Creating a One-Stop Resource for Your Business or Organization: A Grant Writing Reference Tool

When you’re applying for grants, having a centralized resource to keep all your essential information in one place can save you time, stress, and energy. A one-stop reference tool isn’t just practical—it’s a game-changer for streamlining your grant writing process. Let’s dive into how you can create an internal resource that works for you and your team.

Why You Need a One-Stop Resource

Grant applications often require the same types of information, like your mission statement, budget breakdowns, and past project details. Instead of hunting for these pieces every time, a one-stop resource allows you to:

• Stay Organized: Keep key details in one easily accessible place.

• Save Time: Reduce repetitive work by reusing templates and data.

• Improve Consistency: Ensure your messaging aligns across applications.

What to Include in Your Resource

Here’s what your grant writing reference tool should include:

1. Organizational Overview:

   • Mission and vision statements.

   • A brief history of your organization.

   • Key accomplishments and milestones.

   • Who your key people are, their pictures & bios 

   • Fast facts: phone number, email, contact person, mailing address, etc.

2. Team Bios:

   • Short biographies for leadership and key staff.

   • Highlight relevant skills, experience, and awards.

3. Financial Information:

   • Annual budget and recent financial statements.

   • A breakdown of current funding sources.

   • Sample project budgets.

4. Program and Project Details:

   • Descriptions of ongoing programs or services.

   • Impact metrics (e.g., how many people served, testimonials).

   • Case studies of successful projects.

5. Templates:

   • Grant application templates (e.g., project descriptions, budgets).

   • Letter of support templates.

6. Supporting Documents:

   • Organizational chart.

   • Proof of nonprofit status (if applicable).

   • Recent press coverage or media kits.

7. Grant Tracker:

   • A log of past and current grant applications.

   • Deadlines for upcoming opportunities.

   • Contact information for funders.

How to Organize Your Resource

1. Choose a Format:

   • Digital: Use cloud-based tools like Google Drive, Notion, or Dropbox for easy access and collaboration.

   • Physical: For those who prefer hard copies, create a binder with clearly labeled sections.

2. Create Clear Sections:

   • Use folders or tabs to separate categories (e.g., finances, templates, team bios).

3. Keep It Updated:

   • Assign someone to regularly update the resource with new data, accomplishments, and deadlines.

4. Make It Accessible:

   • Ensure your team knows where the resource is and how to use it.

Tips for Maintaining Your Resource

• Regular Reviews: Schedule quarterly check-ins to update information and archive outdated materials.

• Assign a Point Person: Designate someone to oversee the resource and ensure it stays organized.

• Gather Feedback: Ask your team if the resource is meeting their needs and adjust accordingly.

Wrapping It Up

A one-stop resource for grant writing is like a toolbox for your organization: it ensures you’re always ready to tackle the next application efficiently and effectively. By centralizing your key information, you’ll save time, stay consistent, and reduce the stress of last-minute scrambling.

Need help creating or organizing your grant writing reference tool? Book a power hour with Sketgo, and let’s build a resource that works for you and your team.

Together, we’ll make grant writing easier than ever!