SayPro Coordinate feedback sessions with project leads via the SayPro system.

SayPro Coordination of Feedback Sessions with Project Leads

Managed by: SayPro Monitoring and Evaluation Office
Platform: SayPro Monitoring System (SMS)

Overview:

SayPro coordinates structured feedback sessions with project leads using the integrated SayPro system to support real-time reflection, continuous improvement, and strategic alignment across all programs and departments.

Purpose:

• To provide a formal platform for reviewing progress, addressing challenges, and capturing learning
• To strengthen communication between project teams and the Monitoring and Evaluation Office
• To ensure that feedback from the field is translated into actionable improvements and adaptive management

Process and Coordination:

1. Scheduling:
   • Feedback sessions are scheduled bi-weekly or monthly, depending on project size and phase.
   • Notifications and calendar invites are managed through the SayPro Monitoring System (SMS).
2. Data Preparation:
   • Project leads submit progress data, KPI updates, and team reflections in advance via the SayPro portal.
   • The M&E team prepares summary dashboards and prompts using GPT-generated insights and topic extraction.
3. Session Facilitation:
   • Conducted virtually or in-person via SayPro communication platforms
   • Led by M&E Officers with participation from project leads and relevant department heads
   • Guided discussions based on project performance, risk areas, and stakeholder feedback
4. Documentation and Follow-Up:
   • Key points, decisions, and action items are recorded directly into the SayPro system.
   • Follow-up tasks are assigned, tracked, and reviewed in the next session.

Benefits:

• Enhances accountability and responsiveness
• Fosters a culture of learning and collaboration
• Ensures project-level insights inform organizational strategy and reporting
• Improves data quality and reporting accuracy for SayPro SCLMR and QSRR reports