08 Jul Keys to Grant Reporting Success

By Jackie Sue Griffin, MBA, MS

Grant reporting has always been a tool for ensuring that nonprofit organizations use funding in the way they said they would. Ideally, grant reporting offers insights that benefit both the nonprofits and their funders, but, in practice, reporting can be challenging for nonprofits.

To improve the process of grant reporting for your organization, consider the following best practices:

1. Form Stronger Partnerships for Better Grant Reporting

The number one goal of your organization is to prove to the funders that their money is used for the intended purposes. To do this properly, start by forming solid relationships with your funders. Invite them to your headquarters, show them what you do, what successes and challenges you encounter daily. Phone calls and visits can go a long way towards establishing strong partnerships that facilitate better grant reporting.

2. Work Together on Determining the Purpose of Reporting

Engaging funders with simple questions can transform a conversation into tangible action. Working together to determine the purpose can clarify the goals, remove stumbling blocks and engage creative solutions. Consider the following questions:

• Was grant money used as intended?
• Is there a record of the relationship between the funder and the nonprofit?
• What learning opportunities emerge from this grant for both the funder and the nonprofit?
• Does this partnership make sense moving forward?
• What can best help the nonprofit to succeed?
• How can both the funder and the nonprofit get better at what they do? What are the implications of their approach and strategy?
• How does their relationship shift power and model new ways of working together?

3. Structure Grant Reporting for Learning

While funders need to collect information about the projects they’re supporting and assess how their funds are spent, grant reports are not typically set up to help the nonprofit do its own learning. It’s very rare for all members of a nonprofit to be involved in reporting. Make sure to ask your funders for information that can help you learn and develop. Asking the questions that are most important for your trajectory and goals can only help your organization improve.

4. Revisit Reporting Formats

Reconsider written reports. Is this the best way to provide the necessary information? Instead of hefty, official reports, you can offer a minimum of two phone calls or site visits a year to have conversations with funders. These conversations can help you better inform funders about the projects and strengthen relationships and collaborations. If it’s important to have a written report, you can save a transcript of your phone call or visit.

5. Choose Better Grant Reporting Deadlines

Better grant reporting requires ensuring deadlines make sense for both funders and nonprofits. Explore whether your funders allow for annual reporting rather than requiring several reports a year. If multiple reports are needed, be sure to use the time to continue building relationships.