5 Reasons Why Every Good Grant Writer Has a Grant Pursuit Calendar
Imagine waking up in a cold sweat at 2:30 a.m., realizing you missed yesterday’s grant deadline—the one you spent weeks preparing for. A writing slump or a last-minute delay cost you crucial funding. Worse yet, perhaps you rushed the submission, leaving behind a mediocre application instead of your best work.
These scenarios are all too common, but there’s a simple solution: a grant pursuit calendar.
What is a Grant Pursuit Calendar?
A grant pursuit calendar is more than a list of deadlines. It’s a dynamic planning tool that ensures you’re always one step ahead. This calendar maps out not only the deadlines for key funding opportunities but also the lead times needed to prepare strong applications. I am talking big lead times - I start preparing for a grant application at least two months in advance and this two months is included on my grant pursuit calendar. With months of foresight built in, it helps you plan, execute, and win grants without the stress.
The Benefits of a Grant Pursuit Calendar
1. Never Miss Another Grant Opportunity
This first benefit is obvious. Missing a grant deadline isn’t just disappointing; it’s a missed chance to fund critical projects or sustain operations. A grant pursuit calendar solves this by providing a clear roadmap of upcoming opportunities. By adding two-month (or more) lead times for each deadline, you create a buffer to accommodate inevitable delays like unexpected project needs or review cycles. This buffer ensures you’re never caught off guard. With structured planning, you reduce stress, meet deadlines, and position yourself to seize every funding opportunity.
2. Write Better Grant Applications
Quality takes time. A grant pursuit calendar lets you allocate sufficient time to each stage of the application process, from research and narrative drafting to editing and final submission. For example, an application written in a rush often lacks the depth and polish required to stand out among competitors.
Federal and complex grants, in particular, demand even more time. These often require weeks of coordination across teams, detailed budgets, and strategic storytelling. With appropriate planning , you can methodically tackle each piece of an application instead of quickly putting together an application that isn’t quality.
3. Improve Communication with Your Team
Grant writers often work in small, overstretched nonprofit teams. A grant pursuit calendar is an excellent tool for managing expectations with coworkers, supervisors, and board members. A grant pursuit calendar helps with workload visibility: share your calendar with your team to highlight your current and upcoming workload. This transparency fosters understanding of the effort and time required to complete each grant application.
A calendar also prepares leadership for how long it actually takes to prepare a good grant narrative. You can set realistic expectations with your board and supervisors about what’s achievable and advocate for additional resources when needed. Ultimately, a shared grant pursuit calendar creates a culture of alignment, ensuring everyone understands the grant writing process and its demands.
4. Plan Your Year Strategically
Nonprofit work is often cyclical, with periods of intense activity and quieter moments. A grant pursuit calendar helps you see the big picture and make smarter decisions about your year. For example, a calendar helps you identify slow periods. Use these times to search for new funding opportunities or prepare for future grant cycles. You can also schedule professional development, like grant-writing workshops.
Over time, your calendar will reveal patterns in your grant pursuits, helping you refine your strategy. For instance, you might notice that certain funders release calls for proposals in the same quarter each year, allowing you to prepare earlier. By turning your calendar into a strategic planning tool, you balance immediate deadlines with long-term goals.
5. Build Stronger Relationships with Funders
Funders value relationships just as much as strong applications. A grant pursuit calendar allows you to focus on cultivating these connections by scheduling proactive outreach. Here’s why this matters:
Early Engagement: When you contact a funder months before their deadline, you’re more likely to get meaningful advice. Funders are less busy early in the cycle and can provide insights into their priorities or application expectations.
Personal Touch: Regular check-ins (e.g., quarterly or semi-annual updates) keep your organization on their radar, even when you’re not actively applying. This ongoing communication demonstrates professionalism and commitment.
Feedback Opportunities: Use your calendar to note when to follow up on past applications, whether successful or not. Funders who rejected your proposal may offer feedback that strengthens future submissions.
Collaboration Potential: For larger grants, funders may want to see partnerships or pilot projects. A well-maintained calendar ensures you have time to foster these relationships before submitting an application.
With a grant pursuit calendar, you’re not just writing for funders; you’re building partnerships that can lead to long-term support.
How to Get Started
Research and Plan: Gather grant opportunities and their deadlines. Prioritize those aligned with your organization’s goals.
Include Lead Times: Set internal deadlines to start working on grants at least 2 months ahead. Break tasks into manageable steps, such as drafting, reviewing, and assembling required documents.
Engage Funders Early: Use your calendar to schedule calls or meetings with grant agencies. Early outreach builds trust and increases your chances of success.
Keep It Updated: Treat your calendar as a living document. Add new opportunities and adjust timelines as needed.
Conclusion
A grant pursuit calendar transforms how you approach grant writing. It helps you avoid last-minute scrambles, craft higher-quality applications, and foster stronger relationships with funders. Start building yours today to turn your grant writing stress into sustained success.
