grants management 102: creating a better workflow

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Grants Management 102 Creating a Better Workflow How to Drastically Simplify Your Administrative Workloads Hannah Cameron Content Marketing Specialist FluidReview Shannon McCluskey Marketing Specialist FluidReview

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Page 1: Grants management 102: Creating a Better Workflow

Grants Management 102

Creating a Better WorkflowHow to Drastically Simplify Your Administrative Workloads

Hannah CameronContent Marketing SpecialistFluidReview

Shannon McCluskeyMarketing SpecialistFluidReview

Page 2: Grants management 102: Creating a Better Workflow

@getfluidreview#FluidProcess

Page 3: Grants management 102: Creating a Better Workflow

● 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

#FluidProcess

Today’s Agenda

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Let’s hear from grants administrators and program managers...

Page 5: Grants management 102: Creating a Better Workflow

#FluidProcess

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.

Page 6: Grants management 102: Creating a Better Workflow

#FluidProcess

find it difficult to organize and coordinate incoming applications.48%

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#FluidProcess

receive too many incomplete applications.35%

Page 8: Grants management 102: Creating a Better Workflow

#FluidProcess

struggle with managing the review process.25%

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Why?

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#FluidProcess

of organizations are still using paper based processes.

25%have a partially online, partially paper based, application process.

48%

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#FluidProcess

Paper is outdated.

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#FluidProcess

Hybrid solutions are better, but still problematic.

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Is there a better way?

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#FluidProcess

Centralize your entire process online, on one system.

Page 15: Grants management 102: Creating a Better Workflow

#FluidProcess

Application intake and

tracking

One solution that can support...

Application review

Email and relationship

management

Payments and budgeting

Post-award tracking & reporting

Workflow automation

Page 16: Grants management 102: Creating a Better Workflow

● 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

#FluidProcess

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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#FluidProcess

1. Map out your entire process

Step back and take a fresh, high-level view.

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#FluidProcess

2. Focus on Simplicity

Page 21: Grants management 102: Creating a Better Workflow

#FluidProcess

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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#FluidProcess

3. Implement Automations

If you find yourself doing something over and over again… it should be automated.

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#FluidProcess

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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#FluidProcess

3. Implement Automations

● Let your process “run itself”

● Drastically reduce administrative

workloads

● Do more with less

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#FluidProcess

4. Focus on communication

Ensure regular, clear and straightforward communication

Notification Notification

Notification

Notification

Notification

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#FluidProcess

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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#FluidProcess

4. Focus on communication

● Automated notifications/reminders

will ensure grantseekers stay on

track and on time

● Proactive approach can answer

questions before they arise

Page 28: Grants management 102: Creating a Better Workflow

Key take-aways

Page 29: Grants management 102: Creating a Better Workflow

#FluidProcess

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!

Page 30: Grants management 102: Creating a Better Workflow

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