Objective: To present and discuss insights from the Monthly Qualitative Analysis Report with relevant SayPro teams, ensuring alignment on findings, recommendations, and next steps.
1. 🧩 Purpose of Attendance
Attending SayPro team meetings—either online or in person—serves the following core objectives:
- To present key findings and highlight qualitative insights from the report.
- To clarify context behind specific trends, quotes, or user behaviors.
- To collaborate with cross-functional teams (e.g. Product, UX, Support) for prioritizing recommendations.
- To answer questions and integrate additional team feedback into final follow-up actions.
2. 📍 Meeting Attendance Format
A. Online Attendance (Virtual)
- Platform: Microsoft Teams / Zoom (as scheduled by the SayPro PM or coordinator)
- Technical Requirements:
- High-quality headset and webcam
- Stable internet connection
- Access to screen-sharing tools
- PDF copy of report and presentation slides open in advance
B. Physical Attendance (In-Person)
- Location: SayPro Main Office – Johannesburg or relevant regional hub
- What to Bring:
- Printed copies of executive summary (10–15 copies)
- Tablet/laptop for real-time updates or notes
- Visual materials (e.g. report boards, slide decks) if applicable
3. 📊 Meeting Preparation Steps
📁 A. Prepare Presentation Material
- Develop a concise slide deck (5–7 slides) summarizing:
- Executive summary
- Top 3–5 insights
- Key user quotes
- Recommendations and suggested priorities
- Timeline or next actions
📝 B. Draft Talking Points
- Use bullet points for:
- Framing issues (“Why this matters”)
- Calling out user impact (“Here’s what we heard repeatedly…”)
- Linking findings to SayPro KPIs or departmental goals
4. 🗣️ During the Meeting
| Task | Responsibility |
|---|---|
| Introduce Report | Lead Analyst or Strategy Team Member |
| Share Key Findings | Analyst or Research Representative |
| Facilitate Discussion | Project Lead or Research Coordinator |
| Note Team Feedback | Assigned Note-taker or Attending Analyst |
📌 Tips:
- Encourage questions and live feedback
- Use real user quotes to humanize data
- Offer evidence for each recommendation
- Acknowledge cross-departmental contributions
5. 📋 Post-Meeting Follow-Up
✅ Action Items:
- Summarize meeting minutes and key decisions
- Update report if any revisions are agreed upon
- Log new ideas or feedback into the SayPro Knowledge Tracker
- Email follow-up summary to all attendees within 48 hours
Follow-Up Email Template:
plaintextCopyEditSubject: Follow-Up: May 2025 Qualitative Report Discussion – Key Takeaways
Dear Team,
Thank you for attending the May 2025 Qualitative Report review meeting. Please find below a summary of the key insights discussed, feedback received, and next steps.
[Insert 4–5 bullet points from discussion]
Attached:
- Meeting notes
- Updated recommendation roadmap (if applicable)
Please feel free to add further feedback or request clarifications.
Kind regards,
[Your Name]
SayPro Strategy & Insights
6. 📅 Suggested Recurring Attendance Schedule
| Meeting Type | Frequency | Team Involved |
|---|---|---|
| Monthly Research Review | Monthly | Strategy, Research Royalty |
| Product Feedback Sync | Bi-weekly | Product, UX, QA |
| CX Alignment Briefing | Quarterly | Customer Support, Sales, Marketing |
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