team”
• “Risk & Reality: Linking Risk Scores to Action”
• “Ask Anything: Strategy, Partnerships, and Operations”
• “How Does My Work Align with SayPro’s Impact Goals?”

🎬 SayPro Infographics & Animated Videos: Q2 Strategic Goals Communication

🎯 Objective

To make SayPro’s Q2 goals easily understandable and engaging for internal staff, stakeholders, and community partners through visual content, including infographics and short animated videos. This initiative enhances organizational transparency, internal alignment, and stakeholder trust.

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📁 Content Overview

1. Infographics

Designed for static viewing across newsletters, dashboards, and print.

Title	Key Content
“Q2 at a Glance”	Overview of SayPro’s corporate and programmatic priorities
“Top 5 Q2 Deliverables by Department”	Visuals showing outputs for Operations, M&E, Finance, Partnerships, Strategy
“Risk & Resilience Map”	Depicts SayPro’s high-priority risks and mitigation zones
“Q2 KPI Performance Targets”	Illustrates core performance goals by result area

2. Animated Explainer Videos

Produced in both English and isiZulu with voiceovers and subtitles.

Video	Duration	Content Summary
“What’s New in Q2?”	2 minutes	Introduces Q2 themes and organization-wide goals
“Departmental Impact Stories”	3 minutes	Visual narrative from field teams in education and youth programs
“SayPro Strategy in Action”	1.5 minutes	Illustrates how strategy connects to daily operations and beneficiaries

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🌍 Publication Channels

Platform	Audience	Status
SayPro Intranet (Dashboard)	Internal staff	✅ Published
SayPro Website (Public)	Donors, partners, public	✅ Published
WhatsApp Broadcast Groups	Field staff	✅ Shared
Email Newsletter	Board, stakeholders	✅ Distributed
YouTube / Vimeo	Public engagement	✅ Released
Community Access Points	Local stakeholders	🕓 Printing underway

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📈 Monitoring & Feedback Plan

Engagement Metric	Target
Video View Count (YouTube)	3,000 views in first month
Intranet Infographic Downloads	80% of departments engage weekly
Staff Recall Rate (Pulse Survey)	≥ 85% can identify Q2 priorities
Stakeholder Feedback	Collected via quarterly survey

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👥 Responsible Team Members

Function	Person/Unit
Visual Content Design	SayPro Creative & Design Unit
Voiceover & Translation	Communications and Language Services
Strategy Validation	Strategic Planning Office
Technical Upload & Analytics	ICT / Web Team
Monitoring & Reporting	M&E Unit + Strategy Communications Officer

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🧩 Supporting Integration

• Infographics are also embedded into:
  • Weekly Strategy Cascade Briefings
  • Monthly Q2 Risk Bulletins
  • Departmental planning templates

Purpose

To ensure that SayPro’s strategic goals, priorities, risk mitigation plans, and operational directives are consistently cascaded from the executive level down to all departmental teams through structured weekly briefings.

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🗓️ Weekly Briefing Structure

Day	Activity
Monday AM	Strategic Planning Office releases the Weekly Briefing Pack
Monday PM – Wednesday	Departmental heads hold internal cascade briefings
Thursday	Department feedback forms submitted via SayPro Strategy Dashboard
Friday	Strategic Office compiles a Weekly Cascade Summary Report

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📁 Contents of the Weekly Briefing Pack

Each pack includes the following elements:

Section	Details
Strategic Highlights	Key updates from executive and board-level strategy decisions
Departmental Priorities	Specific short-term focuses for each department
Risk & Mitigation Focus	Top priority risks and weekly updates on mitigation progress
Performance Snapshots	Updates on KPIs, milestones, and upcoming deliverables
Cross-Cutting Themes	Gender, youth, innovation, localization, and sustainability focus items
Urgent Strategic Notices	Rapid response directives or escalated issues requiring immediate attention

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👥 Roles & Responsibilities

Role	Responsibility
Strategic Planning Office	Drafts and disseminates weekly briefing content
Department Heads	Deliver briefings to unit staff and gather feedback
Risk and Performance Focal Points	Track strategy-related risks and KPIs from their units
Communications Lead	Ensures clear and standardized messaging in all briefing documents

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📈 Monitoring & Evaluation

Metric	Target
Briefing Compliance Rate	95% of departments conduct weekly sessions
Staff Awareness (Pulse Survey)	≥ 85% staff can identify weekly strategic theme
Feedback Submission Rate	90% of units submit weekly feedback forms
Issue Escalation Resolution	100% of flagged issues logged and responded to within 72 hrs

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💼 Implementation Tools

• SayPro Strategy Dashboard: Access and submit briefing materials, updates, and feedback
• Weekly Cascade Calendar: Sent every Friday for scheduling internal department sessions
• Briefing Templates: Standard PowerPoint, PDF, and summary memo formats provided

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🛠️ Support & Capacity Building

• Monthly Coaching for Departmental Briefing Leads
• Quarterly Review of Briefing Effectiveness
• Template refresh and localization support for regional teams

nitiative Overview

Objective:
To ensure that SayPro’s strategic goals, updates, and initiatives for Q2 are clearly communicated and accessible across the organization via the SayPro Strategy Dashboard. This is aligned with the directive from SayPro Monthly Communicate Strategy—a key pillar of the April SCOR-1 Monthly Report—designed to support organizational alignment, transparency, and performance accountability.

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📁 Strategic Bulletin Contents for Q2

The Strategic Planning Office prepared the following content segments for upload:

Section	Description
Q2 Strategic Priorities Overview	Summary of updated corporate and programmatic priorities for the quarter
Departmental Action Highlights	Key deliverables from Operations, M&E, Finance, Partnerships, and HR
Risk Alignment Brief	Top 5 high-priority risks and corresponding strategic response plans
Performance Target Snapshot	A condensed version of key performance indicators and Q2 targets
Cross-Cutting Themes	Highlights on gender, innovation, youth empowerment, and localization efforts
Messages from Executive Office	Quarterly video and written updates from the CEO and Strategic Leadership Team

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🛠️ Upload Process to SayPro Strategy Dashboard

Step	Action Taken
1. Document Preparation	Bulletins compiled in PDF, web-optimized images, and HTML formats
2. Pre-Approval Review	Reviewed by Strategy Communication Unit and signed off by Head of Planning
3. Portal Access	Logged in to SayPro Strategy Dashboard
4. Upload & Categorization	Uploaded each bulletin under “Q2 Strategy” tab, tagged by department & theme
5. Internal Notification Issued	Email + intranet push notification sent to all departments on bulletin release

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👥 Responsible Units and Roles

Unit/Role	Responsibility
Strategic Communications Officer	Content formatting and visual design
Risk Analyst – Strategy	Risk alignment summary and commentary
Performance Officer (M&E)	KPI summary compilation
Head: Strategic Planning Office	Final approval and quality assurance
IT Systems Admin – Dashboard	Technical upload, tagging, and access management

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📈 Visibility and Monitoring

• Access Levels: Bulletins made visible to all staff via role-based login
• Analytics: Engagement tracked via dashboard (views, downloads, feedback)
• Review Date: Bulletins reviewed mid-quarter (June 15) for updates or addenda
• Next Upload: Scheduled for Q3 release by July 5, 2025

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✅ Compliance with SayPro Monthly Communicate Strategy

This action directly supports the April SCOR-1 mandate to:

• Ensure strategic visibility across all SayPro units
• Enable shared understanding of goals, progress, and risks
• Enhance operational alignment and responsiveness through real-time updates

Report Number: SayProF535-01

Date: 14/05/2025

Employee Name: Clifford LEGODI

Department/Team: SayPro Operations  Royalty

Supervisor: Royal Committee

Tasks Completed

1. Completed 3 events
2. SayPro Clifford Legodi submission of SayPro Monthly April SCOR-1 SayPro Quarterly Performance Plan and Monitoring: by SayPro Strategic Planning Office under SayPro Operations Royalty on 2025-04-21 @ 09:00 (SAST) to 2025-04-21 @ 16:30 (SAST) – https://staff.saypro.online/saypro-clifford-legodi-submission-of-saypro-monthly-april-scor-1-saypro-quarterly-performance-plan-and-monitoring-by-saypro-strategic-planning-office-under-saypro-operations-royalty-on-2025-04-2/
3. SayPro Clifford Legodi submission of SayPro Monthly April SCOR-1 SayPro Monthly Communicate Updates: Inform stakeholders of any updates to the marketing office structure by SayPro Strategic Planning Office under SayPro Operations Royalty on 2025-04-22 @ 10:00 (SAST) to 2025-04-22 @ 16:00 (SAST) – https://staff.saypro.online/wp-admin/post.php?post=67674&action=edit
4. SayPro Clifford Legodi submission of SayPro Monthly April SCOR-1 SayPro Monthly Communicate Updates: Notify stakeholders of changes to the strategic Partnerships office structure by SayPro Strategic Planning Office under SayPro Operations Royalty on 2025-04-24 @ 10:00 (SAST) to
5. 2025-04-24 @ 16:00 (SAST) – https://staff.saypro.online/saypro-clifford-legodi-submission-of-saypro-monthly-april-scor-1-saypro-monthly-communicate-updates-notify-stakeholders-of-changes-to-the-strategic-partnerships-office-structure-by-saypro-strategic-p/

• Attended: M&E handover, Strategic partnerships handover, and Development Royalty.
• M&E Daily Report  – https://staff.saypro.online/wp-admin/post.php?post=67441&action=edit
• Development Request to adjust Kindom – https://en.saypro.online/activity-2/?status/30-30-1747296954/
• Strategic Partnership – https://en.saypro.online/activity-2/?status/1853-1853-1747221449/#comment.321007.4191489.4191489
• Feedback from Social Worker Meeting – https://charity.saypro.online/saypro-feedback-report-meeting-with-thabo-moshatane/
•  Researched on an Online platform for Sporting Unity
• Amended Social Worker Policy – https://staff.saypro.online/saypro-policies/saypro-policies-501-550/saypro-human-capital-social-worker-management-procedure-sayprop528/

Tasks In Progress

1. SayPro Events
2. Events Management
3. Attending meetings 
4. Searching for more venues

Challenges Encountered

Challenge 1: Back to back meetings affecting progress

Planned Tasks for Tomorrow

Task 1: Working on Operations Events and contact the team for review and updates

Task 2: Develop Articles for Sporting Unity

Task 3: Work on Events

Task 4: Review Submitted Reports

General Comments / Observations

 Overall I am happy, I realize there is a lot of room for improvement.

Employee Signature:

Date: 14/05/2025

To the CEO of SayPro Neftaly Malatjie, the Chief Executive Officer of SayPro Mr. Mputla, all Royal Committee Members/all SayPro Chief Royal Members

Kgotso a ebe le lena

Please receive the submission of my work

Reference Link – https://en.saypro.online/event/saypro-monthly-april-scor-1-saypro-quarterly-enterprise-risk-management-plan-and-monitoring-by-saypro-strategic-planning-office-under-saypro-operations-royalty-2/

SayPro Identify and classify department-specific risks – https://staff.saypro.online/saypro-identify-and-classify-department-specific-risks/

SayPro Update mitigation strategies and log responsible persons – https://staff.saypro.online/saypro-update-mitigation-strategies-and-log-responsible-persons/

SayPro Submit new risks via SayPro’s Risk Portal – https://staff.saypro.online/saypro-submit-new-risks-via-saypros-risk-portal/

SayPro Participate in SayPro’s Risk Review Workshops (monthly) – https://staff.saypro.online/saypro-participate-in-saypros-risk-review-workshops-monthly/

SayPro Review flagged risks from SayPro’s audit and evaluation team – https://staff.saypro.online/saypro-review-flagged-risks-from-saypros-audit-and-evaluation-team/

SayPro Monitor and report on high-priority risks weekly – https://staff.saypro.online/saypro-monitor-and-report-on-high-priority-risks-weekly/

SayPro Upload supporting evidence of mitigation progress –https://staff.saypro.online/saypro-upload-supporting-evidence-of-mitigation-progress/

Clifford Legodi | COO| SayPro

To ensure transparency and accountability in risk management, SayPro requires all departments to upload supporting evidence of mitigation progress through the SayPro Risk Portal, managed by the Strategic Planning Office under SayPro Operations Royalty. This evidence supports the ongoing monitoring of high and medium-priority risks, ensuring that mitigation actions are not only planned but executed.

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How to Upload Supporting Evidence of Mitigation Progress

🔗 Step 1: Access the SayPro Risk Portal

• Visit: https://portal.saypro.online (internal access only)
• Login with your SayPro staff credentials

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Step 2: Locate the Risk Entry

• Navigate to “Risk Register”
• Use filters to find your department or search by Risk ID
• Click on the specific risk entry you’re updating

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Step 3: Upload Supporting Documents

In the risk detail view:

1. Click “Upload Evidence” or “Attach Supporting Document”
2. Choose one or more file types:
   • PDF (e.g., signed reports, checklists)
   • Excel (e.g., mitigation tracker logs)
   • Word Docs (e.g., evaluation reports)
   • Images (e.g., field evidence, stakeholder photos)
   • Screenshots (e.g., dashboards, system updates)
3. Add a short description of the document Example: “Q2 Mitigation Action Log – Finance Risk #104”
4. Select date of action and staff responsible
5. Click Submit

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Step 4: Verification & Logging

• The Strategic Planning Office – Risk Unit will verify the uploaded content
• Verified evidence will be logged into the Mitigation Progress Tracker
• Evidence is time-stamped and version-controlled for audit traceability

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Examples of Acceptable Evidence

Evidence Type	Used For
Signed meeting minutes	Stakeholder alignment, compliance with deadlines
Completed checklists	Monitoring & Evaluation process verification
Training attendance registers	Capacity-building risk mitigation
Procurement records	Operational or financial risk resolution
Screenshots of system updates	IT or data risk mitigation evidence

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Responsible Roles

Position	Role in Upload Process
Department Risk Champions	Upload and tag department-specific documents
Project Managers	Provide field-level mitigation evidence
Risk Data Coordinator (ERM)	Review, validate, and archive evidence

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Upload Deadlines

• Weekly for high-priority risks
• Monthly for medium-priority risks
• Before SCOR-1 report deadlines for consolidated risk reviews

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Need Help?

• Contact: erm_support@saypro.online
• Helpdesk Line: +27 800 123 SAY
• Resources: SayPro Risk Upload User Manual (available on the Portal)