Grant Readiness: An ongoing process of consistent improvement
Image by Melody Hernandez
The grant process starts and ends with grant readiness. When I first started in this career, I thought that grant readiness was something that one accomplished. As though one day I would be able to make that final checkmark on a list and solemnly announce, “It is time. I am ready.”
In practice, grant readiness, like self-improvement or car maintenance, is a constant process of addressing problems while also taking preventative measures to ensure things are running smoothly.
There are several things that each organization should have ready in order to pursue grants. For your nonprofit organization, most grant funders want to see that you have financial systems in place (501c3 or a fiscal sponsor, tax documentation like 990s and audits, a board approved organization budget, etc.). For profit organizations should have similar financial documentation including articles of incorporation, profit and loss statements & balance sheets, and financial projections. Create a short description of your organization history, current programs, community served or client/audience base, evaluation systems, and future goals of about 1-2 paragraphs each and keep it in an easily accessible place.
Make sure your goals are S.M.A.R.T. goals: Specific, Measurable, Achievable, Reasonable, and Time-bound, otherwise they come off as pie-in-the-sky dreams. For example:
My goal is to be more financially secure.
Versus:
My goal is to have three months’ worth of my average monthly expenses in savings and I will save $500 a month for the next two years to reach this goal.
The first sentiment sounds like a wishful dream. The second one is a plan that is ready to be made into a reality. Not only will S.M.A.R.T. goals help you secure grant funding, it will also be easier to report on your progress toward your goals. With the first example, how would I know if I met that goal a year later? With the second, I could check to see:
How much total I have saved
How many months I saved $500
How many months I went above and beyond the $500 a month goal
How much more I have to save to reach my final goal
Using this information, I can assess if I’m on track to meet the goal and, if needed, make adjustments to get back on track.
Beyond getting your organization grant ready, it's essential to ensure each program you're seeking funding for is also prepared. Each program should have a description of how and why programming is delivered as well as the community served, a reasonable budget, staffing plan, evaluation system, and S.M.A.R.T. goals and objectives.
Root Reach Rise offers a grant readiness checklist that can help you discover how grant ready your organization really is. Ultimately, grant readiness is a snapshot in time: Finances change, programs grow and develop, language can and should be updated and improved, new community needs emerge and (hopefully!) other community needs wane, data cited should be updated and new research included, and so on. GrantsUSA has a grant readiness form that reflects this approach, allowing you to assess which areas need improvement and space to outline what resources you need to make those improvements.
These checklists are not definitive. Depending on where you are located, there may be additional requirements for grant readiness. For example, in California non-profits need to register with the Office of Attorney General and be added to the Registry of Charities and Fundraisers. You can check your status here.
By regularly assessing your readiness, you position your organization for long-term success. Remember, being grant ready not only increases your chances of securing funding but also strengthens your overall impact. Taking the time to maintain your readiness will ensure you’re always prepared to pursue opportunities that align with your mission and vision.
