SayPro IDENTIFICATION

Step 1: Define Stakeholder Categories

Categorize stakeholders relevant to SayPro’s strategic themes:

• Government and Policy (Education Dept, Labour, ICT, etc.)
• Private Sector (Tech companies, employers, training providers)
• Civil Society (NPOs, advocacy groups, community orgs)
• Academia (Universities, TVET colleges, researchers)
• Youth & Learners (Student unions, alumni groups)
• International Partners (Donors, networks, UN bodies)

📋 Step 2: Build a Stakeholder Database

Use an Excel/CRM file or SayPro internal directory to log:

• Full Name
• Organization & Role
• Sector & Region
• Email & Phone
• Previous SayPro engagement
• Priority Level (High/Medium/Low)

Optional: Add a column for LinkedIn URL and interview theme relevance.

✅ PHASE 2: CONTACTING

✉️ Step 3: Outreach Communication

Craft a standard invitation email. Here’s a template:

Subject: Invitation: Participate in SayPro Stakeholder Research Interview

Dear [Name],

I’m reaching out on behalf of SayPro’s Monthly SCRR-10 Initiative, focused on gathering strategic insights from stakeholders shaping education, policy, and digital innovation across Southern Africa.

We would be honored to interview you for a 30–45 minute session via Zoom/Teams to explore your perspectives and experience. Your insights will directly inform SayPro’s products, advocacy, and research.

Please let us know a convenient time by clicking this [Scheduling Link] or responding to this email.

Warm regards,
[Your Name]
SayPro Stakeholder Research Team
[Contact info | SayPro Website]

📞 Step 4: Follow-Up

• Send follow-ups 3–5 days after initial outreach.
• Use WhatsApp/phone for confirmed contacts.
• Maintain polite persistence with high-priority stakeholders.

✅ PHASE 3: SCHEDULING

🗓️ Step 5: Use a Scheduling Tool

Recommended options:

• Calendly integrated into SayPro email
• Google Calendar with shared booking links
• SayPro website module for booking interviews via internal portal

Include:

• Interview duration (30–45 mins)
• Time zone conversion (auto-enabled)
• Confirmation email with calendar invite

📝 Step 6: Confirm & Prepare

• Send confirmation email with:
  • Meeting link
  • Agenda or guiding questions (customized by theme)
  • Interview consent note if recorded

📂 Step 7: Track Progress

Use a dashboard (Excel, Airtable, or SayPro CRM) to monitor:

• Contacted
• Confirmed
• Scheduled
• Completed
• Notes uploaded
• Follow-up required