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What do you do if your team members struggle to understand complex grant requirements?

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Navigating the labyrinth of grant requirements can be daunting, especially if your team is struggling to grasp the complex details. As a grant administrator, it’s your task to ensure that everyone involved understands their roles and the intricacies of the grant. This article will explore strategies to help your team members comprehend and execute grant requirements effectively, ensuring that your projects stay on track and meet the necessary standards.

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1 Break it Down

When faced with complex grant requirements, breaking down the information into smaller, digestible parts can be incredibly beneficial. Start by identifying key components and explaining them in simple terms. Use diagrams or flowcharts to visually represent the process, which can be easier to understand than blocks of text. Encourage team members to ask questions and discuss each part, ensuring clarity before moving on to the next section. This methodical approach can demystify the requirements and build a solid foundation of understanding for your team.

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Dee Butler

Head of Growth | Optimist | Visionary | Talks Grants Management | Leading Submit's partnerships, communications and brand awareness.
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To address the challenge of team members struggling to understand complex grant requirements, a comprehensive approach is necessary. This includes selecting a user-friendly grant management software, like Submit.com, that offers ongoing support, customization options, and streamlined communication with funders and stakeholders. Additionally, it is crucial to choose a software solution that can evolve and adapt to changing grant management needs, ensuring scalability and flexibility.

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Yolanda Palmer

Director of Operations | Nonprofit Executive Director
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In my experience, grants written with complexities require a deep dive into the context of why they structured it that way in the first place. I usually research the previous awardees, the previous grant, and if the grant applications and requirements changed drastically. After that research, I study the success and failures of the previous program to learn what problem they seek to solve with the grant. Once done, I organize using spreadsheets to property ensure that each portion of the grant has been addressed along with the metrics to demonstrate success. I also learn what the barriers are and address those in the application to demonstrate proper planning to the funder.

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John Zakian, CEcD

Federal Grant and Long Term Disaster Recovery Subject Matter Expert Focused on Economic, Housing and Infrastructure Strategic planning and Development
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There is an exponential growth in new grant programs through the Bipartisan Infrastructure Law (BIL) and Inflation Reduction Act (IRA). Associated with this array of new grant programs comes a plethora of new rules and requirements which can seem intimidating. However, keep in mind that regardless such growth in new grants the underlying requirements remain consistent found in 2 CFR 200 of federal statutes. There could be nuanced language changes or enhancements associated with 2 CFR 200 but there cannot be wholesale changes. This means an initial step to take when digesting new requirements is to have a copy of 2 CFR 200 to use as a tracking resource. Much of what appears intimidating new will actually be simply rewording 2 CFR 200.

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2 Simplify Language

Technical jargon can be a significant barrier in understanding grant requirements. To combat this, simplify the language used in the grant documents when explaining them to your team. Translate complex terms into everyday language and provide examples to illustrate how they apply in practice. By making the language more accessible, team members are more likely to grasp the concepts and apply them correctly. Remember, clear communication is key to successful grant administration.

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Nicolas Manera

Grant Auditor | Independent Accountant's Reports provider for Innovate UK grant recipients | Expenditure Verifications
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Grant agreements can be very long and daunting. Using more accessible language is key, and you can create PDF documents or equivalents to simplify long documents into bite-sized key tasks and takeaways. I would also advise you to talk to your donor. I often see that donors have resources available, such as guidance documents, already designed to simplify the complexity of the requirements and highlight key concepts and tasks.

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3 Regular Training

Ongoing training sessions are essential for keeping your team up-to-date with grant requirements. These sessions can be formal workshops or informal meetings, but they should cover new regulations, refresh knowledge on existing ones, and allow time for questions and answers. Use real-life scenarios to demonstrate how requirements should be implemented, making the training more relevant and engaging. Regular training ensures your team remains competent and confident in managing grants.

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Nicolas Manera

Grant Auditor | Independent Accountant's Reports provider for Innovate UK grant recipients | Expenditure Verifications
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Regular training is essential. I would advise you to talk to your donor, as they might have resources and training sessions already recorded or scheduled. Most of the time, they would be happy to get you involved, as it is also in their interest that you get it right. Ensure training sessions and materials are recorded to ensure new staff are aware of the requirements. I often see projects failing to meet requirements when staff changes occur, as the new staff are not aware of what is expected of them.

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4 Peer Support

Encourage a culture of peer support within your team where more experienced members mentor those who are less familiar with grant processes. This can be through one-on-one sessions or group discussions where team members share their insights and experiences. Peer support not only helps in understanding complex requirements but also fosters a collaborative environment that can lead to more innovative solutions to grant-related challenges.

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5 Visual Aids

Visual aids can be powerful tools in helping team members understand complex grant requirements. Create charts, graphs, and tables that outline the requirements in a visual format. These can highlight relationships between different parts of the grant, timelines for deliverables, and responsibilities of various team members. Visual aids serve as a reference that team members can turn to when they need to recall specific details, making the grant process more manageable.

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6 Continuous Feedback

Implement a system for continuous feedback where team members can express their difficulties in understanding grant requirements. Use this feedback to adjust your communication strategies and training materials. Make sure to acknowledge the challenges faced by your team and work together to find solutions. A feedback loop not only aids in comprehension but also promotes a positive and supportive work environment where everyone feels their input is valued.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What do you do if your team members struggle to understand complex grant requirements?

1

2

3

4

5

6

7

1 Break it Down

2 Simplify Language

3 Regular Training

4 Peer Support

5 Visual Aids

6 Continuous Feedback

7 Here’s what else to consider

Grant Administration

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What do you do if your team members struggle to understand complex grant requirements?

1

2

3

4

5

6

7

1 Break it Down

2 Simplify Language

3 Regular Training

4 Peer Support

5 Visual Aids

6 Continuous Feedback

7 Here’s what else to consider

Grant Administration

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感谢您的反馈

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