For many nonprofits, grantseeking is managed by a single staff member or added to the already-full workloads of program, development, or executive staff. While limited capacity can make the process feel unmanageable, strategic planning and the smart use of tools can help small teams compete effectively for funding.
Set Capacity-Driven Expectations
Strong grant strategies start with an honest assessment of what your organization can manage. Your budget, staffing, mission focus, and current programs should guide which opportunities you pursue. Rather than chasing every grant, prioritize those that align closely with existing work and offer the greatest return on investment.
Streamline Your Proposal Process
Efficiency is critical when time is limited. Build systems before you start writing by creating reusable templates, maintaining a centralized file of common attachments, and mapping your organization’s experience, program need, approach, outcomes, and evaluation methods in advance. These steps reduce duplication and help ensure consistency across applications.
Use Decision-Making Tools to Set Priorities
Not every opportunity is worth the effort. A decision matrix allows you to objectively assess grants based on criteria such as mission alignment, competitiveness, time required, and potential impact. Consistent scoring on potential funding opportunities can help you focus limited resources on the opportunities that are most likely to succeed.
Share the Work Strategically
Even if you are the only grants-focused staff member at your nonprofit, you don’t have to work alone. Board members, volunteers, interns, and colleagues can assist with research, editing, data collection, budgeting, or visuals. Assign tasks based on individual strengths to increase efficiency and shared ownership.
Make Effective Use of Technology and AI
AI and other technology tools can significantly reduce time spent on drafting, editing, summarizing content, and repurposing proposal language. Used thoughtfully, these tools free up time for areas where human insight matters most, such as strategic planning and relationship building.
Strengthen Proposals Through Partnerships
Strategic partnerships can expand capacity and credibility without adding staff. Collaborations, coalitions, or shared programs allow organizations to pool resources, demonstrate community impact, and pursue opportunities that might otherwise be out of reach.
Build for Sustainability
Grant success isn’t just about awards. It's about creating a process your organization can sustain. By setting realistic goals, building efficient systems, leveraging support, and using technology wisely, small teams can develop grant strategies that are both effective and manageable.
Join Alice Ruhnke, GrantStation’s President of Education and Outreach, for a free webinar on February 10 to learn more about resources and tools to help you implement these strategies. Grantseeking Smarter with a Small Team will teach you how to set realistic expectations, streamline your proposal writing process, create a weighted decision-making system, incorporate AI tools to increase your efficiencies, and more. You don’t want to miss out on this great opportunity — save your spot today.
Also, don’t miss TechSoup’s winter GrantStation promo on February 10 and 11.
Alice Ruhnke is GrantStation’s President of Education and Outreach.
[Thumbnail photo: Shutterstock]
