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Saypro Task Management: Conduct regular check-ins with team members involved in the review process to ensure that all feedback is being processed correctly.
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. Set Up a Centralized Task Tracking System
To avoid confusion and missed responsibilities, all feedback review tasks should be documented in a centralized platform.
Recommended Tools:
- Trello (boards & checklists)
- Asana (project timelines & responsibilities)
- Notion (all-in-one dashboards)
- Google Sheets (simpler teams)
How to structure it:
| Task | Owner | Status | Due Date | Notes |
|---|---|---|---|---|
| Analyze attendee feedback on presentations | Nomsa (Content Team) | In Progress | 25 Apr | Waiting for speaker feedback |
| Summarize volunteer feedback | Sam (Volunteer Coordinator) | Complete | 20 Apr | Added to final report |
| Review technical performance issues | Thabo (IT Lead) | Not Started | 27 Apr | Needs input from AV provider |
This makes it easy to track progress, assign ownership, and spot bottlenecks.
🔹 2. Schedule Regular Check-Ins
Establish a routine check-in schedule based on the event review timeline. This helps keep momentum and ensures issues don’t fall through the cracks.
📅 Suggested Frequency:
- Weekly check-ins for the first month after the event
- Bi-weekly as tasks reduce
🗓 Check-In Agenda Template:
- Quick recap of last week’s priorities
- Progress updates from each team member
- Identify blockers – what’s preventing task completion?
- Clarify responsibilities or deadlines
- Update the task board in real-time
- Assign next steps and confirm next meeting
Pro Tip: Keep meetings short (30–45 mins) and focused.
🔹 3. Establish Clear Roles and Task Ownership
Every task should have:
- One clear owner
- A defined deadline
- A specific expected outcome (e.g., “Summarize 40 open-ended responses”)
Make it known that even if others assist, one person is ultimately responsible for completion and reporting.
🔹 4. Use Reminders and Alerts
Set automated reminders using your task tool or calendar:
- Google Calendar reminders
- Trello/Asana deadline alerts
- WhatsApp team pings (if informal coordination works better)
🔹 5. Ensure Feedback is Processed, Not Just Collected
It’s not just about gathering feedback, but actually acting on it.
Create a rule:
“No feedback item is considered complete until we’ve identified what it means and what we’ll do with it.”
This means:
- Every rating or comment must be read
- Summarized into themes or categories
- Connected to a decision or improvement suggestion
🔹 6. Report Progress Transparently
At each check-in, share a simple summary:
Example:
“We’ve processed 80% of the feedback. 3 themes have emerged: technical delays, desire for more networking, and praise for practical workshops. Two of these are already being worked into the June Youth Conference plan.”
This builds trust and shows action is being taken.
🔹 7. Close the Loop with a Debrief Report
Once all feedback is processed:
- Hold a final review meeting to reflect on findings
- Update organizational records or SOPs
- Share a mini “What We Learned” presentation with the team
- Archive feedback summaries for future planning
🎯 Summary: Key Elements of Saypro’s Feedback Task Management
| Element | Purpose |
|---|---|
| Task Board | Assign, track, and update responsibilities |
| Weekly Check-Ins | Ensure accountability and progress |
| Clear Ownership | Avoid confusion and delays |
| Progress Tracking | Keep everyone informed and aligned |
| Final Debrief | Wrap up with clarity and shared understanding |
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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