Situational Analysis (South Africa): Free Practical Audit Template for NPOs & SMEs
Situational Analysis (South Africa): Free Practical Audit Template for NPOs & SMEs
Situational Analysis (South Africa): Free Practical Audit Template for NPOs & SMEs
08 Oct 2025
08 Oct 2025
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Get a fast, South Africa-ready read on your landscape—5C + PESTLE, key stakeholders, competitors, channels, and audience signals—so you can move from insight to action quickly. Use the free Excel/CSV templates to capture the scan, roll it into a crisp SWOT, and pick a focused 90-day priority list.
What is a Situational Analysis (and why it matters in SA)
A situational analysis is your structured snapshot of now: internal realities, market forces, stakeholders, competitors and audience behaviour. This SA-ready template turns that scan into clear priorities you can act on in weeks, not months.
Quick Takeaways
Do the 5C first, then enrich Context with a short PESTLE.
Map stakeholders (Power–Interest) and top 3 competitors—claims, channels, proof.
Use JTBD to sharpen value propositions and objection handling.
Build a mobile-first, WhatsApp-friendly journey with consent baked in.
Convert uncertainty into tests, then roll up to a SWOT and ICE-scored 90-day list.
Download my free Situational Analysis Template
SA‑ready workbook with tabs for 5C, PESTLE, Stakeholders, Competitors, JTBD, Journey, Risks, SWOT & ICE.
Situational analysis building blocks: 5C & PESTLE-SA
5C analysis framework (Company, Customers, Competitors, Collaborators, Context)
Why 5C? The 5C framework gives you a fast x-ray of the operating context: Company, Customers, Competitors, Collaborators, Context. It’s a well-accepted lens in marketing and product planning.
How to capture it (use the sheet in the template):
Company — mission, offer, capabilities, financial runway, delivery constraints.
Customers — who pays/uses; segments; needs and willingness to switch.
Competitors — top three; their claims, proof, pricing, and traction.
Collaborators — delivery partners, funders, distribution, regulators.
Context — macro trends and constraints (expand with PESTLE).
PESTLE analysis for South African NPOs
PESTLE highlights to scan now:
Political & Legal: Procurement and empowerment rules shape B2G and funded projects. Track Public Procurement Act developments and how they may set minimum B-BBEE levels in state bids.
Economic: Power reliability affects operating hours and logistics costs; recent months show improving generation, but outages still occur episodically. Plan hybrid or buffered delivery timelines.
Social: Digital adoption is high and mobile-led; South Africa had 26.7m active social media identities in Jan 2025 (≈41.5% population). WhatsApp is among the most used channels.
Technological: Mobile coverage is strong (4G ~99% population; urban 5G expanding), enabling WhatsApp-first service models even outside metros.
Legal (Data & Privacy): POPIA governs direct marketing and consent for electronic channels; capture lawful basis and retention.
Environmental: Energy insecurity and extreme weather events can disrupt last-mile delivery; build redundancy into operations.
Tip: In the template, keep the 5C to one page of bullets with links to your sources. Save the long notes for an appendix.
Stakeholder & competitor analysis: mapping influence and moves
Stakeholder mapping (Power–Interest grid / Mendelow)
Stakeholder map (Power × Interest):
Plot each stakeholder (board, donors, regulators, communities, partners, key customers) on a Power–Interest grid to set engagement tactics:
High power / high interest: manage closely (regular calls, co-design where relevant).
High power / low interest: keep satisfied; use concise executive updates.
Low power / high interest: keep informed; invite feedback loops.
Low power / low interest: monitor with lightweight updates.
If you prefer Mendelow’s matrix, the same principles apply.
Competitor analysis template for South African organisations
Competitor snapshot (capture in 30 minutes):
For your top three competitors, list:
Positioning claim (plain words)
Who they target (segment, geography)
Price / funding model (fees, freemium, grant-funded, rebate)
Proof (case studies, audits, third-party trust marks)
Primary channels (search, WhatsApp, field partners, community radio)
Free competitor templates can speed this step if you don’t want to start from scratch.
NPO/SME nuances (B-BBEE & procurement)
NPO/SME nuance: For grantees or small businesses, include funder expectations and procurement thresholds as “shadow competitors” that can redirect demand (e.g., “must have Level X B-BBEE for tender eligibility”).
Audience insights: JTBD, barriers, triggers & trusted channels
JTBD statements & template
Jobs-to-be-Done (JTBD): Write one sentence per priority segment:
“When [situation], I want to [job], so I can [outcome].”
Barriers & decision triggers (South Africa)
Barriers: cost, trust, data, travel, language, literacy, device/data constraints, institutional steps (e.g., vetting, documents).
Triggers: deadlines (school terms, grant windows), seasons (load-shedding schedules), social proof (peer testimonials), urgent needs.
Trusted channels in South Africa (WhatsApp-first)
Trusted channels in SA: High mobile/social usage plus ubiquitous WhatsApp makes direct messaging and community-led referrals effective—especially when paired with concise, bilingual copy and voice notes. Anchor claims with proof customers recognise (accredited partners, public audits). Use WhatsApp and SMS within POPIA’s consent rules.
Rapid audience sourcing (voice of customer)
Source fast: Ask three current users (or beneficiaries) and three non-users: “What nearly stopped you from choosing us?” and “What made you move?” Lift their exact words into your copy and objections list.
Channel & brand touchpoint inventory
Owned, earned, paid channels
Inventory owned, earned, and paid touchpoints.
Touchpoint fields to capture For each, capture:
Asset (URL / location) & owner
Audience & purpose
Last updated and proof (testimonials, case study links)
Performance (last 90 days)
POPIA checks (consent capture, retention, unsubscribe language)
Create a one-page heatmap: green = keep/invest; amber = fix; red = retire. Link this directly to your Brand Touchpoints Audit backlog for follow-through.
Customer journey (Awareness → Advocacy)
Map one row per segment across stages:
Journey stages (Awareness to Advocacy)
Awareness — message & hook (use the top JTBD).
Consideration — objections & proof to answer them.
Decision — offer, price/funding fit, CTAs, consent language.
Onboarding/Use/Delivery — first-week experience; hand-offs to partners.
Retention — reminders, renewals, post-service support.
Advocacy — referral asks, community proof, testimonials (consented).
Mobile-first journey design (WhatsApp & low bandwidth)
SA nuance: Plan for mobile-first steps (short forms, WhatsApp follow-ups, low-bandwidth media) and time buffers if power or logistics interruptions affect fulfilment.
Risks & assumptions: how to test before committing budget
List your top assumptions per channel/offer:
“Our WhatsApp onboarding reduces drop-off by 25%.”
“Level 2 B-BBEE will unlock 3 new tender invites this quarter.”
“Community radio drives 100 weekly enquiries in Gqeberha.”
Design quick validation tests
For each, design a quick test:
Method: A/B message in WhatsApp broadcast (with consent), pilot a micro-partnership, or run a 2-week community radio slot.
Metric & threshold: e.g., ≥10% reply rate or ≥25 qualified leads.
Cost & timeframe: under R10,000 and ≤14 days to learn.
POPIA compliance: record consent mechanism and retention.
Kill or scale based on data, not gut feel.
Roll-up to SWOT and a 90-day priority list
SWOT summary of your situational analysis
SWOT is the summary page of your situational analysis—not the work itself. Use it to bring 5C, PESTLE, audience, and competitor findings into a single view. For a step‑by‑step walkthrough and downloadable worksheet, see our SWOT Analysis Template (South Africa).
ICE scoring method & example
Pick your 90-day priorities with ICE scoring:
Impact (1–5): expected outcome on the key KPI
Confidence (1–5): strength of evidence (tests, benchmarks)
Ease (1–5): effort and dependencies
ICE Score = Impact × Confidence × Ease. Sort by score; choose three to fund now. Keep the rest on a “later” list.
Example (SME services firm):
“WhatsApp quote bot” (4×4×4=64)
“B-BBEE partnership for public tenders” (5×3×2=30)
“Community proof library (video testimonials)” (3×4×4=48)
Download the free situational analysis template
Your Free SA‑ready situational analysis playbook!
What's included: Prebuilt tabs for 5C, PESTLE‑SA, Stakeholders, Competitors, Audience JTBD, Touchpoints, Journey, Risks, SWOT, and ICE scoring.
Conclusion
You don’t need a month-long study to steer with confidence. A tight situational analysis built on 5C and PESTLE-SA, stress-tested with stakeholder and competitor snapshots, and grounded in JTBD gives your team shared reality fast. From there, design a mobile-first journey with consent-aware messaging, run two or three validation tests, and then promote only the few initiatives that clear your evidence bar. Roll everything into a one-page SWOT and a 90-day plan your team can actually execute. Repeat quarterly (or when the environment shifts) and you’ll keep strategy honest, pragmatic, and tuned to South Africa’s real-world constraints and opportunities.
Need Assistance with your organisation's situational analysis?
Let’s unblock your next step. Book a free 20‑minute consult and we’ll sanity‑check your 5C/PESTLE headlines, refine one JTBD, and help you pick three ICE‑scored priorities for the next 90 days.
Get other Free Templates & Resources
Grab the starter pack: Situational Analysis Excel template, SWOT one‑pager, Brand Positioning canvas, and Touchpoints Audit checklist—built for South Africa (POPIA‑friendly, WhatsApp‑first).
Newsletter Signup
One practical email every two weeks. SA‑specific brand & comms tips, checklists, and short case examples you can steal—no fluff, no spam. Unsubscribe any time.
Bonus: New subscribers get the ICE Scoring Calculator tab unlocked in the Excel template.
Situational Analysis — FAQs (South Africa)
How is a situational analysis different from SWOT?
SWOT is the summary page; situational analysis is the input engine that gathers the facts (5C, PESTLE, audience, competition) you’ll summarise in SWOT.
What’s the minimum viable output for a situational analysis?
One page each for 5C, PESTLE, Stakeholders, Competitors—then a single prioritised list using ICE scores.
How often should we update our situational analysis?
Quarterly, or whenever a proof metric shifts (e.g., reply rate drops) or an external policy or power change affects delivery.
Does a situational analysis work for NPOs as well as SMEs?
Yes. Swap “customers” for beneficiaries/funders, add monitoring & evaluation signals as proof, and include grant cycles as triggers. For B2G or funded projects, consider B-BBEE implications in partner selection and bids.
Get a fast, South Africa-ready read on your landscape—5C + PESTLE, key stakeholders, competitors, channels, and audience signals—so you can move from insight to action quickly. Use the free Excel/CSV templates to capture the scan, roll it into a crisp SWOT, and pick a focused 90-day priority list.
What is a Situational Analysis (and why it matters in SA)
A situational analysis is your structured snapshot of now: internal realities, market forces, stakeholders, competitors and audience behaviour. This SA-ready template turns that scan into clear priorities you can act on in weeks, not months.
Quick Takeaways
Do the 5C first, then enrich Context with a short PESTLE.
Map stakeholders (Power–Interest) and top 3 competitors—claims, channels, proof.
Use JTBD to sharpen value propositions and objection handling.
Build a mobile-first, WhatsApp-friendly journey with consent baked in.
Convert uncertainty into tests, then roll up to a SWOT and ICE-scored 90-day list.
Download my free Situational Analysis Template
SA‑ready workbook with tabs for 5C, PESTLE, Stakeholders, Competitors, JTBD, Journey, Risks, SWOT & ICE.
Situational analysis building blocks: 5C & PESTLE-SA
5C analysis framework (Company, Customers, Competitors, Collaborators, Context)
Why 5C? The 5C framework gives you a fast x-ray of the operating context: Company, Customers, Competitors, Collaborators, Context. It’s a well-accepted lens in marketing and product planning.
How to capture it (use the sheet in the template):
Company — mission, offer, capabilities, financial runway, delivery constraints.
Customers — who pays/uses; segments; needs and willingness to switch.
Competitors — top three; their claims, proof, pricing, and traction.
Collaborators — delivery partners, funders, distribution, regulators.
Context — macro trends and constraints (expand with PESTLE).
PESTLE analysis for South African NPOs
PESTLE highlights to scan now:
Political & Legal: Procurement and empowerment rules shape B2G and funded projects. Track Public Procurement Act developments and how they may set minimum B-BBEE levels in state bids.
Economic: Power reliability affects operating hours and logistics costs; recent months show improving generation, but outages still occur episodically. Plan hybrid or buffered delivery timelines.
Social: Digital adoption is high and mobile-led; South Africa had 26.7m active social media identities in Jan 2025 (≈41.5% population). WhatsApp is among the most used channels.
Technological: Mobile coverage is strong (4G ~99% population; urban 5G expanding), enabling WhatsApp-first service models even outside metros.
Legal (Data & Privacy): POPIA governs direct marketing and consent for electronic channels; capture lawful basis and retention.
Environmental: Energy insecurity and extreme weather events can disrupt last-mile delivery; build redundancy into operations.
Tip: In the template, keep the 5C to one page of bullets with links to your sources. Save the long notes for an appendix.
Stakeholder & competitor analysis: mapping influence and moves
Stakeholder mapping (Power–Interest grid / Mendelow)
Stakeholder map (Power × Interest):
Plot each stakeholder (board, donors, regulators, communities, partners, key customers) on a Power–Interest grid to set engagement tactics:
High power / high interest: manage closely (regular calls, co-design where relevant).
High power / low interest: keep satisfied; use concise executive updates.
Low power / high interest: keep informed; invite feedback loops.
Low power / low interest: monitor with lightweight updates.
If you prefer Mendelow’s matrix, the same principles apply.
Competitor analysis template for South African organisations
Competitor snapshot (capture in 30 minutes):
For your top three competitors, list:
Positioning claim (plain words)
Who they target (segment, geography)
Price / funding model (fees, freemium, grant-funded, rebate)
Proof (case studies, audits, third-party trust marks)
Primary channels (search, WhatsApp, field partners, community radio)
Free competitor templates can speed this step if you don’t want to start from scratch.
NPO/SME nuances (B-BBEE & procurement)
NPO/SME nuance: For grantees or small businesses, include funder expectations and procurement thresholds as “shadow competitors” that can redirect demand (e.g., “must have Level X B-BBEE for tender eligibility”).
Audience insights: JTBD, barriers, triggers & trusted channels
JTBD statements & template
Jobs-to-be-Done (JTBD): Write one sentence per priority segment:
“When [situation], I want to [job], so I can [outcome].”
Barriers & decision triggers (South Africa)
Barriers: cost, trust, data, travel, language, literacy, device/data constraints, institutional steps (e.g., vetting, documents).
Triggers: deadlines (school terms, grant windows), seasons (load-shedding schedules), social proof (peer testimonials), urgent needs.
Trusted channels in South Africa (WhatsApp-first)
Trusted channels in SA: High mobile/social usage plus ubiquitous WhatsApp makes direct messaging and community-led referrals effective—especially when paired with concise, bilingual copy and voice notes. Anchor claims with proof customers recognise (accredited partners, public audits). Use WhatsApp and SMS within POPIA’s consent rules.
Rapid audience sourcing (voice of customer)
Source fast: Ask three current users (or beneficiaries) and three non-users: “What nearly stopped you from choosing us?” and “What made you move?” Lift their exact words into your copy and objections list.
Channel & brand touchpoint inventory
Owned, earned, paid channels
Inventory owned, earned, and paid touchpoints.
Touchpoint fields to capture For each, capture:
Asset (URL / location) & owner
Audience & purpose
Last updated and proof (testimonials, case study links)
Performance (last 90 days)
POPIA checks (consent capture, retention, unsubscribe language)
Create a one-page heatmap: green = keep/invest; amber = fix; red = retire. Link this directly to your Brand Touchpoints Audit backlog for follow-through.
Customer journey (Awareness → Advocacy)
Map one row per segment across stages:
Journey stages (Awareness to Advocacy)
Awareness — message & hook (use the top JTBD).
Consideration — objections & proof to answer them.
Decision — offer, price/funding fit, CTAs, consent language.
Onboarding/Use/Delivery — first-week experience; hand-offs to partners.
Retention — reminders, renewals, post-service support.
Advocacy — referral asks, community proof, testimonials (consented).
Mobile-first journey design (WhatsApp & low bandwidth)
SA nuance: Plan for mobile-first steps (short forms, WhatsApp follow-ups, low-bandwidth media) and time buffers if power or logistics interruptions affect fulfilment.
Risks & assumptions: how to test before committing budget
List your top assumptions per channel/offer:
“Our WhatsApp onboarding reduces drop-off by 25%.”
“Level 2 B-BBEE will unlock 3 new tender invites this quarter.”
“Community radio drives 100 weekly enquiries in Gqeberha.”
Design quick validation tests
For each, design a quick test:
Method: A/B message in WhatsApp broadcast (with consent), pilot a micro-partnership, or run a 2-week community radio slot.
Metric & threshold: e.g., ≥10% reply rate or ≥25 qualified leads.
Cost & timeframe: under R10,000 and ≤14 days to learn.
POPIA compliance: record consent mechanism and retention.
Kill or scale based on data, not gut feel.
Roll-up to SWOT and a 90-day priority list
SWOT summary of your situational analysis
SWOT is the summary page of your situational analysis—not the work itself. Use it to bring 5C, PESTLE, audience, and competitor findings into a single view. For a step‑by‑step walkthrough and downloadable worksheet, see our SWOT Analysis Template (South Africa).
ICE scoring method & example
Pick your 90-day priorities with ICE scoring:
Impact (1–5): expected outcome on the key KPI
Confidence (1–5): strength of evidence (tests, benchmarks)
Ease (1–5): effort and dependencies
ICE Score = Impact × Confidence × Ease. Sort by score; choose three to fund now. Keep the rest on a “later” list.
Example (SME services firm):
“WhatsApp quote bot” (4×4×4=64)
“B-BBEE partnership for public tenders” (5×3×2=30)
“Community proof library (video testimonials)” (3×4×4=48)
Download the free situational analysis template
Your Free SA‑ready situational analysis playbook!
What's included: Prebuilt tabs for 5C, PESTLE‑SA, Stakeholders, Competitors, Audience JTBD, Touchpoints, Journey, Risks, SWOT, and ICE scoring.
Conclusion
You don’t need a month-long study to steer with confidence. A tight situational analysis built on 5C and PESTLE-SA, stress-tested with stakeholder and competitor snapshots, and grounded in JTBD gives your team shared reality fast. From there, design a mobile-first journey with consent-aware messaging, run two or three validation tests, and then promote only the few initiatives that clear your evidence bar. Roll everything into a one-page SWOT and a 90-day plan your team can actually execute. Repeat quarterly (or when the environment shifts) and you’ll keep strategy honest, pragmatic, and tuned to South Africa’s real-world constraints and opportunities.
Need Assistance with your organisation's situational analysis?
Let’s unblock your next step. Book a free 20‑minute consult and we’ll sanity‑check your 5C/PESTLE headlines, refine one JTBD, and help you pick three ICE‑scored priorities for the next 90 days.
Get other Free Templates & Resources
Grab the starter pack: Situational Analysis Excel template, SWOT one‑pager, Brand Positioning canvas, and Touchpoints Audit checklist—built for South Africa (POPIA‑friendly, WhatsApp‑first).
Newsletter Signup
One practical email every two weeks. SA‑specific brand & comms tips, checklists, and short case examples you can steal—no fluff, no spam. Unsubscribe any time.
Bonus: New subscribers get the ICE Scoring Calculator tab unlocked in the Excel template.
Situational Analysis — FAQs (South Africa)
How is a situational analysis different from SWOT?
SWOT is the summary page; situational analysis is the input engine that gathers the facts (5C, PESTLE, audience, competition) you’ll summarise in SWOT.
What’s the minimum viable output for a situational analysis?
One page each for 5C, PESTLE, Stakeholders, Competitors—then a single prioritised list using ICE scores.
How often should we update our situational analysis?
Quarterly, or whenever a proof metric shifts (e.g., reply rate drops) or an external policy or power change affects delivery.
Does a situational analysis work for NPOs as well as SMEs?
Yes. Swap “customers” for beneficiaries/funders, add monitoring & evaluation signals as proof, and include grant cycles as triggers. For B2G or funded projects, consider B-BBEE implications in partner selection and bids.
Get a fast, South Africa-ready read on your landscape—5C + PESTLE, key stakeholders, competitors, channels, and audience signals—so you can move from insight to action quickly. Use the free Excel/CSV templates to capture the scan, roll it into a crisp SWOT, and pick a focused 90-day priority list.
What is a Situational Analysis (and why it matters in SA)
A situational analysis is your structured snapshot of now: internal realities, market forces, stakeholders, competitors and audience behaviour. This SA-ready template turns that scan into clear priorities you can act on in weeks, not months.
Quick Takeaways
Do the 5C first, then enrich Context with a short PESTLE.
Map stakeholders (Power–Interest) and top 3 competitors—claims, channels, proof.
Use JTBD to sharpen value propositions and objection handling.
Build a mobile-first, WhatsApp-friendly journey with consent baked in.
Convert uncertainty into tests, then roll up to a SWOT and ICE-scored 90-day list.
Download my free Situational Analysis Template
SA‑ready workbook with tabs for 5C, PESTLE, Stakeholders, Competitors, JTBD, Journey, Risks, SWOT & ICE.
Situational analysis building blocks: 5C & PESTLE-SA
5C analysis framework (Company, Customers, Competitors, Collaborators, Context)
Why 5C? The 5C framework gives you a fast x-ray of the operating context: Company, Customers, Competitors, Collaborators, Context. It’s a well-accepted lens in marketing and product planning.
How to capture it (use the sheet in the template):
Company — mission, offer, capabilities, financial runway, delivery constraints.
Customers — who pays/uses; segments; needs and willingness to switch.
Competitors — top three; their claims, proof, pricing, and traction.
Collaborators — delivery partners, funders, distribution, regulators.
Context — macro trends and constraints (expand with PESTLE).
PESTLE analysis for South African NPOs
PESTLE highlights to scan now:
Political & Legal: Procurement and empowerment rules shape B2G and funded projects. Track Public Procurement Act developments and how they may set minimum B-BBEE levels in state bids.
Economic: Power reliability affects operating hours and logistics costs; recent months show improving generation, but outages still occur episodically. Plan hybrid or buffered delivery timelines.
Social: Digital adoption is high and mobile-led; South Africa had 26.7m active social media identities in Jan 2025 (≈41.5% population). WhatsApp is among the most used channels.
Technological: Mobile coverage is strong (4G ~99% population; urban 5G expanding), enabling WhatsApp-first service models even outside metros.
Legal (Data & Privacy): POPIA governs direct marketing and consent for electronic channels; capture lawful basis and retention.
Environmental: Energy insecurity and extreme weather events can disrupt last-mile delivery; build redundancy into operations.
Tip: In the template, keep the 5C to one page of bullets with links to your sources. Save the long notes for an appendix.
Stakeholder & competitor analysis: mapping influence and moves
Stakeholder mapping (Power–Interest grid / Mendelow)
Stakeholder map (Power × Interest):
Plot each stakeholder (board, donors, regulators, communities, partners, key customers) on a Power–Interest grid to set engagement tactics:
High power / high interest: manage closely (regular calls, co-design where relevant).
High power / low interest: keep satisfied; use concise executive updates.
Low power / high interest: keep informed; invite feedback loops.
Low power / low interest: monitor with lightweight updates.
If you prefer Mendelow’s matrix, the same principles apply.
Competitor analysis template for South African organisations
Competitor snapshot (capture in 30 minutes):
For your top three competitors, list:
Positioning claim (plain words)
Who they target (segment, geography)
Price / funding model (fees, freemium, grant-funded, rebate)
Proof (case studies, audits, third-party trust marks)
Primary channels (search, WhatsApp, field partners, community radio)
Free competitor templates can speed this step if you don’t want to start from scratch.
NPO/SME nuances (B-BBEE & procurement)
NPO/SME nuance: For grantees or small businesses, include funder expectations and procurement thresholds as “shadow competitors” that can redirect demand (e.g., “must have Level X B-BBEE for tender eligibility”).
Audience insights: JTBD, barriers, triggers & trusted channels
JTBD statements & template
Jobs-to-be-Done (JTBD): Write one sentence per priority segment:
“When [situation], I want to [job], so I can [outcome].”
Barriers & decision triggers (South Africa)
Barriers: cost, trust, data, travel, language, literacy, device/data constraints, institutional steps (e.g., vetting, documents).
Triggers: deadlines (school terms, grant windows), seasons (load-shedding schedules), social proof (peer testimonials), urgent needs.
Trusted channels in South Africa (WhatsApp-first)
Trusted channels in SA: High mobile/social usage plus ubiquitous WhatsApp makes direct messaging and community-led referrals effective—especially when paired with concise, bilingual copy and voice notes. Anchor claims with proof customers recognise (accredited partners, public audits). Use WhatsApp and SMS within POPIA’s consent rules.
Rapid audience sourcing (voice of customer)
Source fast: Ask three current users (or beneficiaries) and three non-users: “What nearly stopped you from choosing us?” and “What made you move?” Lift their exact words into your copy and objections list.
Channel & brand touchpoint inventory
Owned, earned, paid channels
Inventory owned, earned, and paid touchpoints.
Touchpoint fields to capture For each, capture:
Asset (URL / location) & owner
Audience & purpose
Last updated and proof (testimonials, case study links)
Performance (last 90 days)
POPIA checks (consent capture, retention, unsubscribe language)
Create a one-page heatmap: green = keep/invest; amber = fix; red = retire. Link this directly to your Brand Touchpoints Audit backlog for follow-through.
Customer journey (Awareness → Advocacy)
Map one row per segment across stages:
Journey stages (Awareness to Advocacy)
Awareness — message & hook (use the top JTBD).
Consideration — objections & proof to answer them.
Decision — offer, price/funding fit, CTAs, consent language.
Onboarding/Use/Delivery — first-week experience; hand-offs to partners.
Retention — reminders, renewals, post-service support.
Advocacy — referral asks, community proof, testimonials (consented).
Mobile-first journey design (WhatsApp & low bandwidth)
SA nuance: Plan for mobile-first steps (short forms, WhatsApp follow-ups, low-bandwidth media) and time buffers if power or logistics interruptions affect fulfilment.
Risks & assumptions: how to test before committing budget
List your top assumptions per channel/offer:
“Our WhatsApp onboarding reduces drop-off by 25%.”
“Level 2 B-BBEE will unlock 3 new tender invites this quarter.”
“Community radio drives 100 weekly enquiries in Gqeberha.”
Design quick validation tests
For each, design a quick test:
Method: A/B message in WhatsApp broadcast (with consent), pilot a micro-partnership, or run a 2-week community radio slot.
Metric & threshold: e.g., ≥10% reply rate or ≥25 qualified leads.
Cost & timeframe: under R10,000 and ≤14 days to learn.
POPIA compliance: record consent mechanism and retention.
Kill or scale based on data, not gut feel.
Roll-up to SWOT and a 90-day priority list
SWOT summary of your situational analysis
SWOT is the summary page of your situational analysis—not the work itself. Use it to bring 5C, PESTLE, audience, and competitor findings into a single view. For a step‑by‑step walkthrough and downloadable worksheet, see our SWOT Analysis Template (South Africa).
ICE scoring method & example
Pick your 90-day priorities with ICE scoring:
Impact (1–5): expected outcome on the key KPI
Confidence (1–5): strength of evidence (tests, benchmarks)
Ease (1–5): effort and dependencies
ICE Score = Impact × Confidence × Ease. Sort by score; choose three to fund now. Keep the rest on a “later” list.
Example (SME services firm):
“WhatsApp quote bot” (4×4×4=64)
“B-BBEE partnership for public tenders” (5×3×2=30)
“Community proof library (video testimonials)” (3×4×4=48)
Download the free situational analysis template
Your Free SA‑ready situational analysis playbook!
What's included: Prebuilt tabs for 5C, PESTLE‑SA, Stakeholders, Competitors, Audience JTBD, Touchpoints, Journey, Risks, SWOT, and ICE scoring.
Conclusion
You don’t need a month-long study to steer with confidence. A tight situational analysis built on 5C and PESTLE-SA, stress-tested with stakeholder and competitor snapshots, and grounded in JTBD gives your team shared reality fast. From there, design a mobile-first journey with consent-aware messaging, run two or three validation tests, and then promote only the few initiatives that clear your evidence bar. Roll everything into a one-page SWOT and a 90-day plan your team can actually execute. Repeat quarterly (or when the environment shifts) and you’ll keep strategy honest, pragmatic, and tuned to South Africa’s real-world constraints and opportunities.
Need Assistance with your organisation's situational analysis?
Let’s unblock your next step. Book a free 20‑minute consult and we’ll sanity‑check your 5C/PESTLE headlines, refine one JTBD, and help you pick three ICE‑scored priorities for the next 90 days.
Get other Free Templates & Resources
Grab the starter pack: Situational Analysis Excel template, SWOT one‑pager, Brand Positioning canvas, and Touchpoints Audit checklist—built for South Africa (POPIA‑friendly, WhatsApp‑first).
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Situational Analysis — FAQs (South Africa)
How is a situational analysis different from SWOT?
SWOT is the summary page; situational analysis is the input engine that gathers the facts (5C, PESTLE, audience, competition) you’ll summarise in SWOT.
What’s the minimum viable output for a situational analysis?
One page each for 5C, PESTLE, Stakeholders, Competitors—then a single prioritised list using ICE scores.
How often should we update our situational analysis?
Quarterly, or whenever a proof metric shifts (e.g., reply rate drops) or an external policy or power change affects delivery.
Does a situational analysis work for NPOs as well as SMEs?
Yes. Swap “customers” for beneficiaries/funders, add monitoring & evaluation signals as proof, and include grant cycles as triggers. For B2G or funded projects, consider B-BBEE implications in partner selection and bids.
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Book a Free Consultation with Romanos Boraine
Book a Free Consultation
Book a Free Consultation with Romanos Boraine
Book a Free Consultation with Romanos Boraine
Let’s talk. Book a free 20-minute discovery call with me to map out your brand, systems, or content gaps. We will identify what we can fix, fast, to help your nonprofit or startup grow smarter.
Helping nonprofits, startups, and social enterprises in South Africa grow smarter through strategic positioning, creative direction, digital systems audits, and workflow optimisation.
Explore Services
© Romanos Boraine 2025.
All Rights Reserved
Book a Free Consultation with Romanos Boraine
Let’s talk. Book a free 20-minute discovery call with me to map out your brand, systems, or content gaps. We will identify what we can fix, fast, to help your nonprofit or startup grow smarter.
Helping nonprofits, startups, and social enterprises in South Africa grow smarter through strategic positioning, creative direction, digital systems audits, and workflow optimisation.
Explore Services
© Romanos Boraine 2025.
All Rights Reserved
Book a Free Consultation with Romanos Boraine
Let’s talk. Book a free 20-minute discovery call with me to map out your brand, systems, or content gaps. We will identify what we can fix, fast, to help your nonprofit or startup grow smarter.
Helping nonprofits, startups, and social enterprises in South Africa grow smarter through strategic positioning, creative direction, digital systems audits, and workflow optimisation.
Explore Services
© Romanos Boraine 2025.
All Rights Reserved
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