Here is a detailed version of the task:
SayPro: Conduct a Staff Briefing Session to Ensure All Coaches and Assistants Are Aware of Their Roles and Responsibilities for the Month of July
To ensure effective planning and smooth execution of SayPro’s July programs, a comprehensive staff briefing session will be conducted for all coaches, assistants, and support personnel. The goal of this session is to clarify expectations, reinforce safety and conduct standards, and promote team alignment ahead of a busy month of programming.
1. Pre-Briefing Preparation
a. Finalize Staff Roster
- Confirm the full list of staff members scheduled to work in July, including coaches, assistant coaches, activity coordinators, and volunteers.
- Assign each staff member a role based on program needs, expertise, and availability.
b. Prepare Briefing Materials
- Develop an agenda for the meeting.
- Create role-specific handouts detailing daily responsibilities, schedules, reporting protocols, and emergency procedures.
- Print copies of the finalized camp or program schedule for July.
- Prepare visual aids (e.g., presentation slides or whiteboard notes) to support the discussion.
c. Secure the Venue
- Book an appropriate venue for the session (in-person or virtual via Zoom/Teams).
- Ensure AV equipment is set up and tested, and that any online meeting links are shared in advance.
2. Conduct the Briefing Session
a. Welcome and Introduction
- Greet all attendees and provide an overview of the objectives of the session.
- Briefly review SayPro’s mission and values to reinforce purpose and team cohesion.
b. Review of July Program Overview
- Go through the finalized schedule for July.
- Highlight key dates, high-attendance days, special events, and logistical considerations (e.g., transportation, field trips, guest speakers).
c. Roles and Responsibilities
- Clearly explain the specific roles of each coach and assistant.
- Discuss daily expectations, including:
- Arrival and departure times
- Supervision duties
- Activity leadership
- Equipment management
- Meal/snack distribution (if applicable)
- Participant engagement and conflict resolution
d. Communication and Reporting Protocols
- Outline the proper channels for internal communication (e.g., daily check-ins, WhatsApp groups, incident reporting forms).
- Explain how to escalate behavioral or medical incidents and who to contact in case of emergencies.
e. Code of Conduct and Safety Procedures
- Reiterate SayPro’s child safeguarding policies.
- Review professional behavior standards, attire, and appropriate boundaries with participants.
- Conduct a brief refresher on health and safety procedures, including:
- First aid protocols
- Fire and evacuation drills
- Handling injuries or illnesses
f. Q&A and Open Discussion
- Allow staff to raise questions or concerns.
- Encourage feedback or suggestions to improve team coordination and participant experience.
g. Distribution of Materials
- Hand out the finalized schedules, contact lists, and role descriptions.
- Provide any uniform items, name badges, or ID cards if applicable.
3. Post-Briefing Follow-Up
a. Summary Email
- Send a recap email to all attendees including:
- Key takeaways from the meeting
- Links to digital copies of schedules and role sheets
- Contact information for team leads and support staff
b. Confirmation of Understanding
- Request a digital or written acknowledgment from each staff member confirming they understand their responsibilities.
c. Continued Support
- Establish weekly team huddles or check-ins throughout July to address any issues, reinforce alignment, and celebrate progress.
