Managing multiple grants has to do a lot with having key information from a series of tasks, processes and deliverables always ready to be used. What I have seen work best is managing tasks effectively and efficiently; and getting the basics right from the onset. This calls for properly executing all tasks from their inception to avoid back logs and leaving corrective actions to the last minute. Whilst planning and prioritizing is imperative, it comes down to how ready all your information is to be used. Setting clear goals for each individual in teams is essential too. I would add that even with the best tools available, the risk of losing track is more likely as long as everyone is not clear on what and how to get tasks done.

No one tool solves everything. It's a mixture of all of the above while creating team ownership it it's components. Being a good Steward of Grant funds and deadlines is everyone's responsibility.

The first step is to have organized backup. I have my NOA files w/in their own subfolder named the same w/the amendment number (including -00 for the first award) and award date. During this initial organization, you can weed out duplicates and separate extra information. I have always been on the Fiscal side of Grants, so naturally Excel is my go to. I like to make a master list and use the Filter tool to make finding and sorting easy. Read ALL NOA amendments, and insert the appropriate reporting information needed in each column of the Excel, one Row for each award. Awards generally have a consistent reporting due date. Read everything carefully from the beginning and direct any questions to the Awarding Agency for clarification.

Success in grant applications and project management is all about collaboration. I align early with program, finance, and MEL teams to clarify roles, set deadlines, and track progress using shared tools like Trello or Google Sheets. Regular check-ins ensure accountability, and early drafting allows for feedback and iteration. Clear communication, celebrating contributions, and post-submission/project debriefs help us improve each time. Whether securing funding or delivering impact, the key is working together, staying organized, and adapting as a team.

It’s any deadline, not just grant deadlines. Anticipating what you need to get done is key. Most grants require approval from the governing body to even apply. Make sure you know that, and your other key dates, from the start. Always plan to submit your grant application at least a day, maybe two, before the deadline. If you try to wait until the last minute you are likely to encounter a technology glitch or server issue that could prevent the application from being submitted.