Tag: learnings

SayPro Quarterly Internal Reflection Sessions Framework

🎯 Goal:

Hold 2 internal reflection sessions per quarter where SayPro staff across departments review progress, extract lessons, and identify improvements based on data and experience.

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🗓️ Session Timing & Format

Session	Timing	Focus
Session 1: Mid-Quarter Reflection	Week 6 of quarter	Catch early trends, course-correct, share cross-team feedback
Session 2: End-of-Quarter Learning Review	Week 12	Synthesize performance, extract lessons, guide next quarter

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🧩 Core Components of Each Session

1. Pre-Session Preparation

• MEL team compiles:
  • Dashboard trends
  • Top KPIs progress
  • Risk & issue summaries
  • Learning briefs from departments
• Send discussion questions and pre-reading materials

📄 Outputs: Slide deck, 1-page summary brief, agenda

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2. Session Structure (90 mins)

🕐 Agenda:

Time	Segment	Description
0–10 min	Welcome & Objectives	Set the tone, review the session goal
10–30 min	Highlights & Data Trends	MEL team shares performance overview
30–60 min	Breakout Discussions	Small groups explore:

• What worked?
• What didn’t?
• What must we change? |
  | 60–75 min | Group Report-Back | Teams share key insights |
  | 75–85 min | Action Mapping | Agree on adjustments or decisions |
  | 85–90 min | Wrap-Up & Next Steps | Confirm follow-up tasks and dates |

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3. Sample Discussion Questions

• Which indicators surprised us this quarter?
• What strategies contributed most to progress?
• What slowed us down, and how can we fix it?
• Where did we not learn fast enough?
• What should we replicate or scale next quarter?

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4. Documentation & Follow-Up

• MEL team produces:
  • Reflection Summary Report (2 pages)
  • Updated Action Tracker with responsible units and deadlines
  • Mini Learning Brief with 3–5 takeaways

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5. Participation Guidelines

• Include leads from all departments
• Encourage all staff levels to share perspectives
• Use real-time tools (e.g., Miro, Google Jamboard, Mentimeter) for input

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📌 Success Indicators

• ✅ 2 reflection sessions conducted per quarter
• ✅ Attendance from 90%+ departments
• ✅ At least 3 concrete decisions or adaptations documented after each session
• ✅ Summary reports shared within 5 days

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Optional Tools:

• SayPro Reflection Session Agenda Template
• SayPro Learning Log Template
• MEL Action Tracker Sheet