Grant management means so much more than tracking dollars spent—when done well, it’s an ongoing strategic process of communication, documentation, and dedication. To encourage long-term grant-seeking success, sound grant management is a comprehensive process that begins with writing the grant and continues long after you submit the final report.
1. Proactive Planning
When beginning to write a grant, work with your team or client to anticipate reporting requirements. It’s vital to ensure that staff or contractors can accurately track outcomes and program expenses to get those reports in on time. Starting early with grant management planning also helps develop realistic project timelines, align internal staff and other resources with grant objectives, prevent future complications or miscommunications, and set the foundation for successful implementation.
2. Team-Based Approach
Grant management is not a solo sport. It requires collaboration across multiple departments – from grant writers and program managers to finance staff and senior leadership. Each team member plays a crucial role in maintaining compliance, tracking outcomes, and ensuring financial accountability. If the grant manager or compliance officer job title doesn’t exist in your agency, remember to establish who the team’s project manager will be early on.
3. Get All The “Receipts”
Documentation is the lifeblood of grant management. Every expense, decision, and project milestone must be meticulously tracked and recorded. This isn’t just mindless busywork – it’s your agency’s protection against potential audits and evidence of fiscal responsibility.
4. Complete Compliance
Federal and private funders have specific procurement rules and reporting requirements. Understanding these nuances is critical. Costs must be allowable, allocable, reasonable, and necessary. One misstep can jeopardize not just current grants but future opportunities.
5. Continuous Learning and Adaptation
The grant management landscape is constantly evolving. Successful organizations invest in ongoing training, leverage technology tools, and remain adaptable. Podcasts, professional development, and staying current with industry best practices are essential.
Starting in January 2025, Amanda and I are teaching a monthly Grant Management course through the Next Level Grant University hosted by the Grant Professionals Association. For more information and to register, click this LINK.
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