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SayPro Stakeholder Engagement Plan Template: Outlines goals, methods, and timelines.
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
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SayPro Stakeholder Engagement Plan Template
1. Plan Overview
| Element | Details |
|---|---|
| Plan Title | [e.g., July 2025 Stakeholder Engagement Plan] |
| Prepared By | [Name, Role] |
| Date | [Date of preparation] |
| Review Period | [e.g., July 1 – July 31, 2025] |
2. Engagement Goals
| Goal Number | Description | Target Outcome/Metric |
|---|---|---|
| 1 | [e.g., Increase family participation in webinars] | [e.g., 90% attendance rate] |
| 2 | [e.g., Collect comprehensive feedback on new IEP templates] | [e.g., 80 completed surveys] |
| 3 | [e.g., Expand engagement with government officials] | [e.g., 5 new contacts engaged] |
3. Stakeholder Identification
| Stakeholder Group | Key Contacts/Leads | Engagement Priority (High/Med/Low) |
|---|---|---|
| Families | [Names or roles] | High |
| Educators & Support Staff | [Names or roles] | High |
| Government Officials | [Names or roles] | Medium |
| Private Sector Partners | [Names or roles] | Medium |
| Community Representatives | [Names or roles] | Low |
4. Engagement Methods & Activities
| Activity Type | Description | Platform/Tool | Timing (Date/Time) | Responsible Team/Person |
|---|---|---|---|---|
| Webinars | Educational sessions on IEP processes | Zoom / SayPro Webinar Portal | [e.g., July 10, 2025] | Engagement Team |
| Online Surveys | Collect feedback on policy proposals | SayPro Website Survey Module | [e.g., July 1 – July 20] | Data & Analysis Team |
| Virtual Forums | Discussion boards on education topics | SayPro Forum Hub | Ongoing throughout July | Community Engagement Team |
| Focus Groups | Small group discussions with families and educators | MS Teams / Google Meet | [e.g., July 15, 2025] | Program Development |
| Email Campaigns | Monthly newsletters and event invitations | Email Marketing Tool | Weekly throughout July | Communications Team |
5. Timeline
| Week | Key Activities | Deliverables/Outcomes |
|---|---|---|
| Week 1 | Launch surveys, prepare webinar materials | Survey link live; webinar agenda ready |
| Week 2 | Conduct webinar; begin forum discussions | Webinar held; forum threads started |
| Week 3 | Host focus groups; monitor survey responses | Focus group summaries |
| Week 4 | Analyze feedback; prepare engagement report | Summary report draft |
6. Monitoring & Evaluation
| KPI/Metric | Measurement Method | Frequency | Target/Goal |
|---|---|---|---|
| Number of participants | Webinar attendance records | Per event | 90% of invited stakeholders |
| Survey completion rate | Survey tool analytics | Ongoing | 80 completed surveys |
| Stakeholder satisfaction score | Post-event feedback forms | After each event | Average rating of 4 out of 5 |
| Response time to inquiries | Communication logs | Weekly | Within 48 hours |
7. Resources & Support Needed
| Resource/Support | Details | Responsible Party | Status |
|---|---|---|---|
| Technical Platform Access | Zoom licenses, SayPro Website permissions | IT Team | Confirmed |
| Content Development | Presentation slides, survey questionnaires | Program Team | In Progress |
| Staff Training | Webinar facilitation, survey analysis | HR / Training Department | Scheduled |
8. Communication & Reporting
| Reporting Type | Audience | Frequency | Format |
|---|---|---|---|
| Monthly Engagement Report | SayPro Leadership & Policy Teams | Monthly | PDF and Presentation |
| Post-Event Summaries | Participants and Stakeholders | After each event | Email Newsletter |
| Feedback Analysis Briefs | Program Development Team | Bi-weekly | Internal Memo |
9. Risk Management
| Risk | Likelihood (High/Med/Low) | Impact (High/Med/Low) | Mitigation Strategy |
|---|---|---|---|
| Low participation rates | Medium | High | Increase reminders, offer incentives |
| Technical difficulties | Low | Medium | Test platforms prior; provide IT support |
| Language barriers | Medium | Medium | Provide multilingual materials/support |
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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