Tips and Tricks for Managing the Grant Writing Process

Tips and Tricks for Managing the Grant Writing Process

By Dyllan Williams, Assistant Director of Development

In the realm of nonprofit fundraising, grant writing can often be mistakenly perceived as a simple task, merely involving drafting some general written language to secure financial support from local and national funders. However, the reality is quite different. Grant writing is a complex and time-consuming process that requires meticulous attention to detail, strategic planning, research, budgeting expertise, data analysis, and persuasive storytelling. While it may seem tempting to adopt a one-size-fits-all approach and submit generic proposals to every potential funder, successful grant writing demands a comprehensive and tailored strategy.

A successful grant proposal goes beyond fulfilling a funding requirement; it presents an opportunity to raise awareness, build relationships, and forge strategic collaborations that benefit the communities served by nonprofits. 

Now that we’ve addressed the skill and time that professional proposals require, let's explore methods and tips to navigate the multifaceted process of grant writing!

So, you've identified a potential funding opportunity—what next? Here are some tips and tricks to streamline your grant writing process:

1. Research the Funder

Take the time to do thorough research on the potential funder. Review their funding focuses historically, along with past funding they have provided. Verify if your organization and/or program is a good fit for this opportunity. 

2. Define Your Purpose

Clarify the purpose of your grant application. Are you seeking funding for general operating expenses, specific programming, or a pilot program? Avoid the temptation to force-fit your cause into a funder's focus. 

The National Council of Nonprofits in 2023 reported that 3 out of 4 nonprofits were short-staffed. Creating a program or a need in order to write for a particular opportunity will likely cause unnecessary stress on your team. Fit the funder to your mission, not your mission to the funder. 

3. Do you have a foot in the door?

Check if anyone on your executive team or board of directors has connections with the funder. Cultivating these connections can provide valuable feedback and suggestions to enhance your proposal.

4. Create a Timeline

Establishing a timeline with specific deadlines for each stage of the grant writing process and determining what stages are required to get your grant across the finish line. Utilize tools like Excel spreadsheets or project management software to track progress and ensure timely completion.

5. Adhere to the Guidelines

Create a checklist of the various components of the grant and what you will need to complete it – review the questions and required attachments, and ensure you set your timeline and checklist to accommodate any funder deadlines for submission.

Make sure to adhere to the guidelines and instructions that funders provide. Failure to comply with requirements or provide requested attachments could result in disqualification.-–this could come down to something as simple as the margins of your document. 

6. Team Project

Consider the departments or team members you will be working with in order to complete this proposal. Will the accounting department need to provide a custom budget? Will your development associate need to provide the top donors of a particular project? Will a team need to provide measurable objectives and goals? Get your team in one room or on a Zoom to make sure everyone is on the same page, knows the timeline, and understands their role within the team. 

7. Proofreading and Editing

Make sure that you are allowing yourself time to proofread and edit your proposal along the way. Additionally, get another pair of eyes on your proposal throughout the process to help with errors and inconsistencies. When you have been looking at a proposal for long periods of time, it can be easy to miss things. Spelling and grammar mistakes can make your proposal look unpolished and rushed. 

Remember, there is no such thing as perfection – and even if you have multiple hands on a project, mistakes happen. Mistakes are unavoidable from time to time – but by getting other people to review your work, you’re minimizing the chances of a mistake making it into your final submission. 

8. Don’t Procrastinate!

Thanks to the handy dandy timeline and checklist you’ve created, you should make sure that you’ve given yourself time to get your proposal completed and submitted, with time plugged in for extended time needed or submission issues like portal troubleshooting. Waiting to get a proposal in on the due date is taking an unnecessary chance that something is going to prevent you from submitting a proposal you and your team have put a lot of time and energy into. Anticipate potential delays or submission issues and build in buffers to mitigate risks.

9. Triple Check

Before submission, make sure to review the guidance one or two more times and verify that you’ve included all the necessary information and attachments for your proposal. 

10. Follow-Up

If possible, follow up with the funder after submission. This proactive approach allows you to provide additional information and keep your proposal top of mind.

By following these tips and maintaining a proactive approach, you can set your team up for success in the world of grant writing! Grant writing isn’t merely a transactional experience between nonprofits and funders, but an art. With careful planning, attention to detail, and a commitment to excellence, nonprofits can navigate the grant writing process with confidence while driving a positive impact on the communities they serve!