Tracking and Following Up
Manage multiple grant applications, deadlines, and funder relationships with a tracking system that prevents missed opportunities.
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Consistency Wins Funding
Grant writing is not a one-time event. It is an ongoing process of research, writing, submitting, following up, and building relationships. Organizations that treat it as a system win more funding than those who treat each proposal as an isolated project.
By the end of this lesson, you will have a grant management system that tracks every application, deadline, and relationship so nothing falls through the cracks.
Quick Recall: In the previous lesson, we mastered persuasive narrative writing using the claim-evidence-connection framework and systematic revision. Now let us build the system that keeps your grant pipeline flowing.
The Grant Tracking Dashboard
At minimum, track these fields for every grant opportunity:
| Field | Purpose |
|---|---|
| Funder name | Identification |
| Grant program | Specific funding opportunity |
| Amount requested | Dollar amount |
| Deadline | Submission due date |
| Status | Prospecting, writing, submitted, awarded, declined |
| Key contact | Program officer or reviewer |
| Requirements | Unique submission requirements |
| Reporting dates | When progress reports are due |
| Notes | Important details and communication history |
| Next action | What needs to happen next and when |
Tools for tracking:
- Spreadsheet (Google Sheets, Excel): Simple and effective
- Project management tool (Asana, Trello): Better for team workflows
- Dedicated grant management software (Submittable, Fluxx): Best for organizations with 10+ active grants
For most organizations, a well-organized spreadsheet is sufficient.
The Grant Calendar
Map all deadlines visually. A calendar view prevents the most common grant management failure: missing a deadline.
Monthly calendar items:
JANUARY
- Jan 15: Foundation A Letter of Intent due
- Jan 20: Start writing Foundation B proposal (due Mar 1)
- Jan 31: Government Agency C quarterly report due
FEBRUARY
- Feb 1: Foundation D application opens
- Feb 15: Foundation A full proposal due (if LOI accepted)
- Feb 28: Review upcoming Q2 deadlines, assign writers
Build your calendar 6-12 months ahead. Most recurring grants have predictable cycles. Federal grants often have annual deadlines.
Quick Check: What are three fields every grant tracking system should include beyond funder name and deadline?
Managing the Writing Pipeline
When pursuing multiple grants simultaneously, stagger your writing workload:
The pipeline approach:
| Stage | Timeframe Before Deadline | Activities |
|---|---|---|
| Prospect | 3-6 months | Research funder, confirm alignment, note deadline |
| Prepare | 2-3 months | Gather data, draft needs statement, build budget |
| Write | 1-2 months | Draft full proposal, internal review |
| Refine | 2-4 weeks | Revise, get external feedback, polish |
| Submit | 1 week | Final review, assemble attachments, submit early |
Never submit on the deadline day. Technical issues, portal problems, and last-minute edits all require buffer time. Submit at least 48 hours before the deadline.
Following Up After Submission
Your work does not end when you click submit.
After submitting:
- Save a complete copy of the submitted proposal and all attachments
- Note the expected decision timeline
- Add reporting deadlines to your calendar (if awarded)
- Send a brief thank-you email to the program officer if appropriate
If awarded:
- Respond promptly with any required acceptance documents
- Set up internal tracking for grant requirements and reporting
- Schedule check-ins with your team on deliverables
- Note the first reporting deadline and start tracking outcomes immediately
If declined:
- Request reviewer feedback (most funders provide this on request)
- Analyze the feedback objectively
- Determine: was this a fit issue or a quality issue?
- Decide whether to resubmit in the next cycle with improvements
- Save the proposal for reuse in future applications
Quick Check: What should you do immediately after a grant application is declined, and why?
Reusing Proposal Content
One of the biggest time-savers in grant writing is maintaining a library of reusable content.
Build your proposal library:
| Component | What to Save | Update Frequency |
|---|---|---|
| Organizational background | Standard description of your organization | Annually |
| Needs statement data | Current statistics for your service area | Every 6 months |
| Program descriptions | Detailed descriptions of each program | Annually |
| Staff bios | Qualifications of key personnel | Annually |
| Evaluation methods | Standard assessment tools and approaches | Annually |
| Budget templates | Common line items and rates | Every 6 months |
| Outcome data | Program results and success stories | Quarterly |
AI can help maintain your library:
I need to update our organizational boilerplate for grant proposals.
Current version: [PASTE EXISTING TEXT]
Update with:
- New programs launched this year: [LIST]
- Updated outcome data: [NEW NUMBERS]
- New partnerships: [LIST]
- Awards or recognition received: [LIST]
Keep the same professional tone. Under 300 words.
Building Funder Relationships
Grant writing is relationship work. Program officers are people with preferences and priorities.
Relationship-building actions:
- Attend funder webinars and info sessions
- Introduce yourself at conferences
- Share relevant news or research with program officers (briefly, not pushy)
- Acknowledge their support publicly in reports and materials
- Invite them to see your programs in action
After being funded:
- Submit reports on time, every time
- Share success stories and outcomes proactively
- Communicate challenges early and honestly
- Thank them genuinely and specifically
The best path to future funding is being an excellent current grantee.
Try It Yourself
Set up your grant management system:
- Create a tracking spreadsheet with the fields listed above
- Enter 3-5 potential funders from your research in Lesson 2
- Map their deadlines on a calendar
- Start building your proposal library with your organizational background
- Draft a follow-up email template for post-submission communication
Key Takeaways
- A grant tracking system prevents missed deadlines, forgotten requirements, and lost opportunities
- Stagger your writing pipeline so no two major proposals overlap in the intensive writing phase
- Submit at least 48 hours before deadlines to allow for technical issues and last-minute revisions
- When declined, request feedback and use it to strengthen future proposals
- Build a reusable proposal library to save time on common sections across applications
Up Next
In Lesson 8: Capstone: Write Your First Proposal, we will assemble everything into a complete grant proposal from research to submission-ready.
Knowledge Check
Complete the quiz above first
Lesson completed!