Securing grants is a critical component of nonprofit fundraising, but the process can be daunting and time-consuming. Without proper organization, deadlines may be missed, opportunities overlooked, or applications rushed, leading to subpar results. Creating and maintaining a grant calendar is a practical and effective way to manage the process and increase your success rate. Here's a step-by-step guide with practical tips and tricks you can implement daily to streamline your grant-seeking efforts.
1. Understand the Purpose of a Grant Calendar
A grant calendar serves as your roadmap for the year. It consolidates deadlines, tasks, and milestones into a single, easily accessible document, ensuring your team remains on track and organized.
Benefits:
Keeps you proactive instead of reactive.
Helps balance workloads and avoid last-minute rushes.
Enhances collaboration among team members.
Provides a clear visual of your grant pipeline.
Actionable Tip: Start by creating a basic calendar structure—this can be as simple as a spreadsheet or as advanced as project management software like Asana or Trello.
2. Research Grant Opportunities and Deadlines
The foundation of your grant calendar is accurate and up-to-date information about potential funders. Consistent research ensures that no opportunity is missed.
Actionable Tips:
Dedicate 15–20 minutes daily to browsing grant databases such as Grants.gov, Foundation Directory Online, or state-specific resources.
Subscribe to newsletters and alerts from relevant funders.
Maintain a running list of potential grants with key details like deadlines, eligibility criteria, and focus areas.
Trick: Create a “rolling” research file where you add new opportunities as you discover them. This ensures you always have a pool of options to pull from.
3. Prioritize and Evaluate Opportunities
Not all grants are created equal. Prioritizing opportunities based on alignment with your organization’s mission and capacity is critical.
Actionable Tips:
Develop a scoring system to evaluate grants based on factors like funding amount, eligibility, and reporting requirements.
Rank opportunities as “high priority,” “medium priority,” or “low priority.”
Review and update this list weekly to account for new opportunities or changes in priorities.
Trick: Use a color-coded system in your calendar to visually differentiate priority levels. For example, green for high priority, yellow for medium, and red for low.
4. Set Internal Deadlines
Meeting funders’ submission deadlines is non-negotiable, but internal deadlines help ensure every piece of the application is completed on time.
Actionable Tips:
Break the application process into smaller tasks (e.g., narrative writing, budget preparation, gathering attachments).
Assign internal deadlines for each task, ideally 7–10 days before the actual submission date.
Regularly review progress during team check-ins.
Trick: Use reminders or alarms in your digital calendar to notify you of upcoming internal deadlines. This prevents tasks from falling through the cracks.
5. Create a Detailed Task List
A comprehensive task list ensures that all aspects of the grant application are addressed.
Actionable Tips:
Break down tasks into manageable chunks, such as:
Research funder guidelines.
Draft program descriptions.
Create or update the budget.
Review and proofread the application.
Submit the application.
Assign each task to a specific team member with a clear deadline.
Monitor progress daily to ensure tasks stay on track.
Trick: If using digital tools, integrate your task list with your grant calendar so that deadlines and tasks are visible in one place.
6. Monitor Funder Communication and Updates
Grantmakers often release updates or clarifications about their funding priorities or application process. Staying informed can give you a competitive edge.
Actionable Tips:
Dedicate 10 minutes daily to checking for updates on funder websites or email communications.
Keep a record of correspondence with funders in your calendar or CRM system.
Follow up promptly if you have questions or need clarifications.
Trick: Set up a Google Alert for key funders’ names to stay informed about any news or changes that might impact your application.
7. Review and Refine Applications Continuously
Grant proposals are often improved through iteration. Building time into your calendar for reviews ensures quality submissions.
Actionable Tips:
Schedule time for at least two rounds of review—one for content accuracy and alignment, and another for proofreading and formatting.
Share drafts with colleagues or partners for feedback.
Use a checklist to verify that all required components are included.
Trick: Maintain a library of successful proposals and templates to streamline the drafting process for future applications.
8. Incorporate Reporting and Stewardship
Winning a grant is just the beginning. Maintaining good relationships with funders through timely reporting and stewardship can increase your chances of future funding.
Actionable Tips:
Add reporting deadlines to your grant calendar as soon as a grant is awarded.
Allocate time for gathering data, writing reports, and preparing any additional materials required by funders.
Schedule periodic updates to share your program’s progress with funders.
Trick: Include reminders for check-ins with funders (e.g., quarterly or biannual updates) to build trust and show your commitment.
9. Analyze and Optimize Your Grant Calendar
Your grant calendar should be a dynamic tool that evolves based on your experiences and results.
Actionable Tips:
Review your calendar monthly to assess what’s working and what’s not.
Track your grant application success rate and identify trends.
Adjust your priorities and processes based on lessons learned.
Trick: Create an end-of-year summary to evaluate the effectiveness of your grant calendar and use insights to plan for the next year.
10. Stay Consistent and Disciplined
Consistency is key to making your grant calendar a reliable tool.
Actionable Tips:
Dedicate a set time each day or week to updating and reviewing your calendar.
Encourage all team members to regularly check and contribute to the calendar.
Celebrate milestones and achievements to maintain motivation.
Trick: Use visual aids like charts or graphs to display progress and motivate your team. For instance, track the number of grants submitted versus awarded.
A grant calendar is more than just a tool—it’s a strategy for success. By implementing daily habits like consistent research, setting internal deadlines, and prioritizing opportunities, you can stay organized and increase your chances of securing funding. Start building your grant calendar today and watch as your nonprofit’s grant-seeking efforts become more efficient, effective, and rewarding.
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