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By Hannah Wiginton
Grants are more than just writing a proposal and hitting submit. Grants programs have seven essential components, and understanding each component ensures a sustainable program.
Each component builds on the next, so most challenges such as missed deadlines, lack of internal collaboration, reporting, or funder relationships that go cold can be traced back to gaps in one of these seven areas. The good news is that strengthening each of these seven components will put you on the right path to a sustainable grants process.
- Grant Readiness
Before you apply for a grant, ensure your organization is ready for them. Readiness covers four areas: Organizational Readiness; Program Readiness; Financial Readiness; and, Grants Management Readiness. Each area ensures you have systems in place to manage the full grants process, from the first application to the final report. Readiness is where you start.
- Internal Collaboration
Grants are a team sport. Your board, leadership, finance team, program staff, and development team all play a role before, during, and after a grant is submitted. Your role is to be the central connector of the organization as you gather grant data, documentation, and communicate your organization’s mission to funders. Strong internal partnerships make for a stronger organization and grants program.
- Grants Data Management And Tracking
Managing deadlines, cultivating funder relationships, and staying ahead of your grants pipeline requires a dedicated, organized tracking and management system. Keeping your grants program organized, whether in a spreadsheet or grants management software, means you always know what’s due, who you’ve been in contact with, and where each opportunity stands.
- Grant Research And Planning
Grant research and planning is how you identify grants and funders who are a genuine match for your organization and build a clear plan to approach them. There are multiple ways to find funders: Federal Form 990s, funder and grant directories, your existing donor database, connected board members, and more. Once you’ve identified strong prospects, build a three-month, six-month, and one-year grants plan that keeps your grants calendar active.
- Grant Writing
This is where everything comes together into the actual request. A well-maintained grant content library with pre-made grant templates and common documents such as budgets and a board of directors list makes the grant writing stage much more efficient. Applications often require signatures, internal approvals, and input from multiple staff members, so ensure you start the application well ahead of the deadline. Writing preparation ensures you’re submitting a strong proposal for the organization.
- Reporting And Compliance
Grant reports are follow-up documents required by funders after you receive funding, and all funders’ requirements are different. Build report deadlines into your calendar from day one so they don’t sneak up on you. You’ll typically send financials and final expenses, program outcomes, and program stories. Submitting reports on time builds trust with funders and keeps the door open for future support.
- Funder Communication and Stewardship
Stewardship and cultivation turn one-time funders into long-term partners. Send quarterly updates, thank-you letters, milestone sharing, and informal check-ins to your funding partners. Funders want to know their investment made a difference, and these regular connections show them it did. Even small, consistent outreach can influence future funding decisions.
Nonprofits where leaders have an organized process can connect every part of the organization to the grants lifecycle. If you’re building or evaluating your grants process, assess where you stand across all seven areas and identify what needs attention, so you can build a sustainable program.
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