Maximizing Grant Success: A Step-by-Step Guide to Efficient Research, Tools, and Strategy

In the ever-evolving world of nonprofit funding, effective grant research is crucial for success. Diane Leonard, a seasoned expert in grant writing, recently shared invaluable insights on maximizing grant research with tools, strategies, and best practices for nonprofits of all sizes. Here’s a comprehensive breakdown of her session, designed to guide you through a streamlined and results-driven approach to grant acquisition.

Essential Tools for Grant Research

When it comes to finding the best grant opportunities, Diane highlights three must-have resources tailored to meet the needs of nonprofits:

Foundation Directory Online (FDO)**: Ideal for U.S.-based organizations, FDO pulls data from IRS 990-PF filings to give users a complete view of available charitable and government funders. It’s a comprehensive tool for identifying prospective funders aligned with your mission.

*GrantStation**: Available at a discount through TechSoup, GrantStation is a robust alternative that extends its database to include Canadian and international funders. This tool also provides members of the Grant Professionals Association with free access, making it an accessible option for organizations working globally.

 **Google Alerts**: Diane’s go-to for free monitoring, Google Alerts allows nonprofits to track public mentions of specific funders. This tool ensures you stay up-to-date on potential funding priorities, even on a tight budget.

Making the Most of Free Research Resources

For smaller organizations or those with limited budgets, Diane suggests starting with free resources, each offering unique advantages:

- **Funder Websites**: Serving as a primary source, these sites often include the latest funder priorities, FAQs, application guidelines, and occasional press releases, all essential in aligning your proposal with funder goals.

- **Social Media & LinkedIn**: Many foundations are active on social media. Following funders on LinkedIn and Facebook can reveal valuable insights, success stories, and community priorities. Diane recommends engaging thoughtfully and not overloading staff with connection requests—follow those with whom you have had genuine interactions.

- **IRS 990-PF Filings**: Diane suggests utilizing IRS 990 filings through sites like GuideStar and Foundation Directory’s 990 Finder. Reviewing a funder’s 990s helps identify their average grant sizes, mission alignment, and recent grantees, offering a clear picture of their current giving practices.

 The "Beverage-at-the-Desk" Rule for Efficient Research

To avoid research overwhelm, Diane recommends a unique “Beverage-at-the-Desk” rule: apply enough filters in your searches to narrow down the results to a manageable number, ideally enough to review in the time it takes to finish your coffee or tea. For example, combining search filters like subject area, geographic focus, and minimum grant amount can whittle down a large list of prospects to a focused list of the best potential matches.

As part of this strategy, Diane advises documenting your search criteria to track progress and avoid duplicative research. Seeing the same funder pop up in different searches? That’s a sign they may be a high-priority prospect.

Developing an Annual Grant Strategy

A thoughtful grant strategy is essential for nonprofits that want to stay focused on their biggest funding needs:

1. **Set Clear Priorities**: Before finalizing an annual budget, your organization should decide on top funding priorities. This ensures you’re targeting grants that align with key goals.

2. **Engage a Grant Champion**: Diane suggests appointing a “grant champion”—a senior leader who advocates for grant readiness and establishes funding priorities. This unites leadership and ensures alignment with the organization’s strategic objectives.

3. **Maintain a Structured Research System**: Set up a reliable file organization system, whether by funder, priority, or grant cycle. Diane suggests scheduling regular “research time” each week or month to stay proactive. Many nonprofits even have team-specific research days, such as “Freedom Fridays,” to catch up on potential leads and updates.

4. **Leverage a Dashboard for Tracking**: Keeping tabs on pending, awarded, and denied grants is crucial for tracking year-over-year success. Diane recommends presenting these dashboards to leadership to highlight trends, areas for improvement, and insights into future funding pursuits.

Effective Use of Government and Federal Tools

For nonprofits looking to secure government grants, Diane highlights several powerful tools:

**Grants.gov**: A federal clearinghouse of grant opportunities, this site includes forecasted grants, allowing nonprofits time to plan before applications open. 

**SAM.gov**: The System for Award Management provides historical funding insights, helping organizations track how funding has evolved and what the future might hold.

**USASpending.gov**: For details on past grantees, USAspending.gov provides insights into which organizations have received specific types of funding, by program, year, and geography.

Building Strong Funder Relationships

Diane underscores that a strong relationship with funders can provide significant advantages. Start by engaging with funders on LinkedIn or attending events where they may be present. When connecting with grantmakers on social media, remember that relationship-building is key—not every connection will result in an accepted proposal, but it can provide insights and help you learn what they prioritize.

 Creating an Effective Application Process

An organized grant application process is critical. Diane encourages setting up a template to capture basic details about each funder, so you can quickly refer to their mission, priorities, and requirements. She suggests holding periodic review meetings with team members who may need to contribute to the grant, ensuring everyone is aligned on the project’s deliverables and timelines.

Practical Tips for Long-Term Success

Diane’s session concluded with advice on building long-term grant research success:

- **Always Document “Nos”**: Keep track of why certain grants were not pursued. This historical record can help avoid revisiting funders that don’t align, saving time in the future.

Embrace Regular Research Habits**: Set recurring research days and stay informed about your top prospects. Having a routine in place, such as reviewing grants.gov every morning or checking funder social media weekly, creates consistent engagement and helps avoid missed opportunities.

Diane Leonard’s session offered a strategic approach to grant research, focusing on an organized system, clear priorities, and building meaningful funder relationships. Whether using free resources or paid tools, nonprofits can apply these insights to streamline their grant efforts, maximize funding opportunities, and move closer to achieving their organizational mission.