How to Stay Organized With Grant Management

How to Stay Organized With Grant Management

How to Stay Organized With Grant Management

If you are a nonprofit company looking to manage your grant applications and submissions, you may want to consider grant management software. Staying organized with grant management means you’ll have more time to focus on essential tasks and funder relationships. 

How Grant Management Helps Nonprofits Stay Organized

The grant management process organizes programs and services in the grant application and submission process. Understanding how grant applications work is critical to the success of your submissions and funder relationships. While being awarded new funds is essential to your organization’s success, it is just a tiny part of the process. From writing the document to submitting your application and reporting on your results, you’ll want to become familiar with every aspect of managing your grants, and organized management can help. 

Tips to Stay Organized With Grant Management

A well-developed grant management system helps you stay on track and meet critical deadlines. Here are five organizing grant management tips to help you achieve your funding goals. 

1. Have Clear Goals and Develop a Plan

You can share clear goals and a well-developed plan with the entire team to ensure everyone is on the same page during the process. Your first action should be to prepare for the pre-award stage.

Some pre-award actions include the following:

  • Identify goals: Establish who your organization is and what you want to accomplish with the help of grant funding. Make sure you can share your vision, mission, and goals with other companies. When you have clear and focused plans for your nonprofit, you can find funders who agree with your values and support your cause.
  • Find funders: Search for the right funders by making a detailed list of possible donors interested in your cause. You’ll want to start your research early to become familiar with each funder’s information. Use research tools to help you create a list or find the best matches for your organization.
  • Develop and organize grant proposals: When developing and organizing grant proposals, you’ll want to match each grant proposal to the funder for which you are applying. Include details like in-depth research and answers to funder questions, an accurate budget, and a complete application that follows funder requirements. Proposals take time and require detailed analysis, and you want to be sure the funder can tell you put in the effort. 

One of the best ways to help you keep track of your grants is to use a grant calendar or tracking list. A calendar enables you to keep track of important dates, report submission reminders, and proposal deadlines that every employee at your nonprofit should keep in mind. Some tracking lists or calendar applications include:

  • Whiteboards: Use markers to write and highlight specific dates and reminders.
  • Wall calendars: A traditional wall calendar helps you keep track of deadlines and important days. 
  • Shared online calendars: Use Outlook or Google Calendar to share reminders across various platforms. 
  • Task management systems: A task management system helps nonprofits stay organized.
  • Spreadsheets: Excel spreadsheets can help you keep track of important funder information.

No matter what kind of tracking list you use, you’ll want to be sure that it meets specific criteria. Ensure that everyone involved in the grant process can see essential deadlines and get reminded of important deadlines through email or calendars. You should be able to add new tasks or deadlines to the calendar. The management system should allow users to focus on funder relationships without worrying about manual tasks.

2. Organizing Funders and Grant History

Another important step is to organize your funder and grant history. Try your best to document important information to prevent missing dates, running behind schedule, or other mishaps. 

When tracking critical information about funders and grants, many people keep information within email folders or online documents. However, you choose to organize information, try your best to write it down or type it out, as keeping it all in your head could be risky for your nonprofit. 

When it comes to funders, some essential information to track includes:

  • Funder name: The name of the funder you are considering.
  • Website links: Links to their relevant websites.
  • Contact information: Relevant contact information from the funder.
  • Link to Form 990: Form 990 for nonprofit organizations to file taxes.
  • EIN: Employer ID number.
  • Funding areas: Areas the funder usually gives out grants to.
  • Funding range: The range within the area the funder gives grants to.
  • Funder type: The type of company the funder operates.
  • Social media: Social media links, including Facebook, Instagram, LinkedIn or others.
  • Past conversation notes: Notes from discussions with the funder or contact at the funder.
  • Past grant history: Your nonprofit’s personal history with the funder.

You’ll also want to keep track of your overall grant history. Try to ensure that your workers can access past, present, and future requests whenever they need to make the process efficient. Some grant history information to track includes:

  • Grant name: Name of the specific grant and other information. 
  • Status: Current status of the application or submission.
  • Funder: Name of the funder running the grant.
  • Funder program: The program used by the funder to run the grant.
  • Point of contact: The point of contact within the funders’ administration.
  • Grant writer: The person writing your grant proposal and application.
  • Proposal and LOI deadlines: The proposal and LOI documents and deadlines.
  • Requested amount: The amount you are personally requesting from the funder.
  • Application method and details: The application requirements are listed by the funder.
  • Date submitted: When you submitted your proposal or application. 
  • Decision date: When submissions are considered and funds are decided.
  • Amount awarded: The amount you are awarded from the funder. 
  • Grant term: The length of time you use the grant funds.
  • Grant notes: Any extra notes from the grant or the company.
  • Grant documents: Important documents for every team member to see.
How to Stay Organized With Grant Management

3. Coordinate With Your Team to Stay on Schedule

Grant management can also help you coordinate your team and ensure you stay on the same page throughout the process. Many enjoy that an organized process helps team members stay on schedule during hectic days or deadline-specific tasks.

For team members wondering how to manage grants organized by software, point them toward highlighted tasks. Coordinated teams use software to remind others of upcoming due dates, view future schedules, track deadlines and send email reminders. Many nonprofits can save time on manual tasks that would otherwise eat into their essential responsibilities, like finding funders, writing documents and establishing strong funder relationships. 

4. Understand the Rules and Regulations

Many funders have specific rules and regulations for application submission and grant writing. To ensure that you understand and follow these rules, try to become familiar with the changes or requirements of each type of funder. 

Suppose your company plans to apply for a government grant. Many of these regulations lie in the U.S. Office of Management and Budget Circular. Usually, you can find these rules in a management document or grant booklet from their office, or you can find circulars online

Even if you aren’t applying for a government grant, always ask for their booklet or catalog or rules and regulations to be sure you are taking the proper steps. Ask for extra information or call to speak to a representative. When in doubt, you could even hire a consultant or set up a software system to manage your grants and be sure you follow every rule they require.

5. Implement Grant Management Software and Other Tools

When managing your grant applications, implementing grant management software or other helpful tools can be essential to making your nonprofit thrive. Software can help track your grants, set up tasks, and follow each step through to submission. Using these tools ensures that your members have more time to find new funders and invest in building relationships rather than looking at spreadsheets and online reports. 

IGX Solutions offers some of the best tools to meet your organization’s pre-award, award, and post-award grant management software needs. Our software helps you save time and money by automating workflow and improving your current process so that the integration is seamless. Using IntelliGrants® IGX, Core CVC™ or BEPro™, we help take control of your data by centralizing information in one reliable source. Whether you need to track expenses, review working applications, customize reports or work across different devices, IGX Solutions is here to adapt to your nonprofit’s design.

How to Stay Organized With Grant Management

Find Reliable Grant Management Software at IGX Solutions

These tips can ensure that you manage your grants well and streamline the application process. From organizing your funding information to installing a reliable grant management platform, taking control of your procedures can help you find better funding and improve your nonprofit over time. 

At IGX Solutions, we pride ourselves in offering clients premier grants management systems for your grant writing and applications. With over 120 satisfied clients in 34 states, our company consistently retains new customers by providing grant software that solves your workflow needs. Our team members will help guide you through the process, suggesting applications and design improvements along the way. Book a demo today or call us at 888-534-5879 to speak to a representative.