Introduction:
Embarking on the journey of securing grants is a critical aspect of sustaining and expanding the impact of nonprofits. The grant seeking cycle involves a series of interconnected steps that, when navigated strategically, can lead to successful funding outcomes. In this guide, we'll delve into each stage of the grant cycle, providing insights and tips to empower organizations in their pursuit of financial support.
1. Assessment and Planning:
The grant-seeking process begins with a thorough assessment of your organization's needs and objectives. Identify funding opportunities aligned with your mission and create a plan that outlines your goals, target funders, and potential outcomes.
2. Research and Identification:
Conduct solid research to identify potential grant opportunities. Explore government agencies, private foundations, and corporate donors that share a mission or values congruent with your organization. Utilize online databases, networking events, and industry publications to stay informed. Databases like Candid (Foundation Directory Online), Grant Watch, Grant Station, and even social networking sites like LinkedIn.
3. Proposal Development:
3a. Craft Your Core Language
Crafting the core language for your proposals can be an efficient tool as most of that core language will remain the same across multiple applications and funders. When creating your core program description BV recommends directly working with the Program Coordinator. Your organization's program coordinator will have the most up-to-date descriptions as well as amazing stories of those served by the program. In your expanded core language clearly articulate your organization's mission, goals, and the specific project or initiative for which you are seeking funding.
3b. Specific Proposal for Specific Funder
Nearly all proposals are submitted online today. You will need to register as a user on the funders’ platforms or websites to begin the proposal process. Some foundations will require a pre-application, eligibility form or a more extensive letter of inquiry. Follow the prompts and complete any pre-applications or eligibility forms. Once done, you will be allowed or invited to move onto a letter of inquiry or a full proposal. Again, nearly all of these proposals and attachments are done online through either a foundation portal or a platform such as Submittable, Blackbaud, Foundant or Good Grants. Tailor each proposal to meet the requirements and priorities of the targeted funder.
3c. Brief is often Better!
The online applications via portal or platform will most frequently have character or word limits per section. Just because the funder has permitted 1,000 characters does NOT mean you need to use them all! Program Officers and others reviewing grants online have a finite amount of time and are greatly appreciative of clarity and conciseness.
3d. Be Human
Remember a few paragraphs ago when we suggested you speak with the Program Coordinator at your organization? Go talk with them again! They have the most amazing stories and quotes to share with you. These can and should be woven into your grant proposals. They are the icing on the cake and make for a human connection. We are wired for a good story.
4. Application Submission:
Navigate the intricacies of grant application submissions with precision. Ensure that all required documents are completed accurately and submitted by the deadline. Pay careful attention to guidelines and formatting preferences outlined by the funding entity. Be sure to check your email for correspondence from the funder OR the funder’s platform. For example: When foundations manage grants via Submittable, some prefer to correspond via the Submittable platform so that they and the grantee can have a nice, clean record of communications via one system.
5. Grant Review and Evaluation:
Once submitted, your proposal undergoes a review process. Familiarize yourself with the evaluation criteria used by funders. Be prepared to address any additional inquiries or provide supplementary information during this phase. Again, check your email for notices from the grant submission platform.
6. Award and Acceptance:
Celebrate success upon receiving a grant award! (BV staff have been known to dance, cheer or even cry when awards come in!) Thoroughly review the terms and conditions outlined in any grant agreement, and promptly submit any required documentation to formalize the acceptance process. Demonstrate gratitude to the funding entity for their support. Just because it is a private foundation vs an individual does not mean that a Thank you letter is not expected. In fact, auditors frequently ask foundations for a copy of thank you letters sent by grantees to the funder. Include the program/project, date and amount of the grant in the letter.
7. Grant Implementation:
Review your plan for utilizing the grant funds, ensuring alignment with the proposed project. Establish communication channels with the funder to provide updates and address any unforeseen challenges. Notify the funder ahead of time if you anticipate a failure to spend all funds allocated or have an urgent need to request a redirect of any funds. (Not ideal, but better to ask permission if needed.)
8. Monitoring and Reporting:
Implement a monitoring mechanism to track progress and evaluate the impact of funded initiatives. Regularly communicate with the funding entity through progress reports, sharing successes, challenges, and adjustments made to ensure transparency and accountability. And... funders actually love to see photos – especially family foundations.
Closing and Evaluation:
As the grant-funded project concludes, conduct an internal review and complete any reporting and evaluation requested by the funder. Reflect on the accomplishments. The final report should highlight the outcomes and impact of the funded activities as well as any challenges you had to overcome, or lessons learned.
Navigating the full grant cycle is a dynamic process that requires planning, effective communication, and a commitment to accountability. By understanding each stage of the cycle and adopting the above practices, nonprofits can enhance their grant-seeking endeavors, ultimately leading to greater success in funding their missions. Remember, each step is an opportunity to strengthen relationships with funders and showcase the positive impact of your organization.