SayPro Communicate with registered participants

1. Craft a Welcome Email

• Subject Line: “Welcome to SayPro’s Training Program! Here’s What You Need to Know”
• Content:
  • Greet participants warmly and thank them for registering.
  • Provide a brief overview of the training program and its objectives.
  • Include key information:
    • Event details (e.g., dates, times, and locations for in-person events or webinar links for virtual sessions).
    • Training schedules with session breakdowns.
    • List of materials or tools participants should prepare.
  • Include a contact email or phone number for inquiries.
• CTA: “Click here to access your training schedule and resources!” (Link to a shared folder or SayPro portal).

2. Share the Training Schedule

• Format: Provide the schedule as a PDF, calendar link (.ics file), or webpage for easy access.
• Include:
  • Session topics and objectives.
  • Timings and durations of each session.
  • Trainer/facilitator names and session formats (webinar, workshop, etc.).

3. Provide Access to Materials

• Upload training materials, such as:
  • Handouts, guides, and templates.
  • Pre-session reading or assignments.
  • Presentations or slides to be covered.
• Share a link to a centralized repository (e.g., Google Drive, OneDrive, or an LMS) with clear folder labeling.

4. Send Reminders and Updates

• Reminder Email:
  • Send reminders 1 week, 3 days, and 24 hours before the event.
  • Reinforce key details like timings, links, and resources.
• Optional SMS/WhatsApp Reminder:
  • Use a short message format to quickly share login links or venue details.

Example: “Hello [Participant Name], we’re excited to see you for Session 1 of SayPro’s training tomorrow at [time]. Don’t forget to check your email for session details and resources!”

5. Address FAQs

• Include a FAQ section in emails or on the event portal:
  • How to access training materials.
  • What to do if participants face technical issues.
  • Contact details for immediate assistance.

6. Follow-Up Communication

• After the event, send a thank-you email:
  • Provide recordings (if applicable) and supplementary materials.
  • Share a feedback survey to improve future sessions.

By using this structured communication plan, you’ll ensure participants are well-prepared, engaged, and confident ahead of the training program.