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Time Management Tips: Work Smarter in Any Environment

April 2, 2020

Work efficiently and make the most of the workday!

Effective time management is a key strategy to work and life success. Currently, with many people trying to learn to work effectively from home due to the recent COVID-19 health pandemic, time management has become more challenging for many people. A complicating factor in developing an effective strategy is that there is no single recipe for success. Every person is unique—with differing personalities, job responsibilities, personal commitments, and goals—and all of these factors need to be considered when developing a time management strategy.

To help develop a personalized time management strategy, it is important to recognize your own working style and identify approaches that best amplify your working efficiency. This is a learning process that will take trial and error. It is helpful to learn about strategies that work for others and then choose and test out ones that are of interest to see if they will also work for you.

The Grant Plant is comprised of a team of grant writers who have experience with managing multiple deadlines, collaborating with partner organizations to complete projects, and working both in-office and remotely (some of us with over 17 years of work-from-home experience). Over the years, we have become well aware of the importance of effective time management. Recently, we had a constructive discussion about time management strategies that resulted in some useful key takeaways. I am sharing these today in the hopes that they may provide you with some new ideas to improve your own time management approach.

Assess weekly workload

  • Plan: At the start of each week, review your workload to see what is on your plate for the entire week. Screen and review new projects as they come during the week to assess time commitments and work requirements. It is possible the work plan for the week will have to be adjusted due to new, time-sensitive projects.
  • Review project requirements: Note project deadlines and time estimates and make sure you are in agreement and in tune with what is required. Potential strategies include reviewing work product requirements and building templates and determining what information is on hand and what is needed.
  • Collaborate: Communicate with your co-workers, as needed. Discuss potential issues with projects with similar deadlines or projects that may take longer than what is estimated.
  • Ask for help: Consider delegating tasks that you will not be able to complete in the required time.

 

Prioritize workload

Potential strategies/considerations include:

  • Deadlines: The sooner the deadline, the more urgent the project. Deadlines always need to be taken into consideration and will sometimes be the driving force behind prioritization. Learn to manage projects with close deadlines (consider importance, complexity, size, and other points below to help prioritize).
  • Importance: Projects with high importance should be prioritized before other work tasks.
  • Complexity: Consider how much brainpower the project will require and whether high complexity will impact the length of time it takes to complete the project.
  • Size: Will the work take a long time to complete or is it a quick turnaround?
  • Project background: Is all the information on-hand to complete the project? If there is information needed, it is best to get requests out for this information right away to get the process moving. Set the questions to partners in motion and then move on to another project.
  • Project partners: Get to know your clients and other partners who you work with on projects. Some partners will be immediately responsive and others may be harder to get information from. Set in motion communications with slow-responding partners and move on to another project. Also consider how much collaboration is required. Having a number of collaborators may make projects go slower because it requires relying on other people and their schedules.
  • Play to your personality: Prioritization will, in some part, be up to the individual – some people may tend to knock out the small/easy projects first, while others will choose to try and tackle the complex project that may require deep thinking.
  • Be selective: A good rule of thumb is about three daily priorities. If you have too many, you may find you get less done. Fit smaller items around these priorities.

 

Identify beneficial tools, methods, and motivational prompts

Although entirely personal, these approaches can potentially help with keeping track of project workload, spur motivation, and provide a sense of achievement.

  • Planners, calendars, notebooks: Write tasks and their associated target dates for completion in the product of your choice (daily/weekly/monthly planner, notebook, online calendar, etc.). In addition to writing down all tasks, break this down further and write out all tasks for the week or even for the day. Circle deadlines or important completion points, indicate who you are working with for each project, cross off tasks as completed, and carry over to next day tasks that are not completed.
  • Post it notes: Use post it notes to write out and show daily or weekly tasks. Post in a strategic location as a point of motivation.
  • Time blocking: Develop an ideal workweek schedule. Consider setting up meetings on specific days or at specific times (e.g., meetings on Mondays and Wednesdays only or only in mornings), save some days to complete desk/computer work, establish times when no one can disturb you so you can focus on priority/deep thinking projects (e.g., turn email off, post “do not disturb” if in office).
  • Create personal deadlines: Create your own deadlines for smaller project sections to keep projects on track and feel accomplished. This may also help with project planning by phasing projects around internal deadlines.
  • Recharge and refresh: Identify a method mid-day to keep up mental agility and motivation. This will look different for different people – a mid-day workout, a walk outside, an out of office lunch.

 

Work efficiently

  • Work simultaneously on projects: Consider working on a few projects at once. Switch between projects for a brain shift. This may be necessary at times to make sure a project is moving to meet deadlines (e.g., send out questions to obtain required information for a project).
  • Focus intently on one project: Block time to focus on a project that requires deep thought. Recognize that sometimes it may be more beneficial to just hunker down and knock out intense projects.
  • Complete tasks at hand: Make a goal to finish one complete sub-part of a project before moving to your next project or before stopping for the day (e.g., complete one section of a document you are working on, finish email responsibilities). Don’t stop in the middle of a task that will require you to re-familiarize yourself with the project again.
  • Maximize optimal thinking times: Recognize the times when you can focus and think the best and designate these times for harder tasks. For some, this may be to plan the day to make easier tasks at the end of the day when they are tired, or to do harder tasks during uninterrupted time periods (e.g., time blocked for deep thinking).
  • Move a project forward with what information you have: While waiting on information to come in, complete as much of the project that is as possible (e.g., develop the template, fill in the answers you can). This will help you to become familiar with the project and help develop a structure to build off of efficiently when info comes in. Prepare so you will be able to “hit the ground running.”
  • Manage emails and social media: Determine an approach to managing email and social media responsibilities. Designate specific times to check email (e.g, morning, mid-day, and end of day) or tend to these as they come in. Emails can be a distraction but also may sometimes need to be monitored for important, timely information.
  • Make sure meetings are efficient: Focus on the tasks at hand and try and keep meeting participants discussing these matters. Strive to identify and assign actionable, compatible tasks to participants that will move the work forward. Be conscious of time and don’t let meetings drag on for too long.

 

Regroup at end of day

  • Be flexible: Accept the fact that you often will not finish everything you had hoped to finish. Be flexible and forgiving with yourself, as long as you are doing your best!
  • Set up for success: Write out tasks that still need to be completed during the next workday. Note progress or tips that will help you be able to jump back into the project without having to take too much time to remember where to re-initiate your work or what the project is about.
  • Prioritize: Note any priority first-of-the day actions that are time-sensitive and require your immediate attention.
  • Regroup: Relax and enjoy your off-work time. Turn off any work-related concerns until the next workday.

 

I hope these time management tips and strategies will prove as useful to you as they have to our team at The Grant Plant. Time management is a continual learning process. Your approach should be flexible and grow with you as your responsibilities and life situations change. If you have any additional time management strategies that you use, please feel free to share with us—we would love to hear your unique and effective ideas!

 

Contact: Wendy McCoy, Resource Development Officer II, wendy@thegrantplantnm.com

Recovery and Relief Responses to COVID-19 by Government and Philanthropy

March 27, 2020

The Grant Plant is continuing to monitor the COVID-19 situation especially as it pertains to our clients, the nonprofit community, and the needs in the state of New Mexico. To help, we are maintaining a list of emergency and other funds specific to New Mexico nonprofits on our website. If you have any resources to add, please email us.

 

Federal Government Response

We are keeping a close eye for emergency funding becoming available that can benefit the New Mexico nonprofit sector, the medical community, and our first responders, as well as the state’s recovery from this crisis. The Coronavirus Preparedness and Response Supplemental Appropriations Act of 2020 provided $8.3 billion in emergency funding. Some of that funding is already getting deployed to New Mexico, including to health clinics and for small business loans. The new stimulus packages coming out of the federal government will address broad needs and deploy federal funds towards job creation and local development.

Among the funding priorities include:

$25 million to support the Distance Learning and Telemedicine program to help improve distance learning and telemedicine in rural areas of America.

  • $100 million to the ReConnect program to help ensure rural Americans have access to broadband.
  • $1.5 billion for the Economic Development Administration’s Economic Adjustment Assistance program to help revitalize local communities after the pandemic, including impacted industries such as tourism.
  • $850 million for the Byrne-Justice Assistance Grant Program (Byrne-JAG) to allow state and local police departments and jails to meet local needs, including purchase of personal protective equipment and other needed medical items and to support overtime for officers on the front lines.
  • $1.032 billion in to support the tribal health system, including medical services, equipment, supplies and public health education for IHS direct service, tribally operated and urban Indian health care facilities; expanded funding for purchased/referred care; and new investments for telehealth services, electronic health records improvement, and expanded disease surveillance by tribal epidemiology centers.
  • $955 million for the Administration for Community Living to support nutrition programs, home and community based services, support for family caregivers, and expand oversight and protections for seniors and individuals with disabilities.
  • $360 million for the Department of Labor to invest in programs that provide training and supportive services for dislocated workers, seniors, migrant farmworkers, and homeless veterans.

The government has also issued administrative relief for organizations who hold federal grants or are applying for federal grants. These include (among other provisions):

  • Relaxing requirements for an active System for Award Management (SAM) registration in order to get funds out expeditiously.
  • Flexibility with application deadlines; each government agency is instructed to post updated guidelines on its website.
  • Reduced notice for funding opportunity publication, allowing emergency Notices of Funding Opportunity (NOFOs) to be published for less than the standard 30 days.
  • Extending current awards that expire between March 31 and December 31, 2020 automatically at no cost for a period of 12 months (check with your agency).
  • Abbreviating non-competitive continuation requests to make the application less burdensome on applicants.
  • Allowing costs related to the cancellation of events, travel, or other that are part of the performance of the award during this time of national response to the pandemic.
  • Extending the deadline for the submission of interim and final reports on an award (check with your agency).

 

Philanthropy Response

Nationally, philanthropy is stepping up in a big way. There are numerous foundations dedicating financial resources to helping nonprofits through this crisis. The best place to look for emergency funding right now appears to be with our local community foundations, or through established relationships with your organization’s existing funders. Local community foundations and United Ways are creating rapid-response emergency funds to help New Mexico nonprofits cope with the crisis. National philanthropy will likely become an avenue as foundations have the opportunity to adjust giving goals and priorities, work with their existing grantees first, and issue requests for proposals.

Many funders are offering flexibility for current grantees to move restricted funds to general operating funds (usually on a case-by-case basis). If you need flexibility in terms of fund purpose, reporting deadlines, or meeting intended outcomes, communicate with funders early. If you are waiting on a grant decision, expect that there may be a delay as the foundation’s processes and routines are disrupted from the crisis.

Some best practices we’ve gleaned from partners and experts include:

  • Document how your organization is being affected by COVID-19 (lost revenue, additional services being required, etc.). Use this information to communicate with your funders and donors about the need for additional resources.
  • Contact funders with whom you have a close relationship if additional financial support is needed.
  • Create an emergency operations fund that clearly outlines where community support will make an impact.

Impact & Coffee, an Albuquerque-based weekly mixer for the nonprofit community, just released a panel video on “Nonprofit Life in the Times of COVID-19.” You can hear from local experts including: TGP’s Aly Sanchez and The Grants Collective’s Terry Brunner and Robert Nelson on how nonprofits can address the crisis from a funding perspective; from NM Association for Grantmakers Executive Director, Cathy Frey and Albuquerque Community Foundation Advancement Director Marisa Magallanez, on how local philanthropy is working together to provide resources and relief for the community; and from NM Thrives Director Tsiporah Nephesh on COVID-19 influenced changes the nonprofit community.

We’re all in this together, and The Grant Plant appreciates the opportunity to work with our clients through these trying times.

Resource Pages

 

 

Goodbye, American FactFinder—Hello, data.census.gov!

March 19, 2020

As a grant writer, you likely spend a lot of time hunting down demographic statistics for your proposals. Particularly if you are writing for direct service or economic development organizations, you need to show funders that you understand the economic, education, health, and racial/ethnic characteristics of the population your organization serves. Historically, the U.S. Census Bureau’s American FactFinder has been an important go-to tool for grant seekers to ferret out this information—but as of March 31, 2020, American FactFinder will be retired and all Census Bureau data will be available in one centralized location: data.census.gov.

The platform won’t be fully functional until March 31, but in the meantime the data.census.gov Resources page contains a wealth of information about the impending transition, including which existing FactFinder data sets will be migrated to the new site (and where to find them in the interim), which new data sets will be available, and which older data sets and products will not be available on the new platform (including Quick Tables, sadly). The page also features several useful links, including Data Gems how-to videos “for data users who are looking for an easy and quick way to enhance their knowledge of Census data” (including a “How to Navigate data.census.gov” video), a host of PDF guides on using the different features of data.census.gov, and webinar training links that include live demonstrations on how to use the platform.

This transition might be a little rough, but while American FactFinder has been a useful tool for many of us, it’s not necessarily the most intuitive or user-friendly platform—it can take some time and trial-and-error to learn the most effective and efficient way to find the information you’re looking for. It also presents hurdles for users who are looking for a swath of useful demographic information but don’t necessarily know exactly which data or data sets they need.

FactFinder functions like a static database that accommodates inquiries and incorporates new data on a limited schedule, creating a somewhat rigid framework for users. The Census team wants to change that—as the data.census.gov Resources page states, “This vision [for a new platform] stems from overwhelming feedback that the Census Bureau has received to simplify the way customers get data. The Census Bureau continues to work on the customer experience so that it is not necessary for data users to know Census Bureau jargon or perform a complicated search to find the data that they need.”

The new platform will function more like a dynamic search engine, where users get back a much larger range of results and multiple formats (e.g., data tables and map views) without having to perform additional searches for each of them. It also features the Census website’s first surveys search functionality, delivering actual data on topics that are entered into the search bar, rather than just reports and technical documents. Another vast improvement over the old platform is that it provides more user-friendly options for downloading tables to spreadsheets—with American FactFinder, downloaded tables generate two rows and then more columns than you can count (a “machine-readable” data format), which doesn’t bode well for quick reading or data sorting. With the new platform, users can right click into a cell of a table and select options to download into more readable formats. Because the site is still being developed, there is also still time to give feedback about what you’d like to see on the new platform, and Census wants to hear what people want and any issues they are having: users can send questions or comments to cedsci.feedback@census.gov.

Overall, it sounds like consolidating data on one platform and keeping user experience in mind will bode well for grant seekers and other data users. But if you have a big research task on your plate this month, now is the time to pulling data from American FactFinder if you don’t want to get caught in a learning curve right before a deadline. FactFinder offers different ways to search for information: for higher-level statistics, from their main page, you can jump to quick Community Facts, which allows you to select a geography (state, county, city, town, or zip code) and access information on that geography’s population size, age, education, income, poverty levels, national origin, race, and other characteristics. Or you can click into Advanced Search, where you can drill down into more specific sub-categories—for example, if you’re interested in finding employment characteristics, you can filter by Benefits, Industry, Occupation, Work Disability Status, and several other nuanced categories. You can also select multiple geographies to see side-by-side comparisons.

Learning a new platform may be tricky for many of us who have had these American FactFinder search tools bookmarked for easy access, but the Census Bureau has clearly been working hard to make this transition as easy as possible. With the needs of data users in mind and a head start on training materials, data.census.gov looks like it might make our data-searching lives a lot easier in the long run.

Contact: Marie Landau, Resource Development Officer, marie@thegrantplantnm.com 

TGP’s Response to COVID-19

March 16, 2020

Dear Friends of The Grant Plant:

Like you, we are monitoring the fast-changing conditions related to COVID-19 and its potential impacts on our team, our clients, and our community. I’d like to offer some thoughts on what TGP is doing in response to current events and how we can best work with you, our partners. And we have a few thoughts to share on the impact of COVID-19 in the grants world.

Please rest assured that all of our team members at TGP are healthy and we are moving forward on all projects with as little disruption as possible. Since inception, we have incorporated telecommuting options and are equipped to and adept at working remotely. Our team is available to take meetings via Zoom or other virtual means, and we have a corporate Zoom account in which we can offer to host those meetings for up to 100 participants.

In terms of process, our team will be asking you to approve project charters (short grant summaries) as we begin new projects with your organization. That will enable us to feel confident in the direction of a project in case we need to proceed with less or interrupted input—we know many agencies are facing increased workloads right now. We will also be asking clients with whom we usually have only one point person for reviews and submission approvals to put us in touch with a second point-of-contact who is authorized to approve grant applications, just in case. We will increase “back-up” on our side for projects (like additional staffers looped-in on projects and redundant file backups) to keep things running smoothly in case our team needs to attend to health issues of their own or care for loved ones. For more complex or collaborative grants, we may create google docs to allow more flexibility for ongoing project input/feedback from clients as our team works through drafts.

We also want to make you aware of a webpage that our client, City Alive, has put together to help small businesses during the pandemic in case you may need resources for your organization.

In terms of what this might look like for grants: We suggest anticipating that there may be a potential for delayed release of funds for approved grants, and delayed RFPs for anticipated new grant releases, while foundations and government create a response. Here is a good site on how COVID-19 is affecting philanthropy.

We are seeing mixed messages regarding private funding; in some cases, it appears that foundations are curtailing their giving due to stock market hits, while others are ramping up an emergency response to support the nonprofit sector. We can also likely expect corporate funding to diminish for a while and/or redirect to emergent needs. We have heard that some local funders want to know what is needed right now to address COVID-19 effects, making it a good time to communicate about urgent needs and plans you may have for supporting especially vulnerable populations, unmet health system needs, etc.

For public funding, a relief package has been approved by the House, but not yet by the Senate. Thus far it appears to mostly be related to healthcare testing, state Medicaid support and flexibility, and aid for families and individuals impacted by work interruptions. The current package includes some targeted grant funds for food security but does not have provisions for increased competitive grant funding for communities or nonprofits impacted by the virus. It is likely that there will be subsequent economic stimulus packages to address broader needs and to deploy federal funds towards job creation and local development. If the stimulus package of 2009 is a guide, there could be many federal RFPs released to support the economy and social services in general, often with fast (sub-30 days) turnaround times for deadlines. And we would love to help you with those! We will be updating our website regularly with current grant opportunities.

From all of us at TGP, we wish you health, prosperity, and peace of mind.

Tara, Erin & all of Team TGP


Tara Gohr
President/CEO
www.thegrantplantnm.com
505.226.0171 ext. 700
505.507.4581 mobile/text
To plant today is to believe in tomorrow.

Beyond Scope: Considerations for Creating Federal Grant Budgets

March 10, 2020

“How much should we request?”

This is a common question in preparing grant proposals. In an ideal world, this would be a reflection of project scope and costs. But it is never that simple, and for federal grants and cooperative agreements, there are also some specific considerations in setting your “ballpark estimate” for developing a detailed budget.

  • Award Ceilings and Floors: Federal awards typically have a maximum request amount for awards and many also have a minimum request amount. For some federal awards there are different limits within the same grant program, depending on selected activity types, applicant type, program areas selected, geographic scope, or other considerations. This information is listed in the instructions and is also included in a grants.gov listing under the Synopsis area. Falling outside award ceilings and floors will usually get your proposal kicked out for non-responsiveness before anyone even reads the contents. For more modest requests, proceed with caution on requesting small amounts, given the administrative burden of federal awards. In researching a recent grant from the Department of Justice, Bureau of Justice Assistance, I looked at past awards and saw a cooperative agreement in the amount of $2,500. It was probably a rude awakening to the recipient to realize they would spend just that much in staff time on negotiating and setting up the award, before even getting to the time demands of reporting or the mandatory trip to D.C.!
  • Indirect Costs: Unless they have a regulatory exception, federal agencies are required to allow applicants and sub-grantees to include indirect or overhead costs in their budgets. Most commonly, this is done through an allowed percentage/rate for indirect costs that is applied to the proposed direct costs. This percentage for indirect is set via a rate previously established with a federal agency (a Negotiated Indirect Cost Rate Agreement) or through the 10% de minimis rate that agencies without an agreement can use. Applicants don’t have to include indirect or the full indirect amount, but if included, the cost reduces the amount of funding left for direct expenses. Also note that if you include sub-award recipients, those agencies have the sole discretion to decide whether and how to take indirect. In other words, you can’t tell them to skip indirect in order to keep more money available for other uses.
  • Match/Cost-Share Requirements: Some grants require, and some allow, the applicant and any sub-grantees to include non-federal dollars as cost-share. For example, the Economic Development Administration typically requires 50% cost-share for awards, meaning that every dollar in EDA funds must be matched by a dollar of cash or in-kind value from non-federal sources. When including match dollars in the budget of a federal grant, securing this cost-share becomes a required obligation of the grant. For reimbursement grants, drawdowns of federal funds then often require the proportional match to be secured and demonstrated prior to accessing grant funds. This need for match can limit the overall amount an applicant is comfortable requesting from the federal agency.
  • Federal Awardee Performance and Integrity Information System (FAPIIS): Per 2 CFR 200 of the Uniform Guidance, Federal agencies are required to review and consider any applicant information in FAPIIS before making any award that is more than the federal “simplified acquisition threshold” for the period of performance. Currently, this threshold is $250,000. You can view public information for your agency here: https://www.fapiis.gov/fapiis/index.action. A federal agency will also review the non-public integrity and performance FAPIIS records segment, which may include things like performance reviews for prior grants and contracts. An agency that has encountered significant problems with prior grant delivery may want to stay under this cap for review purposes and to get a new, successful award delivery completed as the most recent performance record.
  • Federal Single Audit: Per Subpart F of the Uniform Guidance, an entity is subject to a “Single Audit” if it uses $750,000 or more in federal assistance within a single year. This could be one grant or a combined total from various federal funds, grants, and cooperative agreements. These audits focus on a single award/contract and are performed by a third-party accounting firm that follows specific federal guidance. These can be useful for new federal awardees needing to establish or improve grants administration and tracking practices. These can also be a hassle for agencies with solid established processes and it may make sense to avoid the trigger by requesting a little less or by spreading annual costs in a multi-year grant differently. Note that there are other reasons that a federal award recipient may be required to undergo an audit.
  • Capacity and Capability: A less defined consideration can be summed up by the adage: “Don’t bite off more than you can chew.” Federal financial and performance reporting are significant tasks and the complexity often increases with the size of award. Further, some items may simply not be worth including. For example, if your staff does not currently track time-and-effort using methods that would satisfy a federal agency, it may not make sense to request funds for employees who will only have a little bit of their time dedicated to a proposed project.

The items above are considerations for thinking about overall size of a federal request. Much more goes into building and detailing federal and non-federal requests. Check out Maren’s piece But First, Build Your Budget and for the nuts-and-bolts of building out the details, check out this video primer from Foundation Center.

Contact: Aly Sanchez, Director of Organizational Strategy and Learning, aly@thegrantplantnm.com

But First, Build Your Budget

January 23, 2020

Does this sound familiar as a grant writer? You know you’re eligible for a particular grant, but you’re wondering if it’s a good fit for your organization. One great way to check is to build a draft budget.

Creating your budget early in the grant application process is a fast way to map out key pieces of information about your organization and the opportunity, and understand if they’re a good match.

There is one big piece of data you’ll need to nail down before you begin. Are you applying for general operating funds or programmatic funds?

General operating funds are unrestricted – you can use them for almost anything in your organization! These are the most flexible funds you can apply for, but also the hardest to find. There just aren’t as many grants for general operating funds.

More often, grants are made for programmatic funds – money used for a specific program within your organization. Programmatic funds are restricted to that purpose.

Make sure you know which kind of funds your organization is focused on finding, and which kind of funds the potential grant is offering, before you begin building your budget.

When you start building your budget, you’ll quickly gather information on the details of the grant opportunity. Use each of these pieces of information as a prompt to better understand fit:

  • The start date of the grant: Is your organization prepared to begin activities as quickly as is required?
  • The grant’s duration: Is the timeframe of the grant compatible with your own? Are you planning on conducting the program or activity for the length of the grant period?
  • Total award amount: Is this enough to do what you’re hoping to accomplish? Too much?
  • Whether the grant has yearly award amount limits: If it does, can you conduct your work with that amount, or will you need to find additional sources of income? If it doesn’t, does it make sense to weight the funds toward one end of the award period or the other to better accomplish your goals?
  • What costs are allowable: Are the staff positions, supplies, or operating funds you’re hoping to be awarded acceptable uses of the grant funds? Does the grantor have any restrictions on how their funds should be allocated across grant activities?
  • Whether indirect costs are allowable: If indirect costs are important to being able to accomplish your work, this is when you double-check to make sure it’s an acceptable component of the budget and what the maximum allowable rate is.
  • Whether a match is required: Does the opportunity require matching funds? If so, what percentage is required? Do they have any restrictions on whether the match must be in the form of other grant funds, or can you contribute internal resources like salaries and in-kind support?

Once you have a sense of the budget requirements, start brainstorming the components of your idea and plugging them into the budget. Depending on your goals, you may quickly find that the grant is either too big or too small. Adjust accordingly. Now is the time to right-size!

If it looks like there will be extra funds, scale up components or add new ones if you feel you can support them internally and they’re integral to the program. Or, cut down the scope of your project if funds are going fast and a smaller project still accomplishes your goals.

If your ideas and the amount of funds offered by the grant don’t match, or the grant contains budget restrictions that your organization can’t reasonably meet, now is the time to find out, and bail out, if necessary.

Even if you end up deciding the grant isn’t the right fit for your project or organization, drafting your budget and timeline provides valuable insight around what the right fit will look like. And, if all budget indicators point toward go, congrats! Depending on the complexity of the budget form, drafting the budget can be one of the more time-consuming steps in the grant application process. If you build your budget first, you’ve got a head start.

Contact: Maren Stockhoff, Resource Development Officer
maren@thegrantplantnm.com

Fear of Missing Out: Setting a Grant Strategy to Prioritize Funding Leads

January 3, 2020

The grants world is fraught with deadlines, and given that attracting new and recurring funding is often a high-stakes proposition, there is naturally a “Fear of Missing Out.” As defined by Wikipedia, Fear of Missing Out, or “FOMO,” is “a pervasive apprehension that others might be having rewarding experiences from which one is absent.” And none of us want our nonprofit to be unaware, or “absent from,” what is sure to be the perfect grant for our work. Which, of course, is large, multi-year, unrestricted, general operating support, right? Many nonprofit development professionals carry the weight of this expectation on their shoulders as they are tasked with securing the necessary resources for their nonprofits to do the good work that they do in the community.

So, how do you know if you’re missing out? When are you confident that your grant-seeking approach is on the right track? As we enter 2020, below are some ideas to consider to set your grant strategy for the coming year.

1. Plan

Determine funding priorities: While your nonprofit likely has several areas that could use funding, ask yourself what your most urgent and important needs are. In terms of your grant strategy, determine which areas are most attractive to grant makers. While nonprofits often need funding for items like building maintenance (new carpet, a working toilet, etc.), these items might best be left funded by individual donations or earned revenue. You will likely have better luck asking funders to support your mission-driven work.[1]

Do your research: This is probably the most important step to eliminate FOMO! Sitting down for a concentrated period of time to determine which funders and grant opportunities align with your organization’s mission, programs, and priorities might be time consuming, but it is time well spent. We have found that it takes at least 20 hours of research to develop a strong initial prospect list; for a more comprehensive list, this estimate heads into the 80–100 hour range. But putting in this time will enable you to pursue opportunities that have a higher likelihood of resulting in funding, ultimately saving you time later and increasing your organization’s return on investment. As you research what is available, consider funders’ affinity (for example, mission alignment, whether the funder has made grants to similar organizations and in your geographic area, any mutual contacts that can be leveraged), their giving capacity (how much funding is available, how many grants are made, the size of an average grant award), and the time it will take to prepare a strong application. Good resources for finding this information include:

And don’t discount the power of Google! You might come across new RFPs or other information that is not available in a database.

Create a calendar: Once you identify the best prospects, it is time to set your calendar for the next 12–18 months. First, determine which funders have hard deadlines that must be met; then, starting with the most promising funders, create internal deadlines for submitting letters of interest or proposals (as appropriate to each funder’s guidelines). Take the time to go through application requirements, so you know how much time to block off. Consider your own capacity when doing so and plan around things like annual events, holidays, and vacations. If you’re unsure of deadlines, many federal agencies issue funding forecasts or are able to respond to questions outside of open funding cycles, so be sure to inquire. Private foundations vary widely in how open they are to inquiries; for those that are not, use last year’s information if 2020 data is not yet available. Many grants come out on identical or similar cycles annually.

Manage expectations: This research will help you understand what types of grants are out there for your organization. Be sure to communicate this to your executive director, board, and other stakeholders. It is important to remember that while there are six-figure grants available, they are not available to all nonprofits. Some considerations that may affect whether your organization would be competitive for larger grants include the amount of time you have been incorporated, the type of work you do and its reach (for example, is it impactful at a local, state, regional, or national level?), whether you are prepared to manage a more complicated grant (federal grants in particular have stringent requirements), and the past performance of your organization and any limitations that might affect your ability to attract funding (for example, audit findings, poor performance on a prior grant, negative media coverage). You might also need to help educate stakeholders on funder priorities. While the Gates Foundation has a lot of money (an understatement), that does not necessarily mean that your work is aligned with their giving, which is largely research-based education in the United States and focused on developing countries internationally—but someone will surely ask you if you have applied to the Gates Foundation yet! Helping everyone involved understand the realities of grant seeking helps mitigate unrealistic expectations—and that fear of missing out.

2. Engage

As you prepare to start submitting proposals, involve as many allies as possible to help ensure you are reaching the right funders, making the right connections, highlighting your organization’s strengths, and increasing awareness about the work your organization does. Ideas that can take your grant strategy to the next level include:

  • Leverage staff/board member connections with corporations, foundations, and program officers for introductions and advice
  • Connect with companies and foundations by attending local events and networking opportunities
  • Explore nominations for your nonprofit’s work or that of the executive director or board to get your organization’s name out in the community, increase awareness, and attract funding
  • Stay tuned to social media and shamelessly plug your organization’s work and that of your partners, share best practices, and stay up to date with funders’ work, focus areas, and deadlines. Since FOMO is actually a term that comes from our era’s involvement in social media, use it to your advantage![2]
  • Attend and present at conferences and convenings to highlight your work
  • Partner with local and national leaders in your focus area; build off one another’s’ strengths and consider collaborative funding opportunities
  • Prepare applications with enough time for robust feedback from internal and external stakeholders; often having someone unfamiliar with your organization read your proposal will help identify information gaps or leaps in reasoning that you can fill prior to sending it in to a potential funder

3. Focus

So, you have completed extensive research to determine who to apply to this year, you’ve set a grant calendar, and you are churning out funding proposals. Amidst all this work, you learn about a new grant opportunity that was just released with a 30-day turn around time. What do you do?

This might be one of the key issues at the heart of FOMO when it comes to grants! The funder might even be encouraging you to apply. But to be most successful, make sure you take the time to determine where this fits into your funding strategy and available resources. Consider:

  • Does it fit with your previously identified high priorities for the year?
  • Is it aligned with your strategic plan or goals?
  • What is the opportunity cost? In other words, what do you need to put aside to pursue this new opportunity?
  • How much is the grant worth? Will it require additional staffing or other resources? Are you prepared to execute on it if awarded? Would it detract from your other work?
  • Do you have the resources to pull together the proposal in time? Is there required information that you are currently lacking?

To make the most of your time in deciding whether to apply to a new RFP, review the article “Why Reading Grant Guidelines Is Not Like Eating an Elephant”—as stated here, your goal is to determine, quickly, whether you even should read the RFP. Determining eligibility and potential hurdles up front will help you make better-informed decisions about whether to pursue opportunities as they come up and adjust your grant strategy if needed.

4. Follow Up

As you go through the year, keep track of your successes and opportunities for improvement. Be sure to analyze your success rate. Where have you been most successful in securing grant funding? Is there a pattern in terms of the type of funder attracted to your work, or is there greater affinity for a particular program for which you are seeking funding? You can use these to your advantage as you continue to seek grant funding. And let other funders know of the partnerships you now hold—often funders do not want to be the only one to the party, so your success in securing funds from others will often be a positive review factor.

Review what proposals are pending. Has it been a while since you submitted a proposal but you don’t yet know the outcome? If so, it might be worth a call to the program officer to discuss it. Or were you declined? If so, can you find out why and continue to build that relationship to be successful in the future? Is it a no for now, or a no forever? Remember to take the time to thank a foundation for their time spent in reviewing your proposal, even if you were declined, as this will help you build a good relationship. Keep those relationships at the forefront, as it is a way to not only partner on the work you are doing with funders, but also an inroads to those funders that have invitation-only application processes.

We recommend you review your calendar monthly and make note of successes and challenges. As you do so, continue to update your research—researching potential funding leads is not a one-and-done proposition! While you might have a good start, set aside time on a routine basis to continually identify new prospects. This too will help eliminate FOMO! If you have a consistent strategy, it allows you to be proactive rather than reactive so you can pursue strong leads instead of long shots.

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Follow the ideas outlined here, and your grant seeking will be off to a strong start for 2020! And you won’t be missing out on grants that your organization “should” be getting. If The Grant Plant can help you with your grant-seeking needs this year, be sure to be in touch!

Contact: Erin Hielkema, Vice President, at erin@thegrantplantnm.com.

[1] While in an ideal world, funders would invest in the infrastructure of nonprofits, this is unfortunately not the case for most funders. Continue to educate funders about the importance of underwriting operating costs—whether they are “sexy” or not—but also be strategic in your asks.

[2] The origin of FOMO is the availability of information on social media, as we see everyone’s lives, often at their best and most fulfilling, which can lead to anxiety about one’s own friendships and experiences.

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