Streamlining Pre- and Post-Award Grants Administration:
Tips and Tools for Efficiency
By Jacqui May, PhD

Grants administration can be a complex and demanding field. Whether you're managing grants solo or as part of a team, it's essential to streamline operations, manage expectations, and enhance communication to improve productivity and overall success. The following tips will help you navigate and streamline both pre- and post-award activities effectively.

Customizable Tools for Grants Administration

Effective grants administration starts with the right tools. Below are customizable resources you can implement immediately:

• Grant-Tracking Templates
  Use spreadsheets or grants management software to keep track of deadlines, reporting requirements, and financials. You can visit NGMA’s Templates page (member login required) to find customizable forms to fit your specific needs, such as columns for grant numbers, project milestones, and other compliance factors.
  
  
• Institutional Awareness Checklists
  Develop checklists to ensure all stakeholders are aware of compliance and institutional requirements. These can include role assignments, internal approvals, funder guidelines, and deliverables.
  
  
• Vetting Tools
   Implement a structured approach for considering and/or vetting potential grants. This process can involve creating a scoring system to evaluate alignment with organizational goals, project needs, and identifying diverse funders. Tools like scoring matrices or decision-making can be adapted to your needs.
  
  Ex: Grant Decision Worksheet Template
  (Downloadable in the NGMA Community Forum. Member login is required.)
  
  
• Technology and Online Resources
  Leverage tools and platforms like NGMA, CAPP partners, and social media to stay connected with your grants management peers and access valuable resources.

Managing Capacity and Expectations

Balancing workload and stakeholder expectations is crucial in grants administration. Below are ideas for managing these areas:

• Capacity Planning Tools
  Use project management tools to strategize workload and allocate resources. Tools like customized spreadsheets, Gantt charts, or Kanban boards can help visualize tasks and deadlines, making it easier to manage your time and resources.
  
  
• Adaptability and Creativity
  Be flexible and innovative in handling grant management tasks and adjusting to changes.
  
  
• Expectation Management
  Identify any gaps between expectations and reality. Develop clear communication plans with stakeholders. Regular updates, status reports, and transparent discussions about challenges can help manage expectations and build trust. Consider templates for status reports and communication to streamline these processes, a good way of using soft skills to convey complex grant management information.
  
  Ex: Grant Status Template
  (Downloadable in the NGMA Community Forum. Member login is required.)
  
  
• Self-Care
  Be sure to take care of you and your team, if you have one! Regularly review and adjust your workload to avoid burnout. Use time management tools to keep tasks and projects within manageable limits.  Implement strategies for managing your own workload and stress levels. Seemingly simple techniques like prioritizing tasks, setting realistic goals, and scheduling regular breaks to step away from your desk go a long way. Even a brief walk or breathing exercises can help maintain your efficiency and well-being.

Streamlining Communications

Effective communication is key to successful grants administration. Use soft skills to educate colleagues and leadership about the role and responsibilities of a grants administrator to set realistic expectations.

• Internal Communication
  Establish regular meetings and updates within your organization. Use collaboration tools like Slack or Microsoft Teams to facilitate ongoing discussions and ensure everyone is aligned. Create communication protocols to streamline information flow and avoid misunderstandings.
  
  
• External Communication
  Consider developing standardized status updates, reports, and meeting summaries to ensure clarity and consistency in managing expectations. Use automated reminders to ensure timely communication and follow-ups.
  
  
• Technology Integration
   Leverage technology to enhance communication. Tools like grants management software and digital collaboration platforms can help keep track of interactions and maintain organized records. Don’t forget about, or fear, Artificial Intelligence (AI)! Consider free AI platforms to support streamlining or summarizing communications.
  
  
• Soft Skills Development
  Enhance your interpersonal skills to foster better relationships with colleagues and stakeholders. Focus on active listening, empathy, and clear communication to build trust and collaboration. Consider online courses or workshops to enhance these and related interpersonal skills.

Leveraging for Success

Effective grants administration requires a balance of the right tools, skills, and strategies to manage capacity and expectations efficiently. By implementing these tips and utilizing available resources, you can enhance your productivity, build stronger relationships with stakeholders, and improve overall grant management practices. By leveraging the resources and strategies referenced herein, you can enhance your success as a grants guru and further contribute to your organization’s success.