SayPro Coordinating with Trainers and Participants: Ensure that feedback is collected from all relevant participants, including those who have completed recent training programs or workshops.

SayPro Coordinating with Trainers and Participants

Objective:
To ensure comprehensive feedback collection by effectively coordinating with trainers and participants, particularly those who have completed recent training programs or workshops. This coordination guarantees that SayPro captures well-rounded insights for monitoring, evaluation, and program improvement.

Why Coordination is Critical

• Maximizes Response Rates: Clear communication and timely follow-up ensure more participants complete feedback tools.
• Ensures Completeness: Helps reach all relevant participants, including those in virtual, in-person, or blended sessions.
• Improves Feedback Quality: Trainers can encourage honest, thoughtful responses and help clarify survey questions.
• Aligns Timelines: Timely data collection ensures insights are still fresh and actionable.

Key Coordination Actions

1. Prepare Feedback Collection Plan

• Create a list of sessions conducted, including dates, trainers, and participant lists.
• Set a timeline for distributing and closing each feedback form (e.g., within 48 hours of session completion).

2. Engage Trainers

• Brief trainers on the importance of post-training feedback.
• Ask trainers to:
  • Introduce the feedback process during the session.
  • Remind participants to complete the form afterward.
  • Share direct survey links if needed.

3. Notify Participants

• Send personalized post-training messages (via email, SMS, or WhatsApp) with:
  • A thank-you note.
  • A link to the feedback survey.
  • An estimated time to complete (e.g., 5–7 minutes).
  • A deadline for submission.

4. Monitor Responses

• Use your survey tool dashboard (e.g., Google Forms, Microsoft Forms, SurveyMonkey) to track:
  • Number of responses vs. number of attendees.
  • Departmental or session-specific completion rates.
• Send reminder messages to those who haven’t responded within 2–3 days.

5. Document Participation

• Maintain a log that shows who feedback was requested from, and whether it was received.
• Share response rate summaries with internal teams for accountability.

Sample Coordination Timeline

Expected Outcomes

• High response rates from a diverse and complete participant pool.
• Improved data accuracy and representativeness.
• Stronger collaboration between trainers, facilitators, and the M&E team.
• Timely and actionable insights to guide training refinement.

Would you like a sample communication template (email or message) to send to trainers and participants for feedback coordination?