Pre-training Task: Confirm Attendance and Prepare Training Materials
1. Confirm Attendance
Task: Confirm the attendance of all registered participants to ensure everyone is accounted for prior to the training.
Steps:
- Verify Registration Status: Check the SayPro platform to confirm that all registered participants have completed their document uploads and have successfully registered.
- Send Confirmation Emails: Once the registration and document verification process is complete, send a confirmation email to each participant, detailing the following:
- The training date, time, and venue (or virtual platform details).
- Any pre-training activities or materials they need to review.
- A reminder to bring any required documents (e.g., business license, tax clearance).
- Instructions for accessing the training session, if applicable (venue details or link to virtual session).
- Request Acknowledgment: Ask participants to confirm their attendance by replying to the confirmation email. This will help track who plans to attend and if any last-minute cancellations or adjustments are needed.
- Follow-Up for Non-Respondents: For participants who don’t respond to the confirmation email, send a polite follow-up reminder to ensure they are aware of the event.
Goal: Ensure that all participants are aware of the training details and have confirmed their attendance.
2. Prepare Training Materials
Task: Prepare and organize all necessary training materials, including templates and case studies, for use during the workshop.
Steps:
- Training Modules and Presentations:
- Create PowerPoint slides: Develop a clear and engaging presentation that covers the key topics of the workshop, including:
- An overview of the tendering process for government and municipality contracts.
- Key regulations and compliance requirements (SCMR).
- How to respond to government tenders and municipal bids.
- Best practices for preparing successful bids.
- Ensure interactivity: Include sections for questions, discussion points, and group activities to make the training highly interactive.
- Create PowerPoint slides: Develop a clear and engaging presentation that covers the key topics of the workshop, including:
- Templates for Participants:
- Tender Response Templates: Provide participants with fillable templates for creating tender bids, including:
- Bid proposal templates.
- Pricing calculation sheets.
- Compliance checklists.
- Cover letter and executive summary templates.
- Document Checklist Template: Develop a template to help participants track all necessary documents for tender submissions, such as tax clearance, proof of compliance, financial statements, etc.
- Tender Response Templates: Provide participants with fillable templates for creating tender bids, including:
- Case Studies:
- Select Relevant Case Studies: Choose real-life or hypothetical case studies that demonstrate successful tender submissions, highlighting common challenges and solutions.
- Prepare Case Study Materials: Organize the case studies into detailed handouts or slides. Each case should include a brief overview of the project, the bidding process, key successes and challenges, and a discussion of what can be learned from the case.
- Interactive Case Study Sessions: Plan group activities where participants can analyze case studies in teams and discuss their findings. This will help them apply what they’ve learned to practical situations.
- Additional Reading Materials:
- Regulations and Guidelines: Provide copies of key regulations such as SCMR guidelines and other relevant procurement rules.
- Sample Tender Documents: Distribute sample tender documents to help participants familiarize themselves with the format and structure.
- Finalize the Materials:
- Review all training content to ensure accuracy, relevance, and clarity.
- Print copies of materials for in-person participants, or ensure digital copies are available to virtual attendees.
- Test any technology or online platforms to ensure seamless presentation and document sharing during the workshop.
Goal: Ensure that all participants have access to relevant training materials, templates, and case studies that will help them understand the tendering process and be better prepared for bidding.
By confirming attendance and preparing the necessary training materials in advance, SayPro will create a smooth, organized, and effective learning experience for all participants.
Leave a Reply