Your cart is currently empty!
Saypro Task Management: Organize and coordinate meetings or discussions to review the findings and make decisions on any necessary changes to be implemented.
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.
🔹 1. Define the Objective of Each Meeting
Each meeting should have a clear goal to stay focused and productive. Examples include:
- Initial Review Meeting – Present a summary of all feedback collected
- Team-Specific Review Meetings – Dive deeper into feedback related to logistics, content, tech, etc.
- Action Planning Meeting – Decide on changes or improvements for future events
- Final Alignment Meeting – Confirm tasks, responsibilities, and timelines for implementation
🔹 2. Prepare a Clear Agenda in Advance
Create a structured agenda and share it at least 1–2 days before the meeting.
Sample Agenda – Action Review Meeting:
- Welcome & Objectives
- Overview of Feedback Findings (10 mins)
- Departmental Review of Issues (e.g., logistics, media, sessions)
- Discussion of Possible Solutions (breakout or roundtable)
- Decision-Making on Key Actions
- Assigning Ownership & Deadlines
- Wrap-Up & Next Steps
✅ Attach summary reports, charts, or themes ahead of time for review.
🔹 3. Invite the Right Stakeholders
To ensure effective decision-making, include:
- Event manager(s)
- Department/team leads (Logistics, Tech, Media, Communications)
- Volunteer coordinator
- HR or performance evaluator (if involved)
- Youth rep or participant feedback ambassador (optional, for transparency)
🔹 4. Use Collaborative Tools
For in-person or virtual coordination, use tools like:
- Google Meet or Zoom – For remote meetings
- Google Docs/Slides – Share live-editable summaries
- Jamboard, Miro, or MURAL – Visual brainstorming
- Trello/Asana/Notion – To track decisions and assign follow-up tasks
Pro Tip: Record decisions directly into a shared decision log or post-meeting summary doc.
🔹 5. Structure Discussions Around Actionable Themes
Use themes from feedback (e.g., timing issues, tech difficulties, communication gaps) to guide discussions.
Example Theme: Event Timing
- What specific timing issues were raised?
- What caused them?
- What can be done differently?
- Who will lead this improvement?
Repeat for each major feedback category.
🔹 6. Document Decisions in Real-Time
Appoint a note-taker or use a shared notes doc to:
- Record what was decided
- Identify who is responsible
- Set clear deadlines
- Log next check-in date
Create a Decision Log like this:
| Decision | Responsible | Deadline | Status |
|---|---|---|---|
| Move registration 30 mins earlier | Operations Team | 01 May | In Progress |
| Use WhatsApp alerts for session reminders | Comms Team | 05 May | Pending |
| Test tech 24 hrs before event | Tech Lead | 02 May | Confirmed |
🔹 7. Follow-Up After Each Meeting
After the meeting:
- Email a summary of decisions and assigned tasks
- Set reminders for owners to complete tasks
- Schedule the next review or check-in meeting
Optional: Share progress updates in a team WhatsApp group or internal portal to keep momentum.
🔹 8. Close the Loop with a Wrap-Up Meeting
Once changes are decided and tasks are underway:
- Host a final review meeting
- Celebrate improvements or wins
- Note any items to revisit in future planning
- Archive documentation for institutional memory
🎯 Summary: Key Steps in Coordinated Review Meetings
| Step | Purpose |
|---|---|
| Set clear goals | Keep meetings focused and results-driven |
| Prepare agenda & materials | Allow informed participation |
| Involve key stakeholders | Get well-rounded insights and buy-in |
| Use collaborative tools | Capture ideas and track decisions easily |
| Assign tasks & timelines | Turn talk into action |
| Schedule follow-ups | Ensure accountability and progress |
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
SayPro – Shop– App – Jobs – Courses – Classified – Agri– School – Health – Events – Corporate – CharityNPO – Staff – Sports
Leave a Reply
You must be logged in to post a comment.