SayPro Conduct a brief walkthrough session on changes with SayPro staff via internal portal

Objective:
To conduct a brief walkthrough session explaining the updates and changes in the SayPro Policy Map (V4 – May 2025) with staff, using the SayPro Internal Portal. This session aims to ensure clarity on policy changes, provide instructions on how to navigate the updated map, and address any immediate questions or concerns.

Platform: SayPro Internal Portal (via MS Teams/Zoom integrated in the portal)
Session Date: 25 May 2025 (or as scheduled)
Session Duration: 30–45 minutes
Target Audience: All SayPro Staff
Facilitators: SayPro Strategic Planning Office Team

✅ Session Preparation

🔹 1. Set Up the Virtual Session

• Platform: MS Teams or Zoom embedded in SayPro Internal Portal
• Registration: Ensure that staff can RSVP for the session via the internal portal or through an email invite.
  • RSVP Deadline: 24 May 2025
• Session Links:
  • Create a direct link to the virtual meeting on the internal portal’s event page.
  • Provide the link in the email announcement to staff.
• Presentation Materials:
  • PowerPoint Slide Deck summarizing the policy changes and new features of the policy map (V4).
  • A live demonstration of navigating the policy map interface.
  • FAQs document to address common questions about the map’s use.

🔹 2. Announce the Walkthrough Session to Staff

Send a formal email announcement to staff to invite them to the walkthrough session, with the session link and registration details.

Sample Announcement Email:

Subject: Join Our Walkthrough: New SayPro Policy Map (V4) – May 2025

Dear SayPro Team,

We are pleased to announce that the new SayPro Policy Map (V4) is now live! To ensure that everyone is familiar with the updates and improvements, we will be hosting a brief walkthrough session.

Date: 25 May 2025
Time: [Insert Time]
Duration: 30–45 minutes

This session will cover:

• Key updates to the Policy Map
• New features and filtering options
• How to navigate and search for policies

🔗 Join the Session via SayPro Internal Portal: [Link to Session]

We encourage all staff to attend and get familiar with the updated policy map. If you have any questions in advance, please feel free to reach out.

Best regards,
The SayPro Strategic Planning Office

✅ Walkthrough Session Agenda

• How to access the map
• Key updates and new features (e.g., filtering, version control, new policies, etc.)
• How to search for policies and use categories/tags |
  | 20–35 mins | Q&A Session: Address questions and concerns raised by staff regarding the new map and any changes to policies. |
  | 35–40 mins | Closing Remarks: Recap key points and provide contact info for further support. |

🔹 3. Deliver the Walkthrough

• Introduction (5 minutes):
  Begin by introducing the session’s purpose and explaining why the Policy Map is being updated. Emphasize the importance of familiarizing with these changes to ensure compliance and operational efficiency.
• Live Demonstration (15 minutes):
  • Accessing the Policy Map: Show the staff how to log into the SayPro Internal Portal and navigate to the updated Policy Map (V4).
  • Key Features:
    • Highlight search functionality and filters (by department, policy status, change type, etc.)
    • Show how to view individual policy details (links to documents, policy history, etc.).
    • Demonstrate new additions, revisions, and retired policies in the map.
    • Walk through the version history feature to track changes over time.
• Q&A Session (15 minutes):
  Allow staff to ask questions about the new features or any concerns they may have regarding the updated map. This section will provide clarity on how to make the most out of the Policy Map’s new features.
• Closing Remarks (5 minutes):
  Summarize the session’s key points, encourage staff to reach out if they encounter difficulties, and ensure they know where to find the archived policies in case they need them. Reaffirm the contact details for any further queries.

🔹 4. Post-Session Follow-up

• Recording:
  • Record the session and make it available for replay on the internal portal for staff who could not attend.
  • Provide a direct link to the recording in the follow-up email.
• Feedback Form:
  • Send a post-session feedback form to gather input on how the session went and what additional support staff may need in relation to the Policy Map.

Feedback Form Link: [SurveyMonkey/Google Forms Link]

🔹 5. Archive the Session and Resources

• Upload all resources, including:
  • The recorded session (video format)
  • The PowerPoint slides from the walkthrough
  • The FAQs document

Location for Resources:

• Internal Portal > Knowledge Base > Policy Map Walkthrough Sessions > May 2025

📎 Supporting Materials and Resources

📌 Final Deliverables

• ✅ Walkthrough session held with full staff participation.
• 📹 Session recording available for replay.
• 📄 Session materials and feedback archived for future reference.
• 🗂️ Post-session feedback collected and reviewed for improvements