SayPro Internal Review and Editing Process (Detailed Guide)
🎯 Purpose
To ensure all content (e.g., surveys, training documents, reports) meets SayPro’s standards for quality, clarity, cultural sensitivity, and alignment with organizational goals before being published, piloted, or distributed externally.
🧩 Step-by-Step Process
🔹 Step 1: Assign Responsible Review Team
- Responsible Parties: QA Team Lead, Subject Matter Experts (SMEs), and relevant project officers.
- Ensure each reviewer understands:
- The document’s objective (e.g., collecting data from youth, assessing training impact)
- The intended audience
- SayPro’s style guide or tone of voice (if available)
Example:
“This survey is aimed at unemployed youth aged 18–35. Please ensure the language is clear, inclusive, and non-technical.”
🔹 Step 2: Review Feedback Collection
After uploading the initial draft (e.g., to the SayPro QA platform or shared Google Docs), reviewers should provide feedback in these key areas:
| Review Criteria | Example Questions |
|---|---|
| Clarity & Simplicity | Is the wording easy to understand? |
| Relevance to Theme | Do the questions match the objective of the theme? |
| Tone & Language | Is the language inclusive, respectful, and neutral? |
| Logical Flow | Do the questions follow a logical sequence? |
| Cultural Sensitivity | Are all terms culturally and locally appropriate? |
| Technical Accuracy | Is the information or terminology accurate? |
Feedback Format:
- Use tracked changes (in Word) or comments (in Google Docs)
- Indicate whether changes are mandatory or suggested
🔹 Step 3: Collate and Analyze Feedback
Designate a content owner or project coordinator to:
- Compile all comments and track common feedback themes
- Categorize feedback into:
- Must Fix (critical issues)
- Nice to Improve (style, tone, etc.)
- Resolve conflicting feedback through discussion or escalation (if needed)
🔹 Step 4: Implement Edits
The content owner or assigned writer should:
- Open the original draft
- Apply all agreed-upon changes:
- Revise questions for clarity
- Fix grammar/spelling
- Adjust structure or numbering
- Add missing elements (e.g., consent statements, privacy notes)
- Mark completed edits in a Change Log (optional, but professional): markdownCopyEdit
| Change ID | Section | Original Text | Revised Text | Reason | |-----------|---------------|----------------------------------|-------------------------------------|------------------------| | 001 | Q3 (Theme 1) | What skill do you want to learn? | What three skills would you like to develop? | Improved clarity | | 002 | Consent Note | [Missing] | Added consent and anonymity note | Required by QA |
🔹 Step 5: Conduct a Second Internal Review (Optional)
Depending on project timelines or document importance:
- Share the revised version with 1–2 reviewers for a quick re-check
- Address any remaining concerns
🔹 Step 6: Approve for External Use
Once final changes are complete and approved:
- Mark the document as “Final – Ready for Use”
- Upload to SayPro’s final repository or shared folder
- Notify relevant departments (program, training, communications)
🔹 Step 7: Document the Process
Maintain a version control system:
- Save files as:
SayPro_Theme1_Survey_V1.docx(initial)SayPro_Theme1_Survey_V2_Edited.docx(post-feedback)SayPro_Theme1_Survey_V3_Final.docx(approved)
Create a short internal report/log:
“Theme 1 survey revised on 10 Jan 2025. Feedback from QA and training teams integrated. Document approved for rollout in Youth Empowerment Project Phase 1.”
📌 Best Practices for SayPro’s Internal Editing Cycle
- Use collaborative platforms like Google Docs or MS Teams
- Schedule review deadlines to avoid delays
- Respect cultural nuances and local languages
- Maintain consistency in formatting and tone across all documents
- Include a feedback summary section in revised drafts
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