You're navigating evolving grant criteria. How can you effectively stay organized?

Other aspect to integrate creativity in grant administration is effective communication. Detail and Comprehensive methodoloy of the intervention will vividly reveal effective grant management.

Creating a centralised document with all main criteria is important. Not only it allows for current staff to keep track of requirements but it is also useful to ensure new staff is aware of the requirements should there be turnover. I have seen a lot of organisations having to repay some of the grant back because the new staff was not aware of the requirements.

It's sometimes lost to early career researchers or persons who are submitting a grant for the first time, the amount of technical and procedural work required for grant submissions; especially federal grants. For anyone planning to submit a grant, always start early. Make yourself aware of all internal and external submission deadlines. Create a checklist of tasks in chronological order so that you make sure to have all elements completed well ahead of deadlines. Also, remember to leave time for revisions and feedback from colleagues/peers. Do these things and your grant administration team will thank you!

One thing I've learned is that grant submission requirements can vary for different funding sources. While there is largely consistency for public/federal grants, foundation and other private funding sources can have different policies and requirements. It can also be difficult at times for private or foundation FAs to locate submission deadlines, examples of submission documents, and even submission instructions. Take time to locate all of this information early on and don't be afraid to contact the FA point of contact directly for guidance, to express interest in making a submission, and to notify them if you find errors or inconsistencies in their instructions or submission systems.

All of the above and take advantage of even simple systems you can implement to track changes in application deadlines or yearly submissions. When doing procurement if you happen to miss the deadline simply go to your calendar and note the same opportunity for the next calendar year. Yes, is this a bit crazy as funders change and organizations evolve and outgrow some opportunities. BUT your future self will thank you when you're not scrambling at the eleventh hour looking for proposals to submit or that align with your orgs.