What can your grant writing process look like using Agile and/or Scrum?

Have you considered implementing an Agile approach in your organization, perhaps even the Scrum framework? Yes, this approach is commonly used in software development; however, it can absolutely be adapted for nonprofit organizations and used for grant writing to improve efficiency and collaboration (you can see lots of nonprofit Agile case studies at www.agileinnonprofits.com).

Here’s an example of what the Scrum Framework, which is under the umbrella of Agile, can look like grant writing process:

1. Define the Goal and Scope

  • Objective: Clearly define the grant proposal’s objective, including the funding requirements, goals, and deliverables.
  • Scope: Determine the scope of work required for the grant application, breaking down tasks into manageable parts.
    • Grant Proposal
      • V1 – opening the scope
      • V2 – Inputting information
      • V3 – editing and updating information
      • V4 – Submit

2. Form the Team

  • Team Members: Assemble a cross-functional team with roles such as grant writer, subject matter experts, financial officers, and reviewers.

3. Plan the Sprint

  • Sprint Duration: Choose a sprint length (usually 1-4 weeks). For grant writing, 1-2 weeks might be more appropriate. Our team uses one week Sprints to continue receiving feedback more often.
  • Backlog Creation: Create a backlog of tasks that need to be completed, such as research, drafting sections, budget planning, and obtaining letters of support.

4. Sprint Planning Meeting

  • Prioritize Tasks: Prioritize tasks from the backlog that need to be completed in the upcoming sprint.
  • Set Goals: Define clear goals and deliverables for the sprint.

5. Daily Scrum Meetings

  • Quick Updates: Hold daily Scrum meetings (15 minutes OR LESS) where each team member answers:
    • Are there any obstacles in my way towards the goal?
    • What did I do yesterday towards the goal?
    • What will I do today towards the goal?
  • Transparency: Ensure that everyone is aware of the current status and any issues that need resolution.

6. Implement the Sprint

  • Work on Tasks: Team members work on tasks, collaborating and communicating as needed.
  • Monitor Progress: Use a tool (like a Kanban board or a project management software) to track progress and visualize the workflow.

7. Sprint Review

  • Present Work: At the end of the sprint, team members present their completed work.
  • Feedback: Gather feedback from stakeholders and team members. Make necessary adjustments to the work. In our Writing Team, our Mock Review process for state and federal grants is considered part of our Sprint Review.

8. Sprint Retrospective

  • Reflection: Reflect on what went well during the sprint, what didn’t, and how the process can be improved.
  • Action Items: Define an action item to improve the sprint.

9. Iterate

  • Plan Next Sprint: Use the insights from the retrospective to plan the next sprint.
  • Refine Backlog: Update and reprioritize the backlog based on the feedback and remaining tasks.

Tools and Techniques

  • Project Management Tools: Tools like Trello, Jira, or Asana can be used to manage tasks and workflows.
  • Document Collaboration: Use shared document platforms like Google Docs or Microsoft SharePoint for real-time collaboration.
  • Communication Tools: Use communication tools like Slack or Microsoft Teams for instant communication and updates.

Example Sprint Cycle for Grant Writing

  1. Sprint 1 (1 week)
    • Goal: Complete the research and outline of the grant proposal.
    • Tasks:
      • Research funding requirements and guidelines.
      • Draft an outline of the proposal.
      • Gather initial data and statistics.
  2. Sprint 2 (1 week)
    • Goal: Write the first draft of the proposal’s introduction and methodology sections.
    • Tasks:
      • Draft introduction.
      • Draft methodology.
      • Review and provide feedback.
  3. Sprint 3 (1 week)
    • Goal: Develop the budget and finalize the proposal draft.
    • Tasks:
      • Draft budget and justification.
      • Integrate feedback and revise the draft.
      • Obtain letters of support.
  4. Sprint 4 (1 week)
    • Goal: Final review and submission.
    • Tasks:
      • Finalize the proposal.
      • Proofread and edit.
      • Submit the grant application.

By adopting Agile in your organization and utilizing Sprints in grant writing, teams can enhance collaboration, ensure continuous improvement, and increase the likelihood of submitting a high-quality grant proposal on time.

 

Take a look at our upcoming 2025 Lunch and Learn Series, where you can deep dive into these practices while enjoying a lunch, a snack, or a beverage of your choice.

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