Tag: Minutes

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Written by

Tsakani Stella Rikhotso

SayPro Human Capital Works

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.”]

🗓 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

📄 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]

✅ Attendance

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

🗂 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

📌 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

📅 Next Meeting

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

19/06/2025

SayPro Meeting minutes from strategy review sessions

SayPro Strategy Review Meeting Minutes

Date: [Insert date]
Time: [Insert time]
Location: [Physical or virtual meeting details]
Facilitator: [Name]
Note Taker: [Name]
Attendees:

[Name], Strategy Team Lead
[Name], Monitoring & Evaluation Officer
[Name], Program Manager – Youth Skills
[Name], IT Support
[Name], Reporting Officer
[Others as applicable]

1. Opening and Welcome

Facilitator welcomed participants and outlined the meeting objectives: review latest monitoring data, discuss strategic implications, and update action plans.

2. Review of Previous Meeting Minutes

Minutes from the previous strategy review session were approved with no amendments.
Outstanding action items were reviewed (see Section 6).

3. Presentation of Monitoring & Evaluation Data

M&E Officer presented key findings from the latest monthly report (June SCLMR-1).
Highlights:
- 76% average training attendance, regional disparities noted.
- Dropout rates higher in Module 2.
- Satisfaction scores averaging 4.2/5, with feedback emphasizing desire for more practical sessions.
Data quality issues were acknowledged and mitigation steps discussed.

4. Strategic Implications and Discussion

Participants discussed the impact of attendance trends on overall program success.
Need to prioritize transport stipends and mentorship programs to reduce dropout.
Suggested piloting additional hands-on workshops based on feedback.
Regional teams to investigate low attendance causes in Limpopo and Free State.

5. Action Plan Updates

Revised timelines for mentorship program rollout agreed upon.
Assignment of responsibilities for follow-up surveys and stakeholder engagement.
IT Support to improve data collection platform integration for real-time monitoring.

6. Review of Outstanding Action Items

Action Item	Responsible Person	Status	Comments
Finalize mentorship program materials	Program Manager	In Progress	Expected completion by July 10
Conduct field verification on attendance discrepancies	Regional Teams	Pending	To begin next week
Enhance dashboard data filters	IT Support	Completed	Deployed on June 25

7. New Business

Discussion on upcoming funding opportunities and alignment with strategic goals.
Planning for next quarterly strategy workshop initiated.

8. Next Meeting

Scheduled for [Date], at [Time].
Focus: Review progress on new action items and refine strategy based on updated data.

9. Adjournment

Meeting closed at [Time].
Thanks to all participants for their contributions.