SayPro Assist in the scheduling of internal reviews and external meetings

1. Scheduling of Internal Reviews

Purpose:
Internal reviews ensure that all documentation (e.g., tender specifications, bid evaluation criteria, proposal drafts) has been vetted by relevant departments before external circulation or submission.

Typical Internal Review Meetings:

• Procurement planning sessions
• Document drafting and compliance review
• Risk and legal assessment sessions
• Executive sign-off and approvals

Coordination Tasks:

• Identify required departments and individuals (e.g., procurement, legal, finance)
• Suggest proposed dates based on tender timelines and participant availability
• Reserve internal meeting spaces or set up virtual meeting rooms (Teams/Zoom)
• Prepare and distribute a formal agenda and relevant documents ahead of time
• Track attendance confirmations and manage rescheduling if necessary

Internal Review Folder Organization:

SayPro_Tender_Documents/
└── 2025/
    └── January/
        └── SCMR-1_AdminSupport/
            └── Internal_Review_Schedules_And_Minutes/

File Example:

• 2025-01-08_Procurement_ReviewMeeting_Agenda.pdf
• 2025-01-10_Executive_SignOff_Minutes_SP-JAN2025-001.docx

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2. Scheduling of External Meetings with Clients or Partners

Purpose:
External meetings facilitate coordination with SayPro’s clients, funders, or implementing partners during the tender preparation and submission process. These meetings may involve:

• Clarification of requirements and expectations
• Coordination of joint submissions or collaborative bids
• Presentation of draft proposals
• Negotiation of roles and responsibilities

Key Steps in Scheduling External Meetings:

A. Stakeholder Mapping and Engagement:

• Compile a list of relevant external stakeholders for each tender opportunity
• Identify primary contact persons and preferred communication methods

B. Meeting Request and Confirmation:

• Send formal meeting requests via email or calendar invite including:
  • Meeting objective
  • Proposed date and time options
  • Virtual meeting link or physical address
  • Key documents for review

Sample Invitation Template:

Subject: Coordination Meeting – Tender Collaboration (SP-JAN2025-001)
Dear [Client/Partner Name],

We would like to schedule a coordination meeting to discuss the joint preparation of the above-mentioned tender opportunity. Please find the proposed time slots below:

- Option 1: 15 January 2025 – 10:00 AM
- Option 2: 16 January 2025 – 2:00 PM

Meeting Agenda:
1. Tender Scope Review
2. Role Allocation
3. Document Requirements and Deadlines
4. Q&A

Please confirm your availability at your earliest convenience.

Kind regards,  
SayPro Procurement Support Team

C. Documentation and Follow-up:

• Record minutes of the meeting including key agreements, action items, and deadlines
• Distribute the minutes within 24–48 hours to all attendees
• Track deliverables and commitments via a shared project tracker

External Meeting Folder Structure:

SayPro_Tender_Documents/
└── 2025/
    └── January/
        └── SCMR-1_AdminSupport/
            └── External_Meetings_And_Stakeholder_Engagement/

Document Naming Examples:

• 2025-01-15_ClientMeeting_Minutes_Tender_SP-JAN2025-001.docx
• 2025-01-16_PartnerEngagement_Presentation.pdf

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3. Tools and Technology for Scheduling

Recommended Tools:

• Calendly or Doodle for external scheduling with multiple stakeholders
• Google Calendar, Outlook, or Microsoft Teams Scheduler for internal and recurring meetings
• WhatsApp or Email Confirmations for partners in low-connectivity areas
• Google Meet / Zoom / Teams for hosting virtual sessions with screen sharing, chat, and recording features

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4. Best Practices and Quality Control

Tips for Effective Coordination:

• Always propose at least two alternative time slots
• Share agendas and documents at least 24 hours before the meeting
• Avoid scheduling multiple reviews on the same day to allow time for preparation
• Assign a point person for each meeting to manage logistics and follow-up

Quality Control:

• Maintain a central log of all meetings (date, time, purpose, attendees, outcome)
• Review meeting notes weekly to ensure follow-up actions are completed
• Archive finalized documentation with correct naming and folder placement

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5. Reporting and Integration with SCMR-1 Activities

At the end of January, include a summary of all coordinated meetings in the SCMR-1 Monthly Report. The summary should include:

• Total number of internal and external meetings
• Key decisions made
• Challenges faced in scheduling or attendance
• Status of follow-up actions

Example Summary Table:

Date	Meeting Type	Participants	Tender ID	Purpose	Status
Jan 10	Internal Review	Procurement, Legal	SP-JAN2025-001	Final Draft Review	Completed
Jan 15	Client Meeting	SayPro, Donor A	SP-JAN2025-001	Scope Alignment	Action Items in Progress

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Conclusion:

Through proactive and structured scheduling support, SayPro ensures that all internal reviews and external meetings are conducted efficiently, contributing to high-quality, timely, and compliant tender submissions. This coordination process plays a central role in achieving the objectives of the SayPro Monthly January SCMR-1 support framework.