New Website Communications Checklist for South African Non-profits

4 min read

Launching a new website is a major milestone — but the real impact lies in how you communicate it. A great-looking site won’t drive support or engagement unless people know why it matters.

Here’s a practical, SA-optimised communications checklist to help your non-profit prepare for launch and maximise visibility — with a clear focus on growing your email newsletter list.

Before Launch: Lay the Groundwork

These steps ensure your internal team and key supporters are fully briefed and ready for the transition.

1. Prepare Internal Talking Points

Even if you've been managing the project for months, most of your team and stakeholders haven’t been as close to the process. Draft a briefing note covering:

Why the new website was needed
Key changes (style, functionality, content)
Project cost and how it supports your mission
Screenshots of the old vs new website
How the site improves usability for supporters, service recipients and donors
What will happen to the old content or links

Save this for FAQs, board updates, or funder reports — it’s reusable.

This is critical. Check that your new site includes:

A visible email newsletter signup form on the home page
A dedicated "Subscribe" page you can link to on social and email
Signup forms embedded in blog posts, donation pages, or contact sections
A short, clear value proposition (e.g. “Get updates on how your support is changing lives in SA”)
POPIA-compliant consent language (“You can unsubscribe at any time.”)

3. Map Internal and External Audiences

Segment your communication approach for each audience:

Staff: Training videos or screen recordings on navigation, how to use the CMS, and talking points
Board Members: One-pager on goals, highlights and “how this helps us lead better”
Funders/Partners: Personalised email updates showing how the new site boosts transparency or impact
Volunteers & Beneficiaries: Updates on how to sign up, apply, or engage online
General Public: Use your blog and social media to tell the story of how your new website supports your cause

Technical and Content Checks: 7 Key Questions

Before going live, make sure you've addressed these essentials:

Is the newsletter signup form functional and easy to find?
Do all legacy links redirect correctly to the new site?
Have all images and Alt Text been added for accessibility and SEO?
Does your donation and volunteer signup form integrate with your email list?
Is the site mobile-responsive and tested on common SA browsers and devices?
Have you created a plain text fallback for forms or signups in case of slow connections?
Have all POPIA requirements been reviewed and signed off (data storage, permissions, consent)?

Launch Week: Internal & VIP Communications

4. Staff Rollout

Celebrate the milestone!
Share launch FAQs and troubleshooting steps
Point out the newsletter form and how to promote it
Assign one person as the contact for internal queries

5. Board of Directors

Remind them of their role as ambassadors
Encourage them to share the site and sign up to the newsletter themselves
Mention that performance metrics will be shared at the next board meeting (e.g. new subscribers, visits)

6. Key Stakeholders and Partners

Send a personalised note thanking them for their support
Highlight any mentions or dedicated pages for partners
Encourage them to share the new site and subscribe to stay informed

After Launch: External Promotion

These steps help drive engagement — and most importantly, build your email list.

Send a campaign via BulkMail that introduces the new site
Highlight how it makes supporting or staying informed easier
Include a clear, single CTA: “Subscribe to get SA impact stories in your inbox”
Use this same CTA across your social platforms (Facebook, LinkedIn)

8. Engage Your Community

Share a behind-the-scenes blog post about the website journey
Post a “New Site Tour” video on Facebook or LinkedIn
Run a social poll: “What’s your favourite new feature?” with a link to your site
Incentivise visits: e.g. “Sign up to our newsletter this week and stand a chance to win [relevant freebie]”

9. Update All Outbound Channels

Ensure consistency across:

Email signatures (add a “Subscribe” link)
WhatsApp business profiles or automated responses
Google Maps business profile (add new website link)
Brochures, business cards, signage, etc.

Post-Launch Metrics and Momentum

Once the dust settles, keep the momentum going:

Monitor newsletter signups from the site weekly
Track page views, bounce rates, and conversions using Google Analytics
Report back to the board and staff within 30–60 days
Use what you learn to inform your next BulkMail campaign

Final Word - A Website Launch Is a List Growth Opportunity

Your website is more than a digital brochure — it's a lead generation tool. If you approach your launch with a communications plan focused on visibility, clarity and email list growth, you’ll get lasting value from all the work you’ve done.