SayPro Ensure the smooth execution of all tasks by setting deadlines and tracking their completion through SayPro’s task management system

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 Execution Framework for Fundraising Projects

Objective:

To ensure all fundraising-related tasks are completed on time, with clear ownership, and tracked through SayPro’s task management platform for maximum transparency and accountability.

Step-by-Step Implementation

1. Define Tasks Clearly

Each task should have:

A specific title (e.g., “Draft donor thank-you letter”)
A clear description of what’s required
Relevant supporting documents or templates linked

Example:
Task Name: “Prepare donor recognition post for Facebook”
Details: Include donor name, campaign hashtag, and campaign visual template.

2. Assign Responsible Team Members

Each task must have one primary assignee
Add collaborators or reviewers if needed
Ensure responsibilities align with individual roles and capacity

3. Set Realistic Deadlines

Tasks must have a start date and a due date
Buffer time should be built in for reviews, approvals, or dependencies
Use weekly reviews to adjust timelines if needed

Example:
Task: “Submit final donor report”
Due: June 18, 2025
Review: June 16, 2025

4. Track Progress in SayPro’s Task Management System

All tasks must be entered into the official SayPro system (e.g., Trello board, Asana workspace, Google Sheet tracker)
Update statuses regularly: Not Started, In Progress, Under Review, Completed
Use tags or labels: Urgent, Social Media, Donor-Facing, etc.

5. Weekly Task Reviews (Check-Ins)

Every Monday or Friday, conduct a 15–30 min sync-up
Review overdue, upcoming, and blocked tasks
Adjust priorities and reassign if necessary

6. Use Dashboards for Oversight

SayPro Managers/Team Leads should view real-time dashboards to:
- Track completion %
- Identify bottlenecks
- View performance by user or department

Recommended fields in the dashboard:

Task Name
Assigned To
Deadline
Status
Last Update
Notes / Blockers

7. Flag & Escalate Delays Early

If a task is likely to be delayed, flag it at least 48 hours before the due date
Use internal messaging (Slack, Teams, or email) to notify the team lead
Discuss blockers in weekly review sessions

Task Completion Compliance

At the end of each campaign or project phase, team leads should:

Export a report of task completion
Highlight incomplete or delayed tasks
Archive completed tasks and prepare a short “Lessons Learned” summary

Example: Task Entry in SayPro System

Task Name	Assigned To	Due Date	Status	Notes
Create donor thank-you email	Zanele N.	10 June	In Progress	Awaiting final review
Schedule Instagram story series	Kagiso T.	09 June	Completed	Posted via Buffer
Finalize fundraising budget doc	Lerato M.	11 June	Not Started	Waiting for finance input

Final Checklist

All tasks entered in the system
Deadlines clearly assigned
Status updated weekly
Completion reports shared
Roadblocks resolved in real-time