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ORGANIZING A GRANTMAKING PROCESS WITH BEST PRACTICES

ORGANIZING A GRANTMAKING PROCESS WITH BEST PRACTICES. April 22, 2005 Ames, Iowa. The good news. You have a unique opportunity…. to distinguish your foundation to boost your local profile to make new connections to make a difference. New demands. Trends. Intensifying competition

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ORGANIZING A GRANTMAKING PROCESS WITH BEST PRACTICES

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  1. ORGANIZING A GRANTMAKING PROCESS WITH BEST PRACTICES April 22, 2005 Ames, Iowa

  2. The good news You have a unique opportunity… to distinguish your foundation to boost your local profile to make new connections to make a difference

  3. New demands Trends Intensifying competition Changing community needs Increasing opportunities for local leadership Donors” “we want clearer returns” Boards“we want better measures” Your landscape is changing

  4. Presentation Goals • Explore ideas & tools to help your grantmaking of your Unrestricted Fund: • Achieve greater impact • Boost your foundation’s profile • Tell a better story • Develop your Grantmaking Plan • Get started planning!

  5. Designing Your Grantmaking Plan for your Unrestricted Fund Based on “Making A Difference,” a capacity building series for community foundations, by the Council of Michigan Foundations.

  6. It’s not just about making grants You make an impact through grantmaking… and as a community leader

  7. Grantmaker Knowledge Broker Convenor Initiative Manager Finderof Funding Community Impact Roles Mediator Intermediary Coalition Builder Community Organizer community leadership

  8. Grantmaking Plan for your Unrestricted Fund Q: How can I get better at achieving and highlighting ourcommunity impact? A: Be more strategic in your approach by mastering six core competencies of impact.

  9. grantmaking 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact community catalyst The six core competencies of impact Grounded in current National Standards for U.S. Community Foundations

  10. scan 1 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact Impact starts with understanding your community Assess community needs, opportunities and resources

  11. Scan Answers 1 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact • What is being done? • Who is doing it? • Is it being done well? • What is the biggest challenge? • What is your dream?

  12. prioritize 2 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact We use scanning results to determine priority areas of work We look for priorities at the intersection of: Community needs and opportunities Community capacity Foundation roles and resources

  13. prioritize 2 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact We use scanning results to determine priority areas of work We look for priorities at the intersection of: Community needs and opportunities Community capacity Foundation roles and resources

  14. Criteria 2 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact • Meetsmission • Total county needs • Potential for impact • Population served • Allies to address need • Long term-impact

  15. Other Criteria 2 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact • Must be done? • Easy to do? • Difficult to do? • Want to do?

  16. strategize 3 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact How to make effective, strategic decisions? What types of grants? To whom? Grants not to do? What kinds of community leadership activities?

  17. Strategic Decisions 3 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact • Matching grants • Reward collaboration • Infrastructure items strengthen organization • Recognize your grant give credibility to grantee

  18. Types of Grants 3 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact • Small or large or combination • Emphasis on specific area • Facilitate services for many nonprofits such as grant writing workshop or only one nonprofit

  19. To Whom? 3 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact • 501 (c) 3 organizations • Government entities

  20. Types Not To Do 3 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact • Individuals • Outside of area • Fundraising events • Debt repayment • Political organizations

  21. Leadership Activities 3 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact • Doing site visits to grantees • Providing educational programs such as grant writing seminars • Assist philanthropy • Start a grantmakers council

  22. design 4 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact Work with grantees and community partners to clarify: Goals Outputs/outcomes Indicators of success Designing is a collaborative process. Grantees and community partners will benefit from being involved—and their involvement will benefit the community foundation

  23. Your Partners 4 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact • Grant makers • Foundations • Gaming Authority • United Way • Nonprofits • Government

  24. measure 5 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact We work with community partners and grantees to track and measure progress Measuring is also a collaborative process

  25. Measure by CF 5 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact • Final Report results • Articles done on grants • Community response

  26. Measure by community 5 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact • Focus Groups • Surveys • Needs assessment • Establish indicators and review annually

  27. communicate 6 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact Communicate your activities and results to key stakeholders Donors Grantees Grantseekers Community partners Policymakers and community leaders News media

  28. communicate 6 1 2 3 Scan Assess Community Needs, Opportunities, Resources Prioritize Determine Community Foundation Priorities Strategize Make Effective Decisions Design Develop Outputs, Outcomes and Indicators Measure Track Against Indicators Communicate Share Priorities, Strategies, Activities and Impact • News Releases • Annual Report • Annual Meeting • Brochures • Grant Reception • Grantee Board meeting

  29. Presentation Goals • Explore ideas & tools to help you: • Achieve greater impact • Boost your foundation’s profile • Tell a better story • Develop your grantmaking Plan • Get started planning!

  30. ORGANIZING A GRANTMAKING PROCESS WITH BEST PRACTICES April 22, 2005 Ames, Iowa

  31. Once your funding strategies are mapped out, you are ready to begin the actual process of grantmaking. Your handouts contain SAMPLE documents: Grant Application Form Press Releases Committee Procedures Terms of Grant and Report Forms Calendar Basic Grantmaking How-ToFrom Request to Report

  32. Grant Cycle- What is it? How many should you have? Steps to plan for: Request for Proposals Receipt of Proposals Staff/Committee Review Committee Meeting Report to Board for Approval Notify Applicants Terms of Grant/Grant Payment Announce/Publicize Grants Grant Reports due Start Over! Procedures & Timeline

  33. Application Form Terms of Grant Report Form Important Documents

  34. “Distribution Committee”, “Grants Committee”, “Governing Committee”- whatever you call it, they have an important job to do! Committee Job Description Committee Procedures Committee Confidentiality & Disclosures Committee with a Purpose

  35. Be Creative (consider matching challenge grants, last-dollars-in grants) Be Clear about requirements for Applicants & Grantees Be Flexible (consider grant extensions- work with your grantees) Be Ready for grants to be returned now and then Expect the unexpected Tips & Tricks

  36. Tana Odean Community Foundation of the Great River Bend 563.326.2840 tanaodean@cfgrb.org Carolynn Sween Community Foundation of Waterloo/Cedar Falls & Northeast Iowa 319.287.9106 carsween@communityfoundationneiowa.com

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