Objective
To provide a clear and concise procedure for sending out solicitations to leaders for program reviews based on flag publications, ensuring effective communication and minimizing errors.
Key Steps
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Confirm Settings:
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Ensure that all necessary settings for leadership review have been applied correctly before proceeding.
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Select Programs:
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Identify the associated programs that require leader review based on the flag publications.
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Choose Notification Method:
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Decide whether to notify all leaders individually or select the "notify all" option to send a single notification to all leaders simultaneously.
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Compose Solicitation:
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Draft a clear and concise solicitation message that outlines the purpose of the review, deadlines, and any necessary instructions for the leaders.
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Review the Solicitation:
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Double-check the solicitation for clarity, completeness, and any potential errors before sending.
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Send Notification:
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Use the chosen notification method to send the solicitation to the leaders.
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Follow-Up:
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Set a reminder to follow up with leaders if no response is received within a specified timeframe.
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Cautionary Notes
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Ensure that all leaders are included in the notification list to avoid missing any key participants.
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Double-check the deadline for responses to ensure it aligns with project timelines.
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Be mindful of any potential technical issues that may arise when sending notifications.
Tips for Efficiency
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Use templates for the solicitation message to save time and maintain consistency.
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Schedule notifications during peak working hours to increase the likelihood of prompt responses.
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Utilize project management tools to track responses and follow-ups efficiently.
By following this SOP, team members can effectively delegate the task of sending solicitations for leadership review, ensuring clarity and reducing the risk of misunderstandings.
Link to Loom
https://loom.com/share/52697e456a764f29950ced94445be706?src=composer