grants management 102: creating a better workflow
TRANSCRIPT
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Grants Management 102
Creating a Better WorkflowHow to Drastically Simplify Your Administrative Workloads
Hannah CameronContent Marketing SpecialistFluidReview
Shannon McCluskeyMarketing SpecialistFluidReview
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@getfluidreview#FluidProcess
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● Common Administrative Pain Points
● 4 Key Elements to a Great Workflow
● Next Steps
● Q&A
Total Time: 30 mins and 10 mins for Q&A
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Today’s Agenda
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Let’s hear from grants administrators and program managers...
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Administrative Survey 2016
The survey asked administrators and program managers what they thought of their current application processes and what their biggest pain points were.
Over 460 responses were collected.
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find it difficult to organize and coordinate incoming applications.48%
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receive too many incomplete applications.35%
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struggle with managing the review process.25%
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Why?
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of organizations are still using paper based processes.
25%have a partially online, partially paper based, application process.
48%
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Paper is outdated.
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Hybrid solutions are better, but still problematic.
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Is there a better way?
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Centralize your entire process online, on one system.
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Application intake and
tracking
One solution that can support...
Application review
Email and relationship
management
Payments and budgeting
Post-award tracking & reporting
Workflow automation
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● Create a holistic and consistent experience for everyone involved
● Store all information in one place and ensure that it is easy to track
and retrieve
● Automate processes, save time and reduce costs
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A centralized solution will allow you to...
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But, centralized and online does not necessarily mean streamlined.
!
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Creating a better workflow
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1. Map out your entire process
Step back and take a fresh, high-level view.
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2. Focus on Simplicity
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2. Focus on Simplicity
● Are requirements “right-sized”?
● Is the process staged with escalating requirements?
● Are instructions and requirements clear and easily accessible?
● Is the flow logical and well-thought out?
● Do we use all of the information we collect to make decisions?
● Is it intuitive?
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3. Implement Automations
If you find yourself doing something over and over again… it should be automated.
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3. Implement Automations
“Must-have” automations “Nice-to-have” automations
● Validation
● Pre-screening
● Application sorting
● Notifications and follow-up
● Reviewer assignments
● Reference letters
● 501c3 verification
● Interview scheduling
● Scoring
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3. Implement Automations
● Let your process “run itself”
● Drastically reduce administrative
workloads
● Do more with less
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4. Focus on communication
Ensure regular, clear and straightforward communication
Notification Notification
Notification
Notification
Notification
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4. Focus on communication
Good communication is critical to a streamlined process and fosters a mutually respectful relationship between grantmakers and grantseekers.
● Notifications when:
○ Application/submission received
○ Status has changed
● Reminders for:
○ Upcoming deadlines
○ Missing materials
● FAQ resource
● Timely response to emails
● Communication logs
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4. Focus on communication
● Automated notifications/reminders
will ensure grantseekers stay on
track and on time
● Proactive approach can answer
questions before they arise
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Key take-aways
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Summary
Map out your process1
Focus on simplicity2
Implement automations3
Focus on communication4
An improved workflow process =
Happier applicants, reviewers and administrators
More time, less burden!
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So what’s next?
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Book a free 15 minute consultation call with our experts to learn how to begin simplifying your grant
application process with FluidReview!ymonkey.com
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Join us for Grants Management 103:
Streamlining your Review Process
August 2nd, 2016 @ 2 PM Eastern Time
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Q&A
Submit your questions in the chat box, orreach out on Twitter with #FluidProcess