Taking the steps to prepare one’s nonprofit to effectively win grants can be a cumbersome and overwhelming task. Nonetheless, there are steps your organization can take to be grant ready, thus streamlining the process. Most foundations require the same documentation (i.e. the 501(c) (3) letter and operating budget) which you should have on file, up to date and organized. Here are some suggestions which we refer to as our “grant shopping list” for you to reference when trying to prepare for serious grant writing:

1. Grant Strategy: Having a grant strategy in place requires that a nonprofit has a succinct method of researching and applying for grants. Always aim to identify funders who are the best match for your organization’s key funding priorities. It is also important to be precise and transparent as to the use of the granted funds.
2. Organization Information: Most funders require similar information and it is useful to maintain an up-to-date file with the necessary documents. The file should include a 501(c) (3) determination letter, annual budget, and resumes of key staff and the Board of Directors. Identifying information, such as your organization’s address and any tax or grant registration numbers (like CCR and EIN) will also be necessary.
3. Narrative Documents: Grant applications will often require narrative descriptions asking for an overview of the organization and how the group will solve the problem being presented. Having a template that includes a general description of your organization, its mission statement and goals, demonstrated impact in its service area (always include your data), and an explanation of why the organization is key to a strong and effective application.
4. Tools and Tracking: By having the right tools and procedures in place, your organization can save a lot of preparation time when applying for proposals. Keeping track of grant proposals and information will help you to save time and avoid mistakes. Grant tracking can be an Excel spreadsheet which includes grant submittal information, submission dates, and results. A central file for all past grant applications can also be a great resource, and with Google Calendar (a free tool), it’s easy to keep track of grant deadlines.

Do not be overwhelmed by the process of grant writing! These steps will help your organization be ready to meet and approach potential funders. Here at Palmetto Grant Consulting we have a handy “shopping list” of documents which should help in getting you organized. One last tip – remember that meeting funders face to face is an important aspect of fundraising. Even if you are not asking for money, it is a good idea to set up a meeting between potential funders and your development team to determine whether your organization is a good fit for the funder’s priorities and goals.