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How can you build a budgeting process that includes diverse perspectives and needs?

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Budgeting is a crucial skill for any program coordinator, as it involves planning, allocating, and managing resources to achieve the goals and objectives of your project. However, budgeting is not a one-size-fits-all process, and it requires input and feedback from various stakeholders, such as beneficiaries, partners, donors, staff, and experts. How can you build a budgeting process that includes diverse perspectives and needs? Here are some tips to help you.

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Cassandra Glubzinski, MBA

Pursuing CFP? | Investments & Wealth Management | Executive Assistant | Marketing & Brand Equity | Military Spouse

1 Identify your budget purpose and scope

Before you start crunching numbers, you need to have a clear idea of what your budget is for and what it covers. Is it a proposal budget, a baseline budget, a revised budget, or a final budget? Is it for a specific activity, a phase, a component, or the whole program? What are the expected outputs, outcomes, and impacts of your budget? Having a clear purpose and scope will help you define your budget parameters, assumptions, and constraints, as well as align your budget with your program logic and theory of change.

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Edwin Mutegi

Finance & Accounting Professional | Project Coordinator | Social Economy Programs Officer| Grants Coordination
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Budgeting process serves as the bedrock of a good financial plan. It is essential to first identify: objectives, needs, available resources and the guidelines that will shape the budget. This will inform on the approach of budget making. Above all it is crucial to involve all relevant stakeholders of concern in the process, to foster ownership of the projects initiatives and in the long-run ensure there is sustainability.

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2 Engage your stakeholders early and often

One of the best ways to ensure that your budget reflects the diverse perspectives and needs of your stakeholders is to involve them in the budgeting process from the start. This means consulting them on their needs, expectations, preferences, and constraints, as well as soliciting their feedback and suggestions on your budget drafts. By engaging your stakeholders early and often, you can build trust, ownership, and accountability, as well as identify and address any gaps, risks, or issues that may affect your budget.

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3 Use participatory and inclusive methods

To facilitate effective stakeholder engagement, you need to use participatory and inclusive methods that allow for open and constructive dialogue, collaboration, and learning. Some of the methods you can use are focus group discussions, surveys, interviews, workshops, brainstorming sessions, and feedback loops. These methods can help you gather qualitative and quantitative data, generate ideas and solutions, and validate and refine your budget assumptions and estimates. You also need to ensure that your methods are culturally and contextually appropriate, and that they respect and value the diversity of your stakeholders.

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4 Balance realism and flexibility

A good budget is one that is realistic and flexible. Realism means that your budget is based on accurate and reliable data, that it reflects the actual costs and benefits of your program, and that it matches your available resources and capacities. Flexibility means that your budget can adapt to changing circumstances, such as fluctuations in exchange rates, inflation, or donor requirements, or unforeseen events, such as emergencies, delays, or scope changes. To balance realism and flexibility, you need to use sound budgeting techniques, such as contingency planning, scenario analysis, variance analysis, and revision and approval processes.

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Cassandra Glubzinski, MBA

Pursuing CFP? | Investments & Wealth Management | Executive Assistant | Marketing & Brand Equity | Military Spouse
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A good budget will include a reasonable safety net in order to allow for unexpected variables. But it’s also a budget that allows for the transfer of assets or resources according to evolving needs of the program through its growth. If you end up spending more on one thing and less on another, the budget adjusts to accommodate the change. But, all this should be meticulously tracked. It is rare that a proposed budget plan is only used one time—that level of adaptability allowing for adjustments will also accommodate application toward a new program implementation. And part of a good budget is an ingrained allowance for time when additional approvals may be required. Time is budgeted just as money, assets, and resources are budgeted.

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5 Monitor and evaluate your budget performance

Finally, you need to monitor and evaluate your budget performance throughout the program cycle, and use the results to inform your decision making and learning. Monitoring and evaluation can help you track your budget progress, compare your actual spending and results with your planned budget and targets, identify and explain any deviations or discrepancies, and take corrective actions or make adjustments as needed. You also need to communicate your budget performance to your stakeholders, and solicit their feedback and lessons learned to improve your budgeting process and outcomes.

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6 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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How can you build a budgeting process that includes diverse perspectives and needs?

1

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3

4

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1 Identify your budget purpose and scope

2 Engage your stakeholders early and often

3 Use participatory and inclusive methods

4 Balance realism and flexibility

5 Monitor and evaluate your budget performance

6 Here’s what else to consider

Program Coordination

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How can you build a budgeting process that includes diverse perspectives and needs?

1

2

3

4

5

6

1 Identify your budget purpose and scope

2 Engage your stakeholders early and often

3 Use participatory and inclusive methods

4 Balance realism and flexibility

5 Monitor and evaluate your budget performance

6 Here’s what else to consider

Program Coordination

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