Your organization can increase its odds of getting funded by having the following files available, and updated regularly. By having this information, grantwriting is easier, and you can focus on making the case:

1.      Current funder list with contact information with notes;

2.      Foundation and government grant awards and application dates, with notes on whether funded and feedback;

3.     Grant and contract report dates, with a separate file for each. Files should include requirements and elements of reports as they are completed   and sent to the grantwriter.

4.     Organization’s mission and vision statements. Case statements.

5.      Current budget;

6.      Current board list, identifying ethnicity;

7.      File for each of the organization’s programs, to include: program case statement, program goals, program achievements and outcomes, consumer comments. List of program stakeholders and supporters (could be schools, civic organizations, volunteers, community groups).

8.      Draft material for proposals;

9.      Press articles, pictures, etc.;

10.   Statistics: data that show program and organizational effectiveness and success.

By creating these files, the organization has grants application and grants reporting calendars. It has case statements and program materials, budgets, board information and outcome evaluation data.  This information should be updated at least twice a year. By having these files close at hand, the organization limits the amount of last minute panic that often accompanies a grant proposal – as people rush to find program information and attachments.