How to approach local groups and organisations who aren’t yet on your community platform
As an admin, reaching out personally can make all the difference. Here’s how to approach it in a way that’s warm, respectful and effective.
Your community platform is only as strong as the people and groups using it. While some local organisations or services might already be active, many valuable contributors—like charities, support providers and grassroots groups—may not yet know your platform exists or understand how it can benefit them.
1. Start with the why
Before contacting anyone, get clear on why the platform is valuable to them.
Think about:
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What could they gain from being on it? (e.g. visibility, reaching new audiences, connecting with other local groups)
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What does your platform make easier for them? (e.g. promoting events, listing services, reducing duplicate work)
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How might it help the community as a whole if they take part?
Tailoring your message to their needs shows respect and makes your outreach more compelling.
2. Prioritise who to contact
It helps to start small. Make a short list of:
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Groups who are already active in your area (online or offline)
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Services and charities who offer valuable support but aren’t yet listed
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People you already have a contact for (directly or through a mutual connection)
Start with those who are most likely to say yes or benefit quickly. This builds momentum and social proof for others to follow.
3. Choose the right contact method
Approach each organisation in a way that suits them:
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Email – Best for formal charities or services with a central admin contact
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Phone – Useful for smaller groups who don’t check email often
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In-person – Great for groups you see at community events, network meetings or the local café
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Social media message – If they’re active on Facebook or Instagram, a DM can be a friendly opener
4. Keep your message friendly and simple
Avoid technical jargon or long descriptions. A short, friendly message works best. For example:
Hi (Name), I help manage (Platform Name), a local site where people can find and share activities, services and events in our area. I noticed (Your Group Name) isn’t listed yet and I think your work would be really valuable to include. It’s free to use and helps you reach more people locally. Would you be open to a quick chat or having a look? Happy to help you get set up if it’s useful!
5. Offer support (without pressure)
Many groups are short on time or overwhelmed with digital tools.
Make it clear you can help them:
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Set up their profile
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Add their first activity or service
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Share a guide or short video explaining how it works
Make joining feel easy and respect their decision if the timing isn’t right. A gentle follow-up in a few months often helps.
6. Share examples and early wins
People like to see what others are doing. Share short stories or screenshots of local groups already using the platform:
"Since joining the platform, (Local Group) has seen more people attending their sessions and has connected with two other organisations to run a joint event."
Showing real value builds trust.
7. Follow up and stay connected
If someone shows interest but doesn’t act straight away, don’t be discouraged. A follow-up message a few weeks later or a quick check-in call often works. Keep them in the loop with your platform’s newsletter or any events you're hosting.
Final thoughts
Reaching out to local groups and organisations isn’t just about filling out your platform—it’s about building a stronger, more connected community. When people feel invited, supported and seen, they’re far more likely to get involved.
Start small, stay personal and remember: every group that joins brings new life, reach and purpose to your platform.
Free templates for Made Open admins
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