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3 Proven Strategies
to Improve Your Grant
Readiness
Speakers Today:
Tammy Tilzey
GrantHub Team,
Foundant Technologies
Shannon McBride
President, Consulting
Connections, Inc.
This 60 minute presentation will begin at 9am PT, 10 am MT, 11am CT, Noon ET
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• Handouts – pdf of
slides are available if
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downloaded them
already.
• Brief Foundant Overview
• 3 Proven Strategies to Improve Your Grant Readiness
• Q&A
3
Agenda
Locations
• Headquartered in Bozeman, MT
Remote team members in Minneapolis, Boise, Philadelphia, Seattle and Chicago
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5
6
1025 Grant Lifecycle Manager customers
203 GrantHub customers
Three Proven Strategies to Improve Your Grant Readiness
Shannon McBride
President, Consulting
Connections, Inc.
Tammy Tilzey
Director, GrantHub
Use these three proven strategies to improve
your grant readiness
1. Improve grant funding success by complying with the funder’s requirements and guidelines.
2. Develop a grant-ready tool kit to streamline the process.
3. Use grant management best practices to meet deadlines and influence funders.
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How to incorporate these major strategies:
Build and use a Proposal Compliance Matrix (PCM) to
increase chances of funding success.
Identify what documents you already have and what you
might need to add to your grant ready toolkit.
Learn proven methods for using effective grant
management in your organization.
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Strategy #1. Improve Grant Funding Success:
Comply with the funder’s requirements and
guidelines.
Know what the funder is asking for and capture this information on the Requirements Checklist.
Using this information, develop a Proposal Compliance Matrix.
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THE
REQUIREMENTS
THE
GUIDELINES
Track requirements found in the grant application
form.
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Prepare a requirements checklist on Excel.
Follow the grant application word for word.
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Continue to develop the Requirements
Checklist
1. Insert columns to the right of the listed requirements (still
listed word-for-word).
2. Add a heading for names. (You’ll fill this in later.)
3. Add headings for due date and date information is received.
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2. Convert the requirements checklist into a
PCM.
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1. List each individual requirement using an action verb.
2. Assign team members and establish due dates.
Step 3. Review the funding guidelines before
moving on.
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Review the guidelines and answer these
questions.
Limitations: Are we located outside their area of giving?
Purpose and Activities: Do our organization’s values, purpose, and
activities match theirs?
Fields of Interest: Are our project activities and target population a good fit
within their areas of giving?
Types of Support: Do the types of support they provide fulfill our
requirements?
Grant Amounts: Will the grant amount be adequate if awarded?
Previous Grants or Grantees: Have we ever been awarded funding from
this organization?
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Anticipate questions not spelled out in the
grant application.
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QUESTIONS SUGGESTED RESPONSES
Has this organization demonstrated evidence of thorough
planning and the optimum capacity for seeing the project
to completion?
Respond to this question both in your organizational description
and in your project description.
Is the need so critical that we should seriously consider
funding the project?
Use compelling language to clearly describe what is currently
lacking that is causing the need.
Does this grant seeker have a comprehensive and
sophisticated approach to solving the problem?
Describe the methodology you used to design the program to
alleviate the need or in some way at least mitigate the problem.
If we do decide to support the project, will the grant seeker
continue to run the program after our funding ends? If we
choose not to fund the project, will they still carry it out?
Make it clear in your statement of sustainability that you have
the continued support—both in funding and resources—to
ensure the project continues with or without their funding.
Describe your plan for generating more financial support.
Does the program budget clearly show how the finances
are linked to the statement of need and resolution of the
problem?
Provide a narrative section to the budget and specifically link
expenses to program outcomes.
Does the grant seeker really understand our major focus
for funding projects?
Assure them throughout the narrative you know how your
project fits their giving focus.
Conduct an organizational self-assessment.
CONSULTING CONNECTIONS, INC. 22
Activity No Not Yet Pending Yes
Board members have written job descriptions and receive orientation and training.
Board recognizes role it must play in resource development and is actively engaged.
Policy, procedures, and plans are in place to ensure diversity in all staff and volunteer
personnel.
Board’s finance committee meets at least quarterly and reviews agency budget and interim
financial statements.
Organization has policy concerning amount of operating reserves.
Board has strategic plan and monitors progress toward objectives outlined in plan.
Organization establishes an annual plan and objectives consistent with strategic plan.
Organization has a diversified funding strategy with goals that may include earned income,
government sources, foundations, corporations, individuals, and events.
Organization regularly assesses the market relative to competitors and client need and
satisfaction.
Organization has a public relations plan and process in place.
Every employee, including the executive director, receives a performance review at least
annually; both supervisor and employee review a written assessment.
Organization has a budget and stated goals for each program.
Organization has established collaborative relationships with other organizations.
Organization has adequate technology and information systems that support operations and
planning.
Include relevant documents in your toolkit.
Category Supporting Documents and Artifacts
ACCOUNTING FILESBP_Accounting_Financial
Copy of IRS exemption letter verifying tax-exempt status, most recent IRS Form 990, audited
financial statements, annual operating budget, sources of revenue, program budgets for
individual project or program
BOARD FILESBP_Board
Board member descriptions, affiliations and professions, committee descriptions; board training
programs, board member handbook, bylaws, financial statements, board contracts
EvaluationBP_Org. Overview
Clear description of methodology for evaluation, examples of survey instruments, summary of
outcomes
FundingBP_Stmt of Funding Support
Past funding sources and funding requests pending
Organization overviewBP_Org. Overview
History, date of inception, organization’s original purpose, mission statement
Programs, events, and publicityBP_Programs
Description of major core programs, of sponsored fundraising events including: board and
committee involvement, funds raised, and involvement from donors News articles, advertising
samples, testimonials from constituents, photographs of individuals engaged in programs
Research and statisticsBP_Research.Statistics
Current verifiable statistics supporting the need for the project and population served
(demographics); websites such as Grants.gov, Guide Star, GrantHub
Staff and administrationBP_Org Overview
Job descriptions, qualifications, areas of expertise
Standard supporting documentationBP_Supporting Doc
Business entity form for unincorporated nonprofit associations, state sales tax exemption
notification, charitable organization permit application
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Strategy #2. Develop a Grant-Ready Toolkit
The Baseline Proposal
Documents required for all grant applications
A logical hierarchy of electronic files
Your grant team assignments
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Step One. Create the baseline proposal file:
the most important tool in the kit.
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Set up a location on your computer or laptop devoted only
to your Baseline Proposal.
Remember: Periodically
review major parts of the
Baseline Proposal that might
require updating!
Establish permanent folders for the Baseline Proposal.
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BP: Programs/Projects
BP: PCM
BP: Research, Statistics
BP: Statements of Support
BP: Supporting Documentation
BP: Letter of Inquiry
BP: Board Information
BP: Accounting, Financial
BP: Annual Report
BP: Appreciation
BP: Cover Letter
BP: Cover Page
BP: Evaluation Methodology
BP: Executive Summary
BP: Grants.Gov
BP: Organization Overview
Step Two. Build a cache of both relevant and required
documents in your Baseline Proposal folder.
Category Supporting Documents and Artifacts
ACCOUNTING FILESBP_Accounting_Financial
Copy of IRS exemption letter verifying tax-exempt status, most recent IRS Form 990, audited financial statements, annual operating budget,
sources of revenue, program budgets for individual project or program
BOARD FILESBP_Board
Board member descriptions, affiliations and professions, committee descriptions; board training programs, board member handbook,
bylaws, financial statements, board contracts
EvaluationBP_Org. Overview
Clear description of methodology for evaluation, examples of survey instruments, summary of outcomes
FundingBP_Stmt of Funding Support
Past funding sources and funding requests pending
Organization overviewBP_Org. Overview
History, date of inception, organization’s original purpose, mission statement
Programs, events, and publicityBP_Programs
Description of major core programs, of sponsored fundraising events including: board and committee involvement, funds raised, and
involvement from donors News articles, advertising samples, testimonials from constituents, photographs of individuals engaged in
programs
Research and statisticsBP_Research.Statistics
Current verifiable statistics supporting the need for the project and population served (demographics); websites such as Grants.gov, Guide
Star, Grant Hub
Staff and administrationBP_Org Overview
Job descriptions, qualifications, areas of expertise
Standard supporting documentationBP_Supporting Doc
Business entity form for unincorporated nonprofit associations, state sales tax exemption notification, charitable organization permit
application
Components of Your Grant Proposal Tool Kit. Do you already have clear, accessible files for all these categories? If not, start gathering these now—before you write that next proposal!
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Front-load your search for grant-related
documentation.
Gather this information early in the proposal development
process.
Scan hard copy originals and store in the appropriate
electronic file folder.
Save all documents to your cloud backup server!
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Score your file maintenance procedures.
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Can everyone on your grant seeking team find the
documents they are looking for? Are you making it easy
for them, or will they have to reach out to you before they
can complete their assignments?
Step Three. Use logic to maintain your grant
proposal files.
Invest in a grant management solution that helps keep your
grant documents and records organized or design a logical way
to manually maintain your records.
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Level 1: Set up one main file folder for all grant proposals.
Create one major file folder to serve as the “vault” for all grant proposals.
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Level 2: Set up separate file folders under “Grant Proposals_All.”
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Level 3: Set up separate file folders for all years by funder.
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Level 4: Set up file folders for each major category by year.
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Save supporting documents under specific file
folders.
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Strategy #3. Use grant management best practices: meet
deadlines and influence funders.
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Five Grant Management Techniques
1. Create a grant calendar
2. Organize your funders, track grant history and keep grant documents organized
3. Coordinate your team’s responsibilities to stay on schedule
4. Be ‘Grant-Ready’
5. Consistently report on pipeline and progress of grant funding
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Grant Calendar – What do you use today?
• white board
• wall calendar
• spreadsheets
• shared email calendar
• project or tasks management system
• colored pens / colored sticky notes
• binders
• file cabinets
• shared files / folders on network
• google drive / documents
• grant management solution
• Consultant
• other…
Grant Calendar
Score your solution against this checklist:
Everyone has visibility to upcoming deadlines.
Owners receive regular reminders when items are due.
You are continually adding new opportunities to your calendar.
Recurring funding opportunities are scheduled in advance.
Communication of grant plan, progress, and results is facilitated.
Five Grant Management Techniques
1. Create a grant calendar
2. Organize your funders, track grant history and keep grant documents organized
3. Coordinate your team’s responsibilities to stay on schedule
4. Be ‘Grant-Ready’
5. Consistently report on pipeline and progress of grant funding
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Organize Funders & Grant History
Elements to Track for Each Funder
• Board Members
• Deadlines
• Decision Process
• EIN
• 990s
• Website
• Funding History
• Others?
• Funder Name
• Areas of Interest
• Min/Max Funding
• Geographical Focus
• Key Contacts
• Address
• Social Media Sites
Grant Tracking
• Deadlines
• Submitted Date
• Decision Date
• Grant Term
• Restrictions
• Submission Link/Login
• Award details - reports due, etc.
• Funder Name
• Grant Name
• Status (Pending, Awarded,
Denied)
• Amount Requested
• Amount Awarded
• Amount Received
Organize Grant Documents
Don’t waste time searching for misplaced items, recreating the same plan, and trying to rebuild funder relationships.
Have we applied to this funder before?
What did the funder request from us?
What was outlined in our award letter?
What should we do differently next time?
Where is a record of the LOI we sent? Where’s the proposal?
Did we navigate the funder relationships successfully? If so, how?
What reports did we turn in?
What were our program outcomes?
Did we back up our files before the laptop crashed?
The average employment period for a development director is 18 months!
Five Grant Management Techniques
1. Create a grant calendar
2. Organize your funders, track grant history and keep grant documents organized
3. Coordinate your team’s responsibilities to stay on schedule
4. Be ‘Grant-Ready’
5. Consistently report on pipeline and progress of grant funding
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3. Coordinate your grant team responsibilities
while staying on schedule.
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Send email notifications and reminders.
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Some grant management solutions can be configured to send
notifications to team members when they are assigned a task
and also send reminders of deadlines when they are
approaching.
Five Grant Management Techniques
1. Create a grant calendar
2. Organize your funders, track grant history and keep grant documents organized
3. Coordinate your team’s responsibilities to stay on schedule
4. Be ‘Grant-Ready’
5. Consistently report on pipeline and progress of grant funding
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Be “Grant Ready”
• Prepare solid answer templates for a quick first draft.
• Track answers with different character counts.
• Tag answers by program name so you can quickly find the
appropriate one to use.
• Accumulate stories of how your organization has impacted the
population you serve.
• Track statistics that show the need for your service and programs.
Use your grant tool kit to streamline proposal
creation.
Using your grant toolkit may help you complete up to 80% of
the effort to create a grant proposal before you start searching
for funding opportunities.
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Assemble Your “Answer Library”
Five Grant Management Techniques
1. Create a grant calendar
2. Organize your funders, track grant history and keep grant documents organized
3. Coordinate your team’s responsibilities to stay on schedule
4. Be ‘Grant-Ready’
5. Consistently report on pipeline and progress of grant funding
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Effectively Communicate Status
Five Grant Management Techniques
1. Create a grant calendar
2. Organize your funders, track grant history and keep grant documents organized
3. Coordinate your team’s responsibilities to stay on schedule
4. Be ‘Grant-Ready’
5. Consistently report on pipeline and progress of grant funding
BONUS: GMAP – Grant Management Assessment and
Planning worksheet
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Use the Grant Management Assessment and Planning
worksheet (GMAP)to develop your organization’s
grant capacity.
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• Assess what you are doing well, and identify areas where you
can improve.
• Develop a checklist of responsibilities that could be part of
someone's job requirements.
• Use to investigate and compare potential grant management
solutions (just add elements such as pricing, training, and
support to the list.)
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Writing Grants for the Common GoodThe participant guidebook for our grant writing
workshops, Writing Grants for the Common
Good, is now available for purchase.
Published in a three-ring binder, this 115-page
book provides tips and tools for writing
persuasive text, organizing the mandatory
sections of a grant proposal, and designing a
Baseline Proposal to use on future grant
applications.
The guidebook features a Model Document
section with templates and examples of
essential documents required to develop
compliant, compelling grant proposals.
Models include the letter of inquiry, need
statement, sustainability section, and method
of program evaluation—and the binder format
allows readers to add their own representative
examples.
Price: $29.95 includes shipping. To order,
contact us at [email protected].
Need More Information?
CONSULTING CONNECTIONS, INC. 59
Let us help you navigate through the wild waters of grant seeking.
Tammy Tilzey
[email protected] or www.granthub.com
Shannon McBride