SayPro Meeting Agenda and Minutes Template

📌 MEETING AGENDA

Field	Details
Meeting Title:	[e.g., June 2025 M&E Strategy Review Meeting]
Date:	[YYYY-MM-DD]
Time:	[Start – End]
Location / Platform:	[e.g., SayPro Boardroom / Zoom / Microsoft Teams]
Facilitator/Chairperson:	[Name & Title]
Note Taker:	[Name]
Meeting Objective(s):	[Briefly outline key goals – e.g., “Review June data and finalize strategic adjustments.”]

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🗓 Agenda Items

Time	Agenda Item	Lead Person	Objective/Notes
09:00–09:15	Welcome & Objectives	Chairperson	Outline goals and agenda
09:15–09:45	Presentation of Data Findings	M&E Officer	Share key insights from monthly report
09:45–10:30	Discussion of Key Issues	All participants	Identify gaps, trends, and areas of concern
10:30–11:00	Strategic Recommendations	Strategy Lead	Propose adjustments and solutions
11:00–11:15	Action Planning	Program Managers	Assign responsibilities and timelines
11:15–11:30	Wrap-up & Next Steps	Chairperson	Confirm actions and next meeting date

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📄 MEETING MINUTES

Field	Details
Meeting Title:	[Same as agenda]
Date:	[YYYY-MM-DD]
Location / Platform:	[e.g., SayPro HQ or Zoom link]
Chairperson:	[Name]
Note Taker:	[Name]

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✅ Attendance

Name	Role	Present/Absent
[John Dube]	M&E Officer	Present
[Lerato Mahlangu]	Program Manager	Present
[…]	[…]	[…]

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🗂 Summary of Discussions

Agenda Item	Key Points Discussed	Decisions Made
Data Presentation	Reviewed June training attendance (avg. 83%)	Noted drop in Limpopo—requires action
Issues Discussion	Identified transport and communication gaps	Agreed to investigate transport partnerships
Strategy	Need to revise outreach methods in low-performing districts	Strategy team to redesign outreach by July 10
Action Plan	Assign teams for follow-up surveys	Regional coordinators to execute surveys

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📌 Action Items

Task	Responsible Person	Deadline	Status
Draft outreach plan revision	Strategy Team	July 10, 2025	Pending
Distribute June report summary to stakeholders	Reporting Officer	June 25, 2025	In Progress
Conduct transport accessibility survey	Regional Coordinator – Limpopo	July 5, 2025	Not Started

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📅 Next Meeting

Date	Time	Location/Platform
[July 22, 2025]	10:00–12:00	SayPro HQ or Online