Version: 1.0
Effective Date: January 1, 2025
Approved by: SayPro Policy Office
Department: SayPro Operations Royalty

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1. Purpose

The purpose of this policy is to outline the process for engaging stakeholders following the dissemination of policy updates and to evaluate their understanding and preparedness in implementing the changes. This includes organizing feedback sessions or webinars to allow stakeholders to ask questions, discuss the updates, and provide input. Furthermore, this policy defines how the preparedness of departments will be assessed to ensure successful implementation of the updated policies.

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2. Scope

This policy applies to:

• SayPro Policy Office: Responsible for organizing and coordinating the feedback sessions and webinars.
• Internal Stakeholders: Employees, department heads, leadership teams within SayPro who are impacted by the policy updates.
• External Stakeholders: External partners, clients, vendors, and other relevant external parties who need to be aware of policy updates.
• HR and Communications Teams: Supporting roles in organizing, facilitating, and documenting engagement sessions.

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3. Policy Overview

This policy establishes the guidelines for organizing engagement activities to ensure that stakeholders have the opportunity to discuss policy updates. Additionally, the policy ensures that departments are fully prepared to implement the changes introduced by the updates, and it outlines how feedback will be collected and used to improve future policy updates and implementation.

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4. Key Objectives

• Stakeholder Engagement: Provide a platform for stakeholders to engage in open dialogue, ask questions, and offer feedback on policy updates.
• Understanding Evaluation: Evaluate the understanding and readiness of departments to implement the policy changes.
• Feedback Integration: Gather valuable feedback from stakeholders to improve future policy updates and implementation processes.
• Effective Communication: Ensure all stakeholders are clear on the updates and know how to implement them.

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5. Procedure for Hosting Engagement Sessions

5.1 Feedback Session or Webinar Organization

• Purpose: The feedback session or webinar will serve as a forum for stakeholders to:
  • Discuss the recent policy updates.
  • Ask questions to clarify any uncertainties.
  • Provide input on the policy updates and their implications for SayPro.
• Format:
  • A presentation will be delivered by the SayPro Policy Office or a designated subject matter expert, outlining the key policy changes and their expected impacts.
  • A Q&A session will follow, allowing stakeholders to ask questions, raise concerns, and provide feedback.
  • The session may also include polls or surveys to gauge stakeholders’ understanding of the policy updates and collect additional feedback.
• Platform: The session will be held on a virtual platform (e.g., Zoom, Microsoft Teams) to facilitate remote participation. For internal stakeholders, the session may also be recorded and made available on the SayPro intranet for those unable to attend live.

5.2 Key Considerations

• Timing: The feedback session or webinar should take place within one week of policy updates being disseminated to allow stakeholders enough time to review the updates and prepare questions or comments.
• Target Audience: Internal and external stakeholders impacted by the policy updates will be invited. These may include:
  • Employees: All departments, with a focus on those directly impacted by the policy updates.
  • Department Heads and Leadership: To ensure alignment and understanding at the senior level.
  • External Partners and Clients: If the policy updates affect operations or interactions with external parties.
• Facilitation: A moderator will be assigned to facilitate the session, ensuring that all questions are addressed, and the session remains organized.

5.3 Follow-up Communication

• After the session, follow-up emails will be sent to all participants, including:
  • A summary of the key discussion points from the session.
  • Answers to frequently asked questions that arose during the webinar.
  • Links to resources (e.g., recorded session, additional reading material) for those who missed the session or need clarification.

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6. Evaluation of Department Understanding and Preparedness

6.1 Departmental Readiness Assessment

• Pre-session Survey: Before the engagement session, a survey will be distributed to department heads and team leaders to assess their department’s current understanding of the policy updates and their preparedness for implementation.
  • The survey will include questions such as:
    • Are you clear on the key changes in the policy?
    • Do you foresee any challenges in implementing these changes within your team?
    • What resources or support do you need to ensure smooth implementation?
• Post-session Evaluation: After the engagement session, a follow-up survey will be distributed to assess the effectiveness of the communication:
  • Did the session clarify any uncertainties regarding the updates?
  • Do you feel confident about your department’s ability to implement the policy changes?
  • What additional support, training, or resources would help your team?
• One-on-One Discussions: Department heads or team leaders may also be asked to engage in one-on-one discussions with the SayPro Policy Office to discuss specific departmental concerns, challenges, and readiness.

6.2 Readiness Indicators

• Implementation Plans: Departments will be asked to submit an implementation plan within one week of the webinar, outlining how they intend to apply the policy changes and ensure compliance.
  • The plan will include:
    • Action steps each department will take to implement the changes.
    • Timeline for completion.
    • Resources needed (e.g., training materials, tools, additional personnel).
• Training Needs: If gaps in understanding or preparedness are identified, the HR or Training Team will organize targeted training sessions to ensure all departments are equipped with the necessary knowledge and skills to implement the changes effectively.

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7. Feedback Integration and Continuous Improvement

7.1 Feedback Collection and Analysis

• Survey Results: All feedback collected through surveys, webinars, and follow-up communications will be compiled and analyzed.
  • Key themes, concerns, and suggestions will be identified.
  • Any recurring questions or feedback points will be addressed in additional FAQs or follow-up communications.
• Actionable Insights: The feedback will be used to inform the following:
  • Refining the Policy Update: If the feedback suggests the need for further clarification or adjustments to the policy, the SayPro Policy Office will consider issuing revised guidance or clarifications.
  • Improving Future Engagements: The insights from the engagement sessions will help improve the structure, format, and content of future webinars and feedback sessions.

7.2 Reporting

• A comprehensive engagement report will be created after each feedback session, summarizing:
  • The level of understanding across departments.
  • Key feedback or suggestions from stakeholders.
  • Actions taken to address feedback and ensure successful policy implementation.

The report will be shared with upper management and used to ensure continuous improvement in SayPro’s policy communication and implementation processes.

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8. Roles and Responsibilities

8.1 SayPro Policy Office

• Organize, coordinate, and facilitate the feedback sessions or webinars.
• Evaluate stakeholder understanding and preparedness for policy implementation.
• Analyze feedback and report key findings to senior management.

8.2 HR and Communications Teams

• Support the logistics of organizing the feedback sessions (e.g., scheduling, platform setup, participant invitations).
• Assist with collecting feedback and evaluating the department’s readiness to implement the changes.

8.3 Department Heads and Team Leaders

• Ensure departmental participation in feedback sessions and webinars.
• Facilitate internal discussions to evaluate and prepare for policy updates.
• Submit implementation plans and ensure that departments are ready for change.

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9. Timing and Frequency

• Initial Feedback Session: Held within one week of policy updates being disseminated.
• Post-Session Surveys: Distributed immediately after the feedback session to gauge understanding and preparedness.
• Departmental Implementation Plans: Due within one week of the session to assess readiness.
• Follow-Up Review: A follow-up assessment will be conducted within one month to ensure that policy updates have been implemented effectively.

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10. Conclusion

The SayPro Engagement and Feedback policy aims to provide stakeholders with a platform to discuss, question, and provide feedback on policy updates. Through targeted feedback sessions, surveys, and evaluations of departmental readiness, SayPro ensures that all employees and external stakeholders understand and are fully prepared to implement the changes. Continuous feedback integration allows for the refinement of policies and implementation strategies, fostering a culture of collaboration and continuous improvement.

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Approved by:
SayPro Policy Office
SayPro Operations Royalty