SayPro Stakeholder Coordination Logs

SayPro Documents Required from Employees

5. Stakeholder Coordination Logs

Purpose: The Stakeholder Coordination Log is a detailed record of all communications, meetings, agreements, and interactions with external partners, non-profit organizations, and community groups involved in the CSR campaign. This document ensures that all collaborative efforts are tracked, helps maintain clarity about responsibilities, and ensures accountability in the partnership process.

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Contents of the Stakeholder Coordination Log:

1. Campaign Overview
   • Campaign Name: The title of the CSR campaign.
   • Campaign Objectives: A brief recap of the campaign’s purpose and goals.
   • Campaign Duration: The timeframe during which the campaign is active (e.g., June 1 – June 30, 2025).
   • Key Stakeholders: A list of key external partners, non-profits, and community groups involved in the campaign.
   Example:
   • Campaign Name: “SayPro Green Future”
   • Campaign Objectives: “Raise funds for reforestation, engage employees in volunteer activities, and increase awareness about environmental sustainability.”
   • Campaign Duration: “May 1 – May 31, 2025”
   • Key Stakeholders: “Local environmental non-profits, community volunteer organizations, corporate partners.”
2. Log Entry Format Each entry in the Stakeholder Coordination Log should follow a consistent format to ensure all relevant details are recorded clearly. The format includes:
   • Date of Communication: The date when the communication took place.
   • Type of Communication: The medium used for communication (e.g., email, phone call, meeting, or video conference).
   • Stakeholder Name: Name of the organization or individual contacted.
   • Role of Stakeholder: Brief description of the stakeholder’s role in the campaign (e.g., sponsor, volunteer coordinator, community partner).
   • Summary of Communication: A brief summary of what was discussed or agreed upon in the communication. This could include collaboration details, decisions made, or action items.
   • Agreements/Action Items: Any formal agreements, deliverables, or commitments made by either party during the communication. This may include deadlines, responsibilities, or expectations.
   • Next Steps: Any follow-up actions required after the communication, such as setting up another meeting, sending additional information, or completing tasks.
   Example:DateType of CommunicationStakeholder NameRole of StakeholderSummary of CommunicationAgreements/Action ItemsNext StepsMay 1, 2025EmailGreen Earth Org.Environmental Non-ProfitDiscussed partnership for tree planting eventGreen Earth Org. to provide 500 seedlings for tree planting event. SayPro to organize volunteers.Confirm volunteer availability with Green Earth Org. by May 5, 2025.May 10, 2025Phone CallLocal Community CenterEvent Hosting PartnerCoordinated logistics for volunteer event at local parkCommunity Center to provide event space, SayPro to supply refreshments for volunteers.Finalize event timeline and confirm logistics by May 15, 2025.May 15, 2025MeetingEcoPartners Ltd.Corporate Partner & SponsorDiscussed sponsorship for the CSR event and promotionEcoPartners to contribute $10,000 for campaign advertising, SayPro to mention them on all campaign materials.Send sponsorship agreement for review by May 20, 2025.
3. Stakeholder Contact Information
   • Contact Person: Name and role of the individual representing the organization or group.
   • Email Address: The email address for the contact person.
   • Phone Number: The phone number for the contact person.
   • Organization Address: The physical address of the stakeholder organization (if applicable).
   Example:
   • Contact Person: Jane Smith, Volunteer Coordinator
   • Email Address: jane.smith@greenearth.org
   • Phone Number: +1 (555) 123-4567
   • Organization Address: 123 Green Way, Green City, USA
4. Collaboration Goals and Deliverables
   • Goal: A description of what the organization or group aims to achieve through their involvement in the campaign.
   • Deliverables: Specific actions, materials, or contributions that each stakeholder is responsible for.
   Example:
   • Goal: “Help plant 10,000 trees in partnership with SayPro.”
   • Deliverables: “Provide seedlings and volunteer coordination for tree planting events.”
5. Follow-Up and Deadlines
   • Follow-Up Date: Date by which follow-up actions should be completed.
   • Responsible Person: The individual from SayPro or the external partner who is responsible for completing the follow-up actions.
   • Status Update: A brief status update on whether the follow-up has been completed and what the next steps are.
   Example:
   • Follow-Up Date: May 5, 2025
   • Responsible Person: Mark Johnson (SayPro CSR Manager)
   • Status Update: “Confirmation received from Green Earth Org. that 500 seedlings will be provided. Need to confirm volunteer list by May 10.”
6. Partnership Evaluation
   • Successes: Notes on how well the collaboration met expectations or goals.
   • Challenges: Any issues or challenges faced during the partnership, including miscommunications, delays, or unmet expectations.
   • Lessons Learned: Key takeaways that could help improve future stakeholder collaborations.
   Example:
   • Successes: “Green Earth Org. was very responsive and delivered on their promise to provide seedlings.”
   • Challenges: “The event space was double-booked, causing a delay in planning, but this was resolved with extra coordination.”
   • Lessons Learned: “In the future, ensure that venue bookings are confirmed well in advance.”
7. Sign-Off and Acknowledgments
   • Confirmation of Completed Task: A final confirmation that all tasks and agreements with the stakeholders have been completed or are in progress.
   • Acknowledgment from Stakeholder: Any formal sign-off or acknowledgment of the collaboration, including thank-you notes or emails after the campaign.
   Example:
   • “Stakeholder acknowledged receipt of the final partnership agreement via email on May 18, 2025.”

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Document Format

• Document Type: Excel sheet or Google Sheets (for easy tracking and sharing) or a Word document with tables.
• Access: Share the log with the CSR team, project managers, and other relevant stakeholders to ensure transparency.
• Updating Frequency: The log should be updated regularly as communications occur, ensuring that all interactions are recorded in real time.

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Benefits of the Stakeholder Coordination Log:

1. Clear Communication: Helps track and clarify all communications with external partners, ensuring nothing falls through the cracks.
2. Accountability: Ensures that both SayPro and its partners are accountable for their roles and responsibilities.
3. Efficient Collaboration: Improves collaboration efficiency by maintaining a clear record of actions, timelines, and next steps.
4. Future Campaign Success: Helps identify best practices for future partnerships by reviewing past experiences and lessons learned.