SayPro: Meeting Schedule for Presentation of Performance Gap Findings & Proposed Next Steps

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1. Purpose of the Meetings

To present the findings of the performance gap analysis for SayPro, discuss the identified gaps, and propose actionable next steps to address those gaps. The goal is to align leadership on the recommendations and secure approval for the proposed corrective actions.

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2. Meeting Objectives

• Present findings from the performance gap analysis across Marketing, Sales, and Operations.
• Discuss the root causes identified for each gap.
• Propose corrective actions with clear timelines and expected outcomes.
• Align with leadership on the next steps for implementation.
• Address any questions, concerns, and feedback from leadership.

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3. Key Stakeholders to Attend

• CEO: To ensure alignment on company-wide objectives and strategic priorities.
• Chief Marketing Officer (CMO): To address marketing-related gaps and the proposed action plan.
• Chief Sales Officer (CSO): To discuss the sales department’s performance and recommended improvements.
• Chief Operations Officer (COO): To review operational delays, service quality issues, and recommended changes.
• Heads of Marketing, Sales, and Operations: To provide department-specific insights and discuss the impact of the proposed actions.
• Finance Director: To understand the financial implications of proposed actions (e.g., potential resource allocation, budget adjustments).
• HR Leader: To discuss personnel adjustments and the need for training or new hires.
• Monitoring & Evaluation Team: To ensure data and findings are aligned with performance metrics.

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4. Proposed Meeting Schedule

Date	Time	Department	Attendees	Meeting Focus
April 1, 2025	10:00 AM – 11:30 AM	Executive Leadership (CEO, CMO, CSO, COO)	CEO, CMO, CSO, COO, Finance Director, HR Leader, M&E Team	Overview of Findings & Organizational Impact
April 2, 2025	2:00 PM – 3:00 PM	Marketing Department	CMO, Head of Marketing, M&E Team	Marketing Performance Gaps & Proposed Solutions
April 3, 2025	10:00 AM – 11:00 AM	Sales Department	CSO, Head of Sales, M&E Team	Sales Performance Gaps & Proposed Solutions
April 4, 2025	1:00 PM – 2:00 PM	Operations Department	COO, Head of Operations, M&E Team	Operational Performance Gaps & Proposed Solutions

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5. Meeting Agendas

1. Executive Leadership Meeting (April 1)

• Introduction & Objectives (5 minutes)
• Presentation of Findings: High-level overview of the performance gaps across Marketing, Sales, and Operations. (20 minutes)
• Proposed Actions: Discuss the recommended corrective actions and timelines for each department. (20 minutes)
• Resource Allocation & Budget Implications: Brief discussion with the Finance Director to review cost implications and resource allocation. (15 minutes)
• Leadership Feedback: Open the floor for feedback, concerns, and suggestions from leadership. (15 minutes)
• Next Steps & Timeline: Agreement on action plan, resource needs, and next steps. (10 minutes)

2. Marketing Department Meeting (April 2)

• Marketing Performance Gaps: Presentation of specific findings related to marketing, including lead conversion, campaign engagement, and alignment with sales. (20 minutes)
• Proposed Solutions: Discuss the recommended actions for improving marketing performance (lead qualification process, automation, personalized campaigns). (20 minutes)
• Feedback & Discussion: Open discussion to gather input from the marketing team and leadership. (15 minutes)
• Implementation Plan & Next Steps: Agreement on immediate steps and resources required. (10 minutes)

3. Sales Department Meeting (April 3)

• Sales Performance Gaps: Present findings on low conversion rates, inefficient lead management, and sales team challenges. (20 minutes)
• Proposed Solutions: Review proposed actions, such as standardized sales processes, CRM improvements, and sales training. (20 minutes)
• Feedback & Discussion: Address concerns, gather feedback from leadership, and adjust plans as needed. (15 minutes)
• Action Plan & Next Steps: Finalize plan and assign responsibilities. (10 minutes)

4. Operations Department Meeting (April 4)

• Operations Performance Gaps: Discuss delays in service delivery and quality control issues identified. (20 minutes)
• Proposed Solutions: Review action items, including streamlining delivery processes, implementing lean methodologies, and improving quality control. (20 minutes)
• Feedback & Discussion: Engage with the operations team for feedback and additional insights. (15 minutes)
• Action Plan & Next Steps: Confirm next steps, resource allocation, and timelines for implementation. (10 minutes)

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6. Post-Meeting Actions

• Document Meeting Outcomes: After each meeting, send a summary of discussions, decisions made, and agreed-upon next steps.
• Develop Detailed Action Plans: Based on the feedback from leadership, refine the action plans for each department, ensuring clear timelines and accountability.
• Monitor Progress: Establish a schedule for regular check-ins and progress tracking to ensure timely execution of the corrective actions.

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7. Conclusion

These meetings will be critical in securing leadership buy-in and aligning all departments on the path forward. By addressing performance gaps in a collaborative and systematic manner, SayPro will be well-positioned to enhance overall performance and achieve its strategic goals.