SayPro Identify Stakeholders: Identify and confirm the stakeholders to be invited to the meeting.

SayPro Define the Purpose of the Meeting

Understanding the meeting’s objectives will help identify the right stakeholders. Is the meeting about program evaluation, curriculum improvement, stakeholder feedback, or another topic? The purpose will determine which stakeholders are most relevant.

SayPro List Potential Stakeholders Based on the Meeting Objective

Identify key groups or individuals who have a vested interest or role in the outcome of the meeting. These may include:

• Internal Stakeholders:
  • Program Managers: Oversee the program and make decisions regarding its direction.
  • Faculty and Teachers: Directly involved in the delivery of the program and have feedback on its implementation.
  • Curriculum Developers: Play a role in shaping and modifying the program’s content.
  • Administrators: Support operational and logistical aspects of the program.
  • Support Staff (e.g., counselors, advisors): Help students navigate the program and can offer insight into student experiences.
• External Stakeholders:
  • Students/Student Representatives: Direct beneficiaries of the program and whose feedback is critical.
  • Employers/Industry Partners: Employers who hire graduates or work closely with the program may offer important insights on the relevance of the curriculum.
  • Community Representatives: Individuals or organizations outside the institution who may have a stake in the program’s impact or outcomes.
  • Accreditation Bodies: If relevant, representatives from accreditation bodies may provide insights on regulatory standards.
  • Funding Organizations or Donors: If the program receives funding from external sources, those stakeholders may want to be included.

SayPro Prioritize Stakeholders

Not all stakeholders need to attend every meeting. Prioritize based on:

• Impact: How critical the stakeholder’s role or input is to the meeting’s objective.
• Relevance: How closely their work or influence aligns with the topic of discussion.
• Decision-Making Authority: Whether they hold decision-making power or can implement changes resulting from the meeting.

SayPro Confirm Stakeholders’ Availability

• Reach out to stakeholders to confirm their participation and availability. This can be done through emails or direct communication.
• Send out invitations with an outline of the meeting’s purpose, agenda, and the importance of their input.

SayPro Ensure Diversity and Balance

When selecting stakeholders, aim for a balanced group that represents diverse perspectives. For example, include:

• Different departments or functional areas (e.g., curriculum designers, academic advisors, and employers)
• Diverse backgrounds to ensure equity in feedback (e.g., a mix of students from different programs, ethnicities, etc.)

SayPro Send Meeting Invitations

Once stakeholders have been identified and confirmed:

• Send formal invitations with all relevant details (time, location, virtual platform access, and agenda).
• Include a deadline for RSVP to confirm attendance.

SayPro Follow Up

• Confirm attendance closer to the meeting date.
• Send reminders if necessary, ensuring stakeholders know the meeting’s importance and their role in it.