SayPro: Meeting Agenda Template for Stakeholder Meetings

This SayPro Stakeholder Meeting Agenda Template is designed to provide a clear structure and flow for your meetings. It will help ensure that all key topics are covered, stakeholder engagement is maximized, and the meeting remains organized and productive.

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SayPro Stakeholder Meeting Agenda

Meeting Title:
[Insert Meeting Title]

Date:
[Insert Date]

Time:
[Insert Start Time] – [Insert End Time]

Location/Platform:
[Insert Meeting Location or Online Platform Details]

Facilitator:
[Insert Facilitator Name]

Note Taker:
[Insert Note Taker Name]

Meeting Objective:
[State the purpose of the meeting, e.g., “To review progress on the SCRR-41 initiative and discuss feedback on the proposed action items.”]

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Agenda Items

Time	Agenda Item	Presenter	Description
[X:XX AM]	Welcome & Introductions	[Facilitator]	Welcome participants, introduce new attendees, and outline meeting objectives.
[X:XX AM]	Review of Previous Meeting Minutes	[Facilitator/Note Taker]	Briefly review and approve the minutes from the previous meeting.
[X:XX AM]	Progress Update on Action Items	[Responsible Party]	Provide status updates on ongoing action items. Highlight completed tasks, any delays, and current progress.
[X:XX AM]	Stakeholder Feedback Review	[Facilitator]	Discuss feedback received from stakeholders, summarize key concerns, and identify areas for improvement.
[X:XX AM]	Discussion of Challenges & Solutions	[All Participants]	Open floor for discussing any challenges in the implementation of action items, and brainstorm solutions.
[X:XX AM]	Adjustments to Action Plans	[Facilitator]	Based on feedback and progress updates, discuss adjustments to timelines, action plans, or resources.
[X:XX AM]	Next Steps & Action Items	[Facilitator]	Define the next steps, assign new action items, and set deadlines. Confirm who is responsible for each task.
[X:XX AM]	Q&A / Open Floor	[Facilitator]	Open floor for any additional questions, comments, or suggestions from stakeholders.
[X:XX AM]	Meeting Summary & Closing Remarks	[Facilitator]	Summarize key takeaways, confirm action items and deadlines, and thank participants.

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Additional Information

Materials to be Provided:

• Meeting agenda (distributed beforehand)
• Progress reports or action item tracking sheets
• Relevant documents for stakeholder feedback or discussion

Meeting Follow-up:

• Meeting Summary: A summary of decisions made, actions assigned, and next steps will be shared via email.
• Follow-up Actions: Ensure stakeholders have access to the updated action items, timelines, and any necessary resources.

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Tips for Facilitators:

• Stay on Track: Keep the meeting focused on the agenda to avoid diverging into unrelated topics.
• Encourage Participation: Engage all participants by asking questions and encouraging feedback on specific agenda items.
• Be Clear on Actions: Ensure that every action item is clearly assigned to a person with a deadline.
• Time Management: Allocate a specific amount of time for each agenda item to ensure the meeting does not run over schedule.

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Post-Meeting Actions:

• Distribute Meeting Notes: Ensure the meeting notes and action items are sent to all stakeholders, including those who were unable to attend.
• Track Action Item Progress: Follow up on the action items and update stakeholders in the next meeting.