SayPro Initial Consultation

Participants will be matched with NPOs and will have an initial meeting to understand the NPO’s needs, goals, and target audience.

1. Purpose of the Initial Consultation

The initial consultation is a crucial step in the SayPro NPO Web Design Competition, allowing participants to gather essential information from their assigned non-profit organization (NPO). This meeting ensures that the website design aligns with the NPO’s mission, vision, and operational needs while effectively engaging their target audience.

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2. Pre-Meeting Preparation

For Participants:

☑ Research the NPO – Visit their current website (if applicable), social media pages, and any available reports.
☑ Review the NPO’s mission and vision – Understand their goals, key initiatives, and target audience.
☑ Prepare a list of questions – Focus on their needs, challenges, and expectations for the website.
☑ Identify potential web solutions – Think of features that could enhance the NPO’s digital presence.

For NPO Representatives:

☑ Define key objectives – Outline what they want to achieve with the new website.
☑ Gather essential content – Logos, brand colors, images, and any existing materials.
☑ List current website challenges – If applicable, provide insights into what is or isn’t working.

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3. Agenda for the Initial Consultation Meeting

A. Introductions (5-10 minutes)

• Participant(s)/Team Introduction: Background, experience, and motivation for joining the competition.
• NPO Introduction: Overview of their organization, mission, and key programs.

B. Understanding the NPO’s Goals (10-15 minutes)

• What are the main goals of the new website? (e.g., fundraising, volunteer recruitment, awareness)
• Who is the target audience? (Donors, volunteers, beneficiaries, general public, etc.)
• What key messages should the website communicate?

C. Reviewing Existing Digital Presence (10 minutes)

• Does the NPO currently have a website? If yes:
  • What do they like/dislike about it?
  • What are its main challenges or limitations?
• How does the NPO currently engage with its audience online (social media, email newsletters, etc.)?

D. Identifying Website Features & Functionality (15-20 minutes)

Discuss required and optional features, such as:
☑ Donation system (Online payments, donor tracking, recurring donations)
☑ Event calendar (Workshops, fundraisers, community events)
☑ Volunteer registration (Forms, scheduling, engagement tracking)
☑ Contact forms (General inquiries, program sign-ups)
☑ Multimedia content (Videos, testimonials, impact stories)
☑ SEO and accessibility (Search engine ranking, usability for all users)
☑ Multi-language support (If needed for diverse audiences)

E. Design Preferences & Branding (10-15 minutes)

• Preferred color schemes, fonts, and overall aesthetic
• Examples of other websites they admire and why
• Any specific branding guidelines to follow

F. Content & Resource Availability (10 minutes)

• Will the NPO provide content (text, images, videos), or does it need to be created?
• Who will be responsible for maintaining the website after the competition?

G. Timeline & Next Steps (5-10 minutes)

• Confirm project milestones and deadlines
• Discuss communication methods (email, calls, project management tools)
• Schedule the next check-in meeting

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4. Post-Meeting Follow-Up

For Participants:

☑ Summarize key takeaways – Document insights from the meeting and share with the NPO.
☑ Draft an initial website concept – Create a wireframe or sitemap based on discussions.
☑ Clarify any uncertainties – If needed, follow up with additional questions.

For NPO Representatives:

☑ Provide requested resources – Logos, content, brand guidelines, etc.
☑ Review initial website concept – Give feedback on proposed ideas.

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5. Deliverables from Initial Consultation

📌 Meeting Notes Summary (Key objectives, features, branding preferences)
📌 Initial Website Concept (Wireframe, sitemap, or written outline)
📌 Resource List (Content, media, branding assets needed from NPO)