📋 SayPro Daily Monitoring Plan
Program: SayPro Development 5-Day Meditation & Relaxation Camp
Module Code: SCDR.4.8.4
Month: January
Delivery Mode: Hybrid (In-Person + Virtual)
Primary Objective: Monitor the daily flow and ensure participant well-being, session quality, and responsiveness to issues.
🎯 OBJECTIVES
- Maintain the smooth flow of each session according to the camp schedule.
- Ensure that all participants feel engaged, safe, supported, and included.
- Provide a real-time support system to address technical, emotional, or logistical issues.
- Collect continuous feedback to adjust and improve daily delivery.
👤 DAILY MONITORING TEAM STRUCTURE
| Role | Responsibilities |
|---|---|
| Daily Camp Monitor | Overall flow management, team coordination, issue escalation |
| Session Timekeeper | Keeps sessions on schedule, manages transitions |
| Participant Support Liaison | Attends to individual concerns, checks on emotional well-being |
| Tech Support Specialist | Ensures virtual stream quality, audio-visual checks, participant access |
| Virtual Host | Engages online attendees, monitors Zoom chat, supports breakout rooms |
| Documentation Assistant | Captures notes, issues, solutions, and participant feedback daily |
🗓️ DAILY MONITORING WORKFLOW
🔹 Morning Briefing (30 minutes before Day Start)
- Quick review of daily schedule and themes
- Instructor and staff check-in
- Assignments for support staff confirmed
- Review any concerns raised from previous day
- Ensure tech and environment readiness (lighting, sound, air quality)
⏰ During Each Session Block
| Monitoring Task | In-Person | Online |
|---|---|---|
| Participant Check-ins | Observe body language, engagement levels | Monitor chat, video reactions, emoji use |
| Instructor Support | Provide cues, help with material needs | Notify host of sound/video issues |
| Emotional Safety Monitoring | Watch for signs of discomfort, burnout | Private message option for emotional support |
| Timekeeping & Transitions | Smooth switch between activities | Countdown timers on screen, prompts |
| Accessibility & Comfort | Adjust seating, sound, break needs | Ensure closed captions / interpret as needed |
🗣️ Daily Feedback Collection
- End-of-day feedback forms (digital and paper)
- Quick polls in online sessions
- “Emotional Check-In Board” (physical sticky-note wall or digital Miro board)
- One-on-one check-in opportunities (voluntary sign-ups)
🌙 Evening Debriefing Session (20–30 minutes)
- What worked well?
- Any participant issues or staff observations?
- Tech glitches or access issues to resolve?
- Suggested adjustments for Day 2/3/etc.
- Update team on any personal support needs (confidential and compassionate)
⚠️ ISSUE IDENTIFICATION & ESCALATION PROCESS
| Issue Type | Monitoring Action | Escalation Path |
|---|---|---|
| Emotional Overwhelm | Offer quiet space + Emotional Support Coach support | Notify Camp Monitor for further steps |
| Technical Difficulties (Online) | Switch to backup stream, send link in real-time chat | Alert Tech Lead + use backup recordings |
| Health/Safety (In-Person) | Escort to First Aid, maintain confidentiality | Notify Logistics Lead & Camp Coordinator |
| Instructor Delay or Absence | Use pre-recorded guided meditation or backup facilitator | Update Day Schedule + Inform Participants |
📊 MONITORING TOOLS & RESOURCES
- Daily Monitoring Checklist (session flow, environment, participant engagement)
- Feedback Forms (printed & Google Forms)
- Real-Time Issue Log (shared among staff via Google Sheet or SayPro dashboard)
- Walkie Talkies / Group Chat for internal communication
- Emergency Support Protocol Sheet
💬 PARTICIPANT ENGAGEMENT STRATEGIES
| Method | Description |
|---|---|
| Mindful Ice-Breakers | Gentle games or reflection questions at start of group circles |
| Anonymous Question Box (in-person) | Box for thoughts, concerns, or questions |
| Chat Prompts (virtual) | “One word for how you’re feeling,” or “What’s your takeaway from today?” |
| Highlight Moments | Celebrate participant insights during sharing circles or via spotlight |
✅ END-OF-DAY CHECKLIST FOR MONITORS
- All sessions delivered as scheduled or with documented adaptations
- Participant emotional and physical well-being observed and supported
- Feedback collected and reviewed
- Team debrief completed
- Issues documented and addressed or escalated
- Virtual platform stable and recordings saved
📁 DAILY MONITORING DOCUMENTATION
Each day, the Camp Monitor compiles a Daily Report Summary, including:
- Participant attendance & engagement notes
- Instructor performance observations
- Technical or logistical challenges
- Adjustments made to program delivery
- Action steps for the next day
These reports contribute to the overall SCDR.4.8.4 post-camp evaluation.
Let me know if you’d like:
- A template for the daily monitor report
- A printable checklist or toolkit for monitors
- Help setting up the virtual feedback forms or online engagement tools (e.g., Miro, Slido, Typeform)
I’m happy to build those next!
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