The Systems That Run My Grant Writing Business

Sep 18

Here's something people don't expect to hear from a grant writer: writing is only about 30% of the job.

The other 70% is split between organization and strategy (about 30%) and relationships (about 40%). The writing matters, but it's the smallest slice.

The grants world rewards the person who knows what's due, who to call, and where the file lives.

I firmly believe organization and project management are the only ways to stay ahead in this field.

So if you're a potential client wondering what it's like to work with me, or a fellow grant writer who loves a good system, here's a peek behind the curtain at the five systems that keep my business running.

1. File Systems

Most grant writers have a way to organize their files, so I won't pretend this one is life-changing. But I want you to know how mine works.

Every organization I work with gets the same core folders:

Grants: where the applications and reports live
Common Grants Attachments: the documents that get requested again and again
Funding Strategy: the big-picture planning
Other folders as assigned: whatever else the org needs

Inside the Grants folder, everything is organized by foundation, and inside each foundation there are year folders. That means last year's application is always one click from this year's. No digging, no "where did we save that?"

For example, any organization that I work with has a file that looks like this.

Organization

Common Grant Attachments
Funding Strategy
Other folders as assigned

Grants
- Foundation 1
  - 2026
  - 2025
  - 2024
- Foundation 2
  - 2025
  - 2024
  - 2023
- Foundation 3
  - 2026
  - 2025

2. Email Systems

Again, most grant writers have an inbox system, so this isn't groundbreaking. But it keeps me sane.

Every organization gets its own email folder. Inside that folder is a Foundations subfolder. Not one for every single funder, just one place where foundation emails can live, separate from everything else the organization sends me.

The rule is simple: as soon as I read or respond to an email, I file it. That keeps my inbox clean and fresh, so the only things left are the ones I still need to act on.

For example, my email files look like this.

Organization 1

Foundations

Organizaiton 2

Foundations

Organization 3

Foundations

I also keep a few folders that aren't tied to a client:

GPA (Grant Professionals Association)
Connections/Networking
Important legal business shenanigans

3. The Master Application

The master application is exactly what it sounds like: one document that holds all of my favorite, most specific questions and answers.

It's where the details I type over and over live in an easy, quick-to-reach spot: EIN, mailing and physical address, website, and so on.

It also holds the more complicated stuff, like the board document you only have to pull out every 7-8 applications and then can never find. My master board list has everything I could need: city of residence, board term, professional associations. Whenever I get a board update, I immediately go update the master.

The part I love most is that it also houses quotes and success stories from every grant report and application I write. Having them all in one central place makes reports so much easier to write. It also gives me something to pull from when I'm in a funder meeting and want a quick way to spice up the conversation.

Here are some other sections I frequently include in my master application.

Goals and objectives
How we measure our goals and objectives
The sustainability of the project
Demographic stats

4. My Notion Calendar

I recently discovered the gold that is Notion Calendar. If you know me, you know I'm already obsessed with Notion.

It's how I build all of my client portals, at no cost to my clients or me. I use Notion Tasks to track my never-ending to-do list. And Notion Calendar lets me see my tasks and meetings on the same calendar.

When I have a little time between meetings, I just drag and drop tasks into the gap and get them done. Seeing my tasks and meetings side by side has been a game changer for my productivity.

If you are a grant writer and you want to see what I am talking about, send me an email! I love to show other freelancers and in-house writers my processes.

5. Mackenzie's Monthlies

Saving the best for last: Mackenzie's Monthlies, also known as the M&M Method.

This is how I complete my grant applications, and it deserves its own post.

Look for it next month! :)

Mackenzie Greer