If your organization awards grants, you know how time consuming it can be to review all the applications. Then, there’s the process of narrowing the submissions to the most promising, and finally, choosing the best candidates for the grant. It can be quite labor intensive.
Fortunately, there are some simple steps you can take to improve the efficiency of the grant review process. With these 5 tips, you’ll not only become more efficient at the process, but you’ll have an easier time finding and selecting the best match for the grant.
The Review Process Should Be Fair and Unbiased
As an organization that awards grants, it is in your best interest to make sure the grant review process is fair and unbiased. Organizations that submit their grant applications have spent considerable time and effort preparing their application. Writing a single federal grant application, for example, takes between 80 and 200 hours. For many, the hopes for their organization rest on their ability to win you over to their cause, mission, and activities.
Making sure the grant review process is both fair and unbiased is the best way to honor both the effort that goes into grant applications and the spirit of your organization’s charitable grant policy. Follow these steps to ensure a thorough process so all the grants receive the time and attention they deserve in order to choose the worthiest among them for awards.
5 Tips to Create a Fair and Efficient Grant Review Process
- Create a detailed evaluation guideline. These guidelines, or rubric, should provide detailed criteria for reviewers to analyze incoming grant applications. Choose between a holistic and analytic rubric. As the name suggests, a holistic approach looks at the application as a whole and assigns the entire application a numerical value. An analytics rubric assigns a numerical value to each section of the rubric and asks reviewers to give each section a number. No matter which method you choose, apply a consistent and fair process to all applications. Do not use a holistic method for one half and an analytic approach to the other half of the applicant pool.
- Share the assessment criteria beforehand with applicants. Don’t ask applicants to work in the dark. Instead, give them the criteria ahead of time. This respects both their time and effort and guarantees they can provide you with complete information.
- Build a diverse review team. Your review team should be as diverse as the people you serve. Make sure the team reviewing the grant applications holds diverse opinions to ensure opportunities are considered from all sides.
- Insist on multiple reviewers. If there are only one or two awards, insist that multiple people review the chosen grant applications. This guarantees the fairest possible process for all. It also ensures that fatigued reviewers don’t just rubberstamp the application everyone likes. Bring in people who haven’t read the grant application to review it before the final choice is made.
- Hide the applicant’s information. Lastly, to safeguard a totally fair and unbiased choice, make sure all visibly identifiable information is hidden on the grant applications. This includes name, birthdate, location, and any other identifying information that could strike at a hidden bias among the reviewers.
Lastly, aim for consensus when it comes to choosing the finalists. Use the rubric or guidelines as the touchstone for agreement. Ask open-ended questions and designate a facilitator for the ensuing discussion so everyone has a chance to voice their opinions. Discussion is both healthy and encouraged but should aim for consensus-building rather than capitulation among those who disagree.
Encouraging both fairness and transparency will help your nonprofit award grants to the most deserving among the applicants. Enacting a process like this one will go a long way to improve the overall grant process.
Welter Consulting bridges people and technology together for effective solutions for nonprofit organizations. We offer software and services that can help you with your accounting needs. Please contact Welter Consulting at 206-605-3113 for more information.