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Saypro Task Management and Coordination: Coordinate the overall feedback collection process, including distributing surveys, following up with respondents, and ensuring timely submission.
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.
Saypro Task Management and Coordination
🎯 Objective:
To effectively coordinate the entire feedback collection process, from survey distribution to tracking responses and ensuring deadlines are met.
🛠️ Key Components of the Task
1. Planning the Feedback Process
- Define objectives: What feedback are you collecting (event quality, employee performance, system usability, etc.)?
- Identify your audience: Attendees, employees, or both?
- Choose tools: Will you use Google Forms, Microsoft Forms, SayPro’s platform, or physical surveys?
2. Survey Creation and Testing
- Design surveys with a balance of rating scale questions (quantitative) and open-ended questions (qualitative).
- Ensure all questions are relevant, clear, and aligned with goals.
- Test the survey with a few people for feedback before full rollout.
3. Survey Distribution
Distribute the survey through multiple channels to maximize participation:
- Email invitations with a clear call to action
- SayPro website or internal dashboard (if available)
- WhatsApp groups or internal chat tools (for reminders)
- Include deadlines and support contact information
4. Respondent Tracking and Follow-Up
Create a response tracking system (e.g., Excel or Google Sheet) with:
| Name/Group | Survey Sent (Y/N) | Response Received (Y/N) | Follow-Up Needed? | Comments |
|---|
- Set up reminder emails or messages 2–3 days before the deadline.
- Assign team members to follow up with specific individuals or departments if needed.
5. Deadline Management
- Set a firm submission deadline (e.g., 5 days after the event).
- Clearly communicate this deadline in every reminder.
- Use countdowns or progress trackers if you’re collecting a large volume of feedback.
6. Collaboration and Role Assignments
Assign responsibilities:
| Task | Responsible Person |
|---|---|
| Survey design | Content/Research Lead |
| Distribution | Comms Team |
| Tracking responses | Admin/Project Coordinator |
| Follow-ups | Team Leads |
| Data compilation | Data Analyst |
Use a task management tool like:
- Microsoft Planner
- Trello
- SayPro Task Board
7. Review and Wrap-Up
- Ensure all responses are submitted and accounted for.
- Generate a summary table of submission status.
- Begin the data analysis process immediately after final submissions.
- Archive all tasks and survey versions in the POE (Portfolio of Evidence).
📦 Final Output Checklist:
✔ Survey template(s) ready
✔ Distribution list prepared
✔ Surveys sent with clear instructions
✔ Follow-ups completed
✔ All responses collected by deadline
✔ Responses tracked and documented
✔ Ready for analysis and reporting phase
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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