Digging our Blog!
Subscribe to the Feed.

We want you to SUGGEST
our next Blog topic!

Simply send it to

Alltop, all the top stories

Keeping it all straight: 8 tips for getting grant-organized

By Patty Hasselbring

“Organizing is what you do before you do something, so that when you do it, it is not all mixed up.” – A. A. Milne

You got the grant. You thanked the funder. You notified all the involved parties. You and your team celebrated. You are ready to roll. Next comes the action – starting the project or activities that were funded!

Setting up your record-keeping system doesn’t sound quite as exciting, but it’s also important for many reasons. For example, it will help you find important information quickly, and you’ll be able to oversee the fulfillment of grant obligations.

Here are eight tips to help you get – and keep – it all straight.
1. Start your record-keeping system right away.
2. Scan copies of all paper documents and keep them in your computer files.
3. Electronic folders and subfolders will become your primary filing system. I usually suggest structuring the folders in six or seven major categories:
 o Grant Proposal – the original proposal, amendments, etc.
 o Budget Information – the original budget, any budget amendments, and budget      worksheets and notes
 o Financial Reports, including documentation of required matching funds
 o Correspondence, including relevant emails
 o Progress Reports
 o Evaluation Information – statistical information, reports, analysis
 o Collaboration Documents (if the grant is for a collaboration with other             organizations) – agreements with the collaborators and relevant information          about them and their programs

4. Use a unique name and date for each electronic document. So, rather than simply calling a document “report,” name it “Monthly Report June 2013.” Then you can tell what is in each document by looking at the name, rather than having to open every document to see what it contains.
5. Back up your computer files regularly. Don’t forget. Back up your files. Regularly.
6. Consider keeping copies of each grant file on its own flash drive for portability when needed.
7. Start a file in your email software for this grant. Sub-files may also be helpful. Keep copies of emails relating to the grant and grant program.
8. Maintain a paper file. Yes. A paper file. Organize all paper relating to the grant in one file. When you meet with the funder or others who are involved with the grant program, bring the folder with you so you can quickly access the information you need. You can use a partition folder, a heavy pressboard file that use two-hole punches at the top of each sheet, or a heavy-duty three-ring notebook. While your electronic files may contain much more information, this hard-copy file will include the basic and relevant information.

  The Making of a Nonprofit: Business Planning
  Seven Business Plan Tactics for Social Entrepreneurs
  Why Fundraising Consultants Should Commune Not Compete
  The End is Near for Your Fiscal Year: Fundraising Tips, Tactics and Messaging to Implement Today
  Four Ways to Turn Volunteers into Donors
  Four Fundraising Resolutions for 2015
  Board Member Tips to Managing Staffing Issues
  Why Your Year-End Ask Should Last 12 Months
  Must Haves for a Winning Grant Proposal
  Twenty Ways to Increase Website Traffic Via Your Blog
  How to set up a Twitter account in five simple steps
  A Quick Guide to Building and Using Your Non Profit Facebook Page
  22 Crowdfunding Sites (and How To Choose Yours!)
  Year-end Fundraising in a Snap: 5 No-Brainer tactics to implement by December 31
  How to Create a Dynamic Strategy for Every Single Donor: A Step-by-Step Process
  The Best Places to Find New Grant Opportunities Online
  How to find, charm, and keep corporate sponsors
  Three Simple Fundraising Campaigns for Summer's Slowdown
  Lean In! Fearless Fundraising.
  7 Things That Will Make You a Better Fundraiser
  Grant Research: Best Practices
  How to Increase Google Page Rank – 10 Best Ways
  Keeping it all straight: 8 tips for getting grant-organized
  5 Ways to Validate Giving Decisions & Drive Retention
  What was trending in Fundraising this month: November 2012
  What was trending in Fundraising this month: October 2012
  Must Have Fundraising Apps for Your Smart Phone
  What was Trending in Fundraising this September 2012
  Arrrrgh! Some People are so DIFFICULT - or is it me?
  Fundraising: What’s Trending this Month
  Start Your NonProfit for Sustainability: Part Two Fundraising
  Start Your Nonprofit for Sustainability – Part One
  Increase Fundraising Revenue with Donor Recognition Cards
  Raise More Money with Gift Envelopes
  Build Your Non Profit Brand in Just Seven Days!
  Five Simple Steps to Evaluating Your Program
  Is a Budget your Case for Support?
  SMALL NON PROFIT? 10 Steps to Build your Fundraising Infrastructure
  Family Feud: How to Prevent Falling into the Board Member Conflict Trap
  NEW IDEA’S FOR THE NEW YEAR: Create an On-Board Strategy!
  TIC TOCK: FIVE Professional Fundraising Ideas For Year-End Procrastinators
  Ten Tactics to Raise Money Online: Without Spending too Much of It