Let’s get one thing straight: grant management isn’t a solo sport, and neither is grant writing. Gone are the days when organizations could rely on a lone grant writer or manager to handle everything from proposal development to reporting. The most successful organizations understand that strong grant management requires a team approach – one that builds lasting partnerships with funders, secures repeat funding, and often leads to increased grant awards. When you get this right, you’re not just winning grants; you’re creating lasting positive change in your community.
Building a strong grants management team starts with three key elements:
1. Bringing together people with different skills and perspectives
2. Making sure everyone knows their role and responsibilities
3. Creating clear ways for everyone to communicate and work together
Large Agency Model
Bigger organizations typically work better with specialized teams focused on different parts of grant management:
The Funding Priorities Team includes senior leadership, development directors, grants officers, and finance personnel who work together to align grant opportunities with organizational objectives.
The Grant Narrative Team consists of project directors and grant writers, supported by an editing committee, ensuring compelling and accurate proposal development.
The Budget and Management Team combines finance professionals, program managers, development staff, and direct service providers to create realistic budgets and ensure effective grant implementation.
Small Agency Model
Staff members and volunteers often handle multiple responsibilities in smaller or medium sized nonprofits or local governments. Key position types, which may feature one or two people handling multiple roles include:
Grant Writer/Development Director
Finance Director/Treasurer
Program Director
Executive Director
Evaluator
Team Formation
Creating a successful grant management team means:
• Taking an honest look at what your organization does well and where it needs help
• Teaching team members multiple skills so they can support each other
• Setting up regular ways for departments to communicate
• Making sure everyone knows what they’re responsible for
• Putting someone in charge to keep everything running smoothly
Communication Framework
Good communication keeps everything running smoothly. Regular check-ins, standard ways of reporting, and clear channels for sharing information help keep everyone on the same page.
Maintaining Excellence in Grant Management
Once you’ve built a solid team, here are the critical tasks associated with grant management. While federal and state grants typically have many reporting requirements that are detailed in the Request for Proposal (RFP) or grant funding announcement, community foundations, United Ways, and other funders will have versions of these activities as well.
Procurement and Compliance
Strong grant management teams need to:
• Understand and follow federal purchasing rules
• Keep good records of all decisions
• Get competitive bids when required
• Have solid internal controls
• Check regularly to make sure they’re following all rules
Reporting and Evaluation
Great reporting happens when you have:
• Standard templates everyone uses
• Ways to check work quality
• Systems for turning things in on time
• Clear ways to share information
Performance Evaluation
Regularly checking how the team is doing should include:
• Ways to measure both individual and team success
• Regular feedback
• Opportunities to learn new skills
• Recognition when people do great work
Building an effective grant management team takes time and attention, but it’s worth the effort. Whether you’re working with a large organization or a small nonprofit, success comes from having the right team structure, clear processes, and a commitment to doing things well. When you get the team approach right, you’re not just managing grants – you’re building a foundation for long-term success and meaningful community impact.
If you’re looking to build your skills in managing federal, state, and private grants, consider joining the Grant Professional Association’s Next Level Grant Management Training, taught by Amanda and me. It includes monthly live online sessions, starting January 21, 2025. For pricing, dates, additional details, and registration, click HERE.
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