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Saypro Feedback Collection: Encourage the completion of feedback forms by sending reminders to maximize response rates.

Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407

SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.

Written by

Itumeleng carl Malete

in

1. Importance of Reminders

Sending reminders is critical because:

  • Attendees may forget or overlook the form.
  • Some may postpone filling it out due to time constraints.
  • A single reminder often increases response rates significantly (by 20–30%).

2. Reminder Strategy

a. Timing of Reminders

  • First Reminder:
    Sent 24–48 hours after the initial distribution of the feedback form.
  • Second Reminder:
    Sent 3–5 days after the event if the form hasn’t been completed.
  • Final Reminder:
    Sent a few days before the feedback deadline, emphasizing urgency.

b. Messaging Techniques

  • Clear Call-to-Action:
    “Please take 3 minutes to complete the feedback form — your opinion matters!”
  • Personalization:
    Use names and event titles to make messages feel targeted:
    • “Hi [Name], we’d love to hear your thoughts on the SayPro April 15th Workshop.”
  • Express Value:
    Explain how the feedback will be used:
    • “Your input helps us improve future sessions and tailor content to your needs.”
  • Offer Incentives (Optional):
    • Entry into a prize draw
    • Certificates of participation (only after form completion)
    • Access to exclusive content or resources

3. Channels for Sending Reminders

  • Email:
    Primary method, especially for professionals and employees.
  • SMS/WhatsApp:
    Useful for quick reach and better engagement, especially in areas with limited email use.
  • In-App/Event Platform Notifications:
    If SayPro uses an online portal or LMS, reminders can be embedded in the system.
  • Verbal Reminders:
    During live events (in-person or virtual), facilitators can remind attendees at the end of sessions.

4. Tracking and Monitoring

  • Monitor who has completed the form using unique links or logins.
  • Segment your audience into:
    • Completed
    • Not yet started
    • Started but not submitted
  • Customize reminders based on status (e.g., “You started your form, don’t forget to submit it!”).

5. Tone and Frequency

  • Keep reminders polite, friendly, and not too frequent to avoid annoyance.
  • Ideally, no more than 2–3 reminders per person unless absolutely necessary.

6. Feedback Loop

  • Thank respondents after form submission.
  • Share how their input is being used (in reports, future planning).
  • This builds trust and increases future participation.
  • Neftaly Malatjie | CEO | SayPro
  • Email: info@saypro.online
  • Call: + 27 84 313 7407
  • Website: www.saypro.online

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