• Designing the Strategic Grants Management Team

  • Centralized, strategic grants management is an essential function that all foundations should have to ensure efficient and holistic service throughout the complete grant lifecycle. For this critical work to happen, the grants management team must also be appropriately staffed with sufficient grants management professionals in their optimal roles.

    The following four grantmaking characteristics are the most important indicators to consider when designing a strategic grants management function.  

    Select “High” or “Low” for each of the following four grantmaking characteristics.

    Based on your selections, a sample strategic grants management model will display with the optimal roles and number of staff.

  • Proposed Strategic Grants Management Team

    Volume: low | Complexity: low | Engagement: low | System/Data: low


    Mostly likely, a single officer/manager who can work across all levels of the foundation can fully support the beginning-to-end grantmaking activities. 

    • If volume or engagement increase, consider adding associates. 
    • If complexity increases, consider adding officers/managers.
    • If systems or data needs increase, consider adding a dedicated grants management systems and data expert.
    • If two or more of these areas increase, consider adding a lead to guide the strategy and direction of the function and manage the team.

  • Proposed Strategic Grants Management Team

    Volume: high | Complexity: high | Engagement: high | System/Data: high


    Most likely, the foundation needs a fully staffed grants management function.

    • The lead will guide the strategy and direction of the function and manage the team.
    • Officers/managers with nuanced grants management skills are needed to navigate complex grants.
    • Associates can support officers/managers to navigate the high volume of grants.
    • Both officers/managers and associates are assigned to program teams so they can provide strong partnership, and more pairs can be added as volume and complexity increase.
    • A dedicated GM systems and data expert is needed in grants management to support the highly configurable system and be responsive to frequent grant data analysis requests.
    • An assistant can process matching gifts or sponsorships and can provide administrative support to the team.

  • Proposed Strategic Grants Management Team

    Volume: high | Complexity: low | Engagement: high | System/Data: low


    Most likely, the foundation needs a lead and a team of associates who can support the foundation's grantmaking activities.

    • The lead will guide the strategy and direction of the function and manage the team.
    • Two or more associates can process the high volume, low complexity grants as well as support the high volume of grantee and internal communications.
    • If volume increases, consider adding associates.
    • If complexity increases, consider adding officers/managers.
    • If systems or data needs increase, consider adding a dedicated grants management systems and data expert.
    • If the foundation processes matching gifts or sponsorships in-house, consider adding an assistant.

  • Proposed Strategic Grants Management Team

    Volume: low | Complexity: low | Engagement: high | System/Data: low


    Most likely, an officer/manager and an associate can process the low volume, low complexity grants as well as support the high volume of grantee and internal communications.

    • If volume increases, consider adding associates.
    • If complexity increases, consider adding officers/managers.
    • If systems or data needs increase, consider adding a dedicated grants management systems and data expert.
    • If two or more of these areas increase, consider adding a lead to guide the strategy and direction of the function and manage the team.

  • Proposed Strategic Grants Management Team

    Volume: low | Complexity: low | Engagement: low | System/Data: high


    Mostly likely, a single officer/manger who can work across all levels of the foundation can fully support the beginning-to-end grantmaking activities. In addition, an in-house or outsourced GM systems and data expert is needed to support the highly configurable system and be responsive to frequent grant data analysis requests.

    • If volume or engagement increase, consider adding associates.
    • If complexity increases, consider adding officers/managers.
    • If two or more of these areas increase, consider adding a lead to guide the strategy and direction of the function and manage the team.

  • Proposed Strategic Grants Management Team

    Volume: high | Complexity: high | Engagement: high | System/Data: low


    Most likely, the foundation needs a fully staffed grants management function and possibly a new grantmaking system!

    • The lead will guide the strategy and direction of the function and manage the team.
    • Officers/managers with nuanced grants management skills are needed to navigate complex grants.
    • Associates can support officers/managers to navigate the high volume of grants.
    • Both officers/managers and associates are assigned to program teams so they can provide strong partnership, and more pairs can be added as volume and complexity increase.
    • An assistant can process matching gifts or sponsorships and can provide administrative support to the team.

    Given the high volume of complex grants, the foundation should consider investing in a more robust grantmaking system. In addition, a dedicated grants management systems and data expert will be needed to support the highly configurable system and be responsive to frequent data analysis requests.

  • Proposed Strategic Grants Management Team

    Volume: low | Complexity: high | Engagement: low | System/Data: high


    Most likely, the foundation needs a well-staffed grants management function.

    • The lead will guide the strategy and direction of the function and manage the team.
    • An officer/manager with nuanced grants management skills is needed to navigate complex grants.
    • A dedicated GM systems and data expert is needed in grants management to support the highly configurable system and be responsive to frequent grant data analysis requests.
    • If volume or engagement increase, consider adding associates.

  • Proposed Strategic Grants Management Team

    Volume: low | Complexity: high | Engagement: low | System/Data: low


    Mostly likely, the foundation needs a lead who can guide the strategy and direction of the function, comfortably navigate complex grants, and work across all levels of the foundation. An assistant can support data entry and other administrative activities.

    • If volume or engagement increase, consider adding associates.
    • If complexity increases, consider adding officers/managers.
    • If systems or data needs increase, consider adding a dedicated grants management systems and data expert.

  • Proposed Strategic Grants Management Team

    Volume: low | Complexity: low | Engagement: high | System/Data: high


    Mostly likely, the foundation needs a lead who can guide the strategy and direction of the function and work collaboratively across all organizational levels. In addition, a GM systems and data expert is needed in grants management to support the highly configurable system and be responsive to frequent grant data analysis requests.

    • If volume or engagement increase, consider adding associates.
    • If complexity increases, consider adding officers/managers.

  • Proposed Strategic Grants Management Team

    Volume: high | Complexity: high | Engagement: low | System/Data: low


    Most likely, the foundation needs a well-staffed grants management function and possibly a new grantmaking system!

    • The lead will guide the strategy and direction of the function and manage the team.
    • Officers/managers with nuanced grants management skills are needed to navigate complex grants.
    • Associates can support officers/managers to navigate the high volume of grants.
    • Both officers/managers and associates are assigned to program teams so they can provide strong partnership, and more pairs can be added as volume and complexity increase.
    • If the foundation processes matching gifts or sponsorships in-house, consider adding an assistant.

    Given the high volume of complex grants, consider investing in a more robust grantmaking system. In addition, a dedicated GM system and data expert can support the highly configurable grantmaking system and be responsive to data analysis requests.

  • Proposed Strategic Grants Management Team

    Volume: low | Complexity: high | Engagement: high | System/Data: low


    Most likely, the foundation needs a lead who can guide the strategy and direction of the function and oversee highly complex grants. An officer/manager with nuanced grants management skills is also needed to navigate complex grants and manage high-touch relationships.

    • If volume increases, consider adding associates.
    • If systems or data needs increase, consider adding a dedicated grants management systems and data expert.

  • Proposed Strategic Grants Management Team

    Volume: high | Complexity: low | Engagement: high | System/Data: high


    Most likely, a lead and a team of associates can support the foundation's grantmaking activities. In addition, a GM systems and data expert is needed in grants management to support the highly configurable system and be responsive to frequent grant data analysis requests.

    • The lead will guide the strategy and direction of the function and manage the team.
    • Two or more associates can process the high volume, low complexity grants as well as support the high volume of grantee and internal communications.
    • If volume further increases, consider adding more associates.
    • If complexity increases, consider adding officers/manager.
    • If the foundation processes matching gifts or sponsorships in-house, consider adding an assistant.

  • Proposed Strategic Grants Management Team

    Volume: low | Complexity: high | Engagement: high | System/Data: high


    Most likely, the foundation needs a well-staffed grants management function.

    • The lead will guide the strategy and direction of the function and manage the team.
    • An officer/manager and an associate can process the low volume of highly complex grants as well as support grantee and internal communications.
    • A dedicated GM system and data expert is needed in grants management to support your highly configurable grantmaking system and be responsive to data analysis requests.
    • If volume increases, consider adding pairs of officers/managers with associates to have a fully staffed grants management function.

  • Proposed Strategic Grants Management Team

    Volume: high | Complexity: low | Engagement: low | System/Data: low


    Most likely, a single officer/manager who can work across all levels of the foundation and a team of associates can process the high volume of low complexity grants.

    • If engagement increases, consider adding associates.
    • If complexity increases, consider adding officers/managers.
    • If systems or data needs increase, consider adding a dedicated grants management systems and data expert.
    • If two or more of these areas increase, consider adding a lead to guide the strategy and direction of the function and manage the team.
    • If the foundation processes matching gifts or sponsorships in-house, consider adding an assistant.

  • Proposed Strategic Grants Management Team

    Volume: high | Complexity: low | Engagement: low | System/Data: high


    Most likely, a lead and a team of associates can support the foundation's grantmaking activities. In addition, an in-house or outsourced GM systems and data expert is needed to support the highly configurable system and be responsive to frequent grant data analysis requests.

    • The lead will guide the strategy and direction of the function and manage the team.
    • Two or more associates can process the high volume, low complexity grants.
    • If engagement increases, consider adding more associates.
    • If complexity increases, consider adding officers/managers.
    • If the foundation processes matching gifts or sponsorships in-house, consider adding an assistant.

  • Proposed Strategic Grants Management Team

    Volume: high | Complexity: high | Engagement: low | System/Data: high


    Most likely, the foundation needs a fully staffed grants management function.

    • The lead will guide the strategy and direction of the function and manage the team.
    • Officers/managers with nuanced grants management skills are needed to navigate complex grants.
    • Associates can support officers/managers to navigate the high volume of grants.
    • Both officers/managers and associates are assigned to program teams so they can provide strong partnership, and more pairs can be added as volume and complexity increase.
    • A dedicated GM systems and data expert is needed in grants management to support the highly configurable system and be responsive to frequent grant data analysis requests.
    • If the foundation processes matching gifts or sponsorships in-house, consider adding an assistant.
    • If engagement increases, consider adding more associates.
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  • The organization chart shown is intended for illustrative purposes only and is not a prescribed staffing plan. Additional factors may need to be considered for your particular grantmaking organization. 

    For a more tailored assessment of your foundation’s grants management function, please contact us.

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