Building Your Timeline

Developing a Timeline for your Grant

One of the most crucial steps in obtaining and managing your grant is the planning phase. Throughout this process, your timeline will be your best friend. It will keep you on task, ensuring you are meeting and executing all important deadlines and tasks. 

When writing about your timeline in your grant proposal, use a GANTT chart. A sample one is below. In the first column, you will want to list the proposed activity (e.g. constituent survey or technology fair). Then, in the row for that activity, mark the months in which that activity will take place. This will help funders see your timeline.

One final thing to consider about your timeline is to make sure you fill the time the granting agency gives you. It is best not to pack everything into the first few months. Similarly, it is best to not leave all projects until the end.

Here's a step-by-step guide to building your grant management timeline:

Pre-Application Phase:

• Identify Funding Opportunities (Months or Years Before Application Deadline):

  • Start your search for grants well in advance of the application deadlines.

  • Keep track of potential opportunities and their deadlines using a spreadsheet or grant management software.

• Preliminary Research (6-12 Months Before Application Deadline):

  • Research grantors and their priorities to identify the best fit for your project.

  • Understand grant guidelines, eligibility criteria, and any pre-application requirements.

• Project Development (6-12 Months Before Application Deadline):

  • Develop your project concept, objectives, and goals.

  • Determine your budget and project timeline.

  • Secure support and commitment from stakeholders or partners.

Application Phase:

• Grant Proposal Development (3-6 Months Before Application Deadline):

  • Begin drafting your grant proposal. This includes the project narrative, budget, and other required documents.

  • Seek input and feedback from colleagues, mentors, or grant writing professionals.

• Compile Application Materials (1-2 Months Before Application Deadline):

  • Collect all necessary documents, including letters of support, organizational data, and other attachments.

  • Ensure that you meet all application requirements and that your documents are well-organized.

• Final Review and Editing (1-2 Weeks Before Application Deadline):

  • Review your grant proposal for clarity, accuracy, and alignment with the grantor's guidelines.

  • Edit and proofread your proposal to eliminate errors and inconsistencies.

• Submission (Several Days Before Application Deadline):

  • Submit your grant application by the specified deadline.

  • Ensure that all required materials are included.

Post-Application Phase:

• Acknowledgment and Follow-Up (Upon Submission):

  • Confirm receipt of your application and request an acknowledgment from the grantor.

  • Follow up with any requested clarifications or additional information.

• Wait for Decision (Several Months):

  • Grant review processes can take several months. Be prepared to wait for a decision.

Post-Award Phase:

• Contract and Reporting (Upon Receiving Grant Award):

  • Review the grant agreement, understand reporting requirements, and sign the contract if applicable.

  • Set up systems to track project progress, expenses, and reporting deadlines.

• Project Implementation (Throughout the Grant Period):

  • Execute your project according to the approved proposal.

  • Stay on track with project milestones and objectives.

• Progress Reporting (As Per Grant Agreement):

  • Prepare and submit progress reports in accordance with the grant agreement. This may be quarterly, semi-annually, or annually.

• Final Reporting (At Project Completion):

  • Submit a final report summarizing the project's outcomes and how the grant funds were used.

• Closeout (After Project Completion):

  • Ensure all grant funds are appropriately spent and accounted for.

  • Prepare any final financial and programmatic reports as required.

• Grant Evaluation and Next Steps (Post-Project Completion):

  • Evaluate the effectiveness and impact of your project.

  • Consider seeking additional grant opportunities for future projects.

Your grant management timeline should be customized to fit the specific requirements and deadlines of each grant opportunity. Flexibility is key, as grant application and management processes can vary widely among grantors. Regularly update and adjust your timeline as needed to stay on track and effectively manage your grant-seeking efforts.

Reach out to Markanday Consulting for additional ideas on developing timelines for your grant application!