SayPro Facilitate the review and feedback process by engaging internal stakeholders, including the SayPro Monitoring and Evaluation team, the Strategic Planning Office, and external evaluators.

To effectively facilitate the review and feedback process for strategic documents, engaging internal stakeholders (including the SayPro Monitoring and Evaluation team, the Strategic Planning Office, and external evaluators) is critical. This collaborative approach ensures that the revisions reflect the needs and priorities of all relevant parties and helps maintain alignment with SayPro’s goals.

Here’s a structured plan to guide the facilitation of the review and feedback process:

1. Define the Purpose and Scope of the Review

Before initiating the review process, it is essential to define the purpose, scope, and timeline of the review. Make sure all stakeholders understand the objectives behind the revisions and how their input will contribute to the final document.

• Purpose: Ensure the document aligns with SayPro’s updated strategic priorities, M&E frameworks, and organizational needs.
• Scope: Identify the sections or areas of the document that require review (e.g., strategic goals, KPIs, M&E indicators, etc.).
• Timeline: Set deadlines for feedback to keep the review process on track and avoid delays in finalizing the documents.

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2. Identify Stakeholders and Their Roles

Clearly define the roles and responsibilities of the internal stakeholders and external evaluators involved in the review process.

• SayPro M&E Team: Provide input on the feasibility of monitoring and evaluation methods, the clarity of performance indicators, and the alignment with existing M&E frameworks.
• Strategic Planning Office: Ensure the document aligns with SayPro’s long-term strategic goals, vision, and mission, and provide feedback on overall strategic coherence.
• External Evaluators: Offer an independent perspective on the document’s alignment with industry best practices and external evaluation criteria, ensuring objectivity and effectiveness.

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3. Develop a Feedback Framework

Create a structured feedback framework that will allow stakeholders to provide consistent and targeted input. This framework can include several components:

A. Feedback Forms/Surveys:

Create forms or surveys with specific questions related to each section of the document. This allows stakeholders to provide structured and actionable feedback.

• General Questions:
  • Does the document align with SayPro’s updated strategic priorities?
  • Are the M&E indicators realistic and measurable?
  • Is the timeline for implementation feasible?
• Section-Specific Questions:
  • For Strategic Planning: Is the strategic vision clearly articulated?
  • For M&E: Are the monitoring methods appropriate for the type of projects SayPro runs?
  • For Risk Management: Are the identified risks comprehensive and well-mitigated?

B. Feedback Sessions (Workshops/Meetings):

Schedule workshops or meetings where key stakeholders can discuss the document and provide feedback in real time. These sessions should be interactive, allowing for discussions, clarifications, and deeper dives into any sections of the document.

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4. Share Draft Documents and Set Deadlines

Distribute the draft document to all internal stakeholders and external evaluators. Make sure to:

• Provide context: Share a brief summary of the document, its purpose, and what you specifically need feedback on (e.g., strategic direction, M&E methodologies, or budgetary allocations).
• Set deadlines: Ensure that feedback is provided within a specified time frame to avoid delays. For example, you may set deadlines for initial feedback, follow-up discussions, and final approval.

Steps to Share Documents:

1. Upload the document to a collaborative platform like Google Docs, Microsoft SharePoint, or a project management tool (e.g., Asana, Trello) to allow easy access and real-time collaboration.
2. For external evaluators, consider sending the documents via email with clear instructions on providing feedback through specific channels (e.g., email, survey, shared documents).

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5. Facilitate Collaboration and Communication

To streamline the feedback process, encourage open communication among stakeholders. Create spaces for collaboration, such as shared online platforms or dedicated Slack channels, where participants can discuss and clarify points.

Key Actions:

• Kick-off Meeting: Hold a kick-off meeting to explain the document, the review process, and expectations for feedback. This can also serve as an opportunity for stakeholders to ask any clarifying questions upfront.
• Ongoing Communication: Use tools like Slack, Teams, or email to facilitate ongoing dialogue, address queries, and ensure the review process is running smoothly.

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6. Consolidate and Synthesize Feedback

After collecting feedback from all stakeholders, the next step is to consolidate and synthesize the input. This can be done by categorizing feedback into themes or sections and prioritizing them based on their importance.

Steps to Consolidate Feedback:

1. Review all feedback: Go through each stakeholder’s comments and highlight common themes, suggestions, and concerns.
2. Group feedback by topic: Group feedback into categories (e.g., M&E methods, strategic alignment, risk management) for easier analysis and implementation.
3. Prioritize feedback: Assess which feedback items are critical for strategic alignment, feasibility, and overall impact. Not all feedback may be actionable, so focus on the most crucial changes.

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7. Engage Stakeholders for Clarification

Sometimes feedback can be vague, conflicting, or unclear. To address this, engage with stakeholders directly for clarification or further elaboration on certain points.

• One-on-One Follow-Ups: Schedule follow-up meetings with stakeholders who have provided extensive or unclear feedback. This ensures the comments are understood and helps maintain alignment with the organization’s strategic goals.
• Group Discussions: If conflicting feedback arises, consider organizing a group discussion or a roundtable meeting to clarify positions and reach consensus.

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8. Implement Feedback and Revise Documents

Once feedback has been reviewed, incorporate changes into the document based on the priorities and relevance of the feedback received. Ensure that all key stakeholders’ concerns are addressed, and the document reflects a balance of internal needs and external perspectives.

• Update Drafts: Make necessary revisions to the document, adjusting goals, KPIs, M&E methods, timelines, and other sections based on the feedback.
• Highlight Major Changes: When presenting the revised document, highlight major changes made in response to stakeholder feedback for transparency.

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9. Final Review and Approval

After incorporating the feedback, ensure that the document undergoes a final review by the key stakeholders for sign-off. This ensures that all revisions are in line with SayPro’s strategic priorities and that any last-minute adjustments can be made.

Final Review Process:

1. Internal Review: Circulate the revised document to key internal stakeholders (e.g., M&E team, strategic planning team) for a final review.
2. External Sign-Off: If necessary, send the final document to external evaluators or partners for their sign-off, ensuring alignment with external expectations and standards.
3. Approval: Once the document is finalized, get formal approval from senior leadership or the executive team before distributing the final version.

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10. Communicate the Final Document and Updates

Once the review process is complete and the document is finalized, communicate the final version to all stakeholders—both internal and external. Ensure that everyone is aware of the document’s contents, especially any updates or changes made as a result of the review.

• Internal Communication: Share the final document with all teams internally to ensure everyone is aligned with the revised strategy.
• External Communication: Share a summary report or a revised version with external partners, donors, and other key stakeholders as required.

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Conclusion

By following this structured review and feedback process, SayPro can ensure that its strategic documents are comprehensive, aligned with organizational goals, and reflective of input from both internal and external stakeholders. Engaging the M&E team, Strategic Planning Office, and external evaluators ensures that the revisions meet the highest standards of quality and relevance, ultimately supporting SayPro’s mission and strategic direction.