SayPro Communicate new role definitions and responsibilities across departments

Prepared by: SayPro Strategic Planning Office
Under Direction of: SayPro Operations Royalty
Reference: SCOR-1 | Role Alignment & Functional Clarity Initiative – May 2025
Date Issued: 13 May 2025
Audience: All SayPro Staff

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🔹 Purpose

To ensure all employees understand updated role definitions, responsibilities, and reporting structures following the May organizational alignment, enabling better collaboration, accountability, and strategic execution across all SayPro departments.

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✅ Communication Components

1. Role Definition Release

• Document Title: SayPro Q2 Role Definition Index
• Version: JRD-Q2-2025
• Details: Includes all updated job titles, core duties, direct reporting lines, and key performance expectations.
• Access:
  • 📁 SayPro SharePoint > HR & Roles > Job Descriptions
  • 🌐 Posted summary on en.saypro.online/staff-updates

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2. Departmental Briefings

• Department heads will brief their teams using a provided presentation deck summarizing:
  • New/changed roles in their unit
  • Adjusted supervision lines
  • Interfaces with other departments

Briefing Window: 14–17 May 2025
Tools Provided:

• Slide deck template from Strategic Planning Office
• FAQ on new roles and functional changes
• Staff sign-off sheet to confirm briefing completion

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3. Internal Email Announcement

Subject: 🧭 SayPro Staff Update: New Role Definitions Now Live
Sender: SayPro Strategic Planning Office
Date: 13 May 2025

Email Body:

Dear Colleagues,

As part of the May SCOR-1 strategic realignment, we are pleased to share the official Q2 Role Definition Index, which outlines updated job functions, responsibilities, and reporting structures across departments.

📘 Download Now: [Click here for the Role Definition Index – JRD-Q2-2025]

These changes are designed to enhance efficiency, accountability, and clarity as we move into a performance-focused second quarter. All staff are required to:

✅ Review their updated role definition
✅ Attend their department’s scheduled briefing
✅ Contact their line manager or HR with any questions

We appreciate your adaptability and ongoing commitment to our shared goals.

— Strategic Planning Office
📧 strategy@saypro.org

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4. Q&A and Feedback Mechanism

• Platform: Internal SayPro Communications Portal
• Thread Title: “🔍 Understanding Your Updated Role – May 2025 Q&A”
• Staff can post questions, request clarifications, or suggest refinements
• Responses managed by HR and department leads

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5. HR Follow-Up

• Updated job descriptions will be:
  • Integrated into staff files
  • Used for mid-year performance planning
  • Included in all new onboarding packs (starting June 2025)