I recently had the opportunity to speak to the Grant Professionals Network of Northeast Indiana about how project management principles can empower grant writers. The group fosters connections, collaboration, and resource sharing among grant professionals, creating the ideal space to explore how structure and strategy can enhance their work.
Whether we realize it or not, we all apply project management in our work. But when done intentionally, it brings great value through organization, clarity, and control.
What is project management?
It is the process of planning, organizing, and managing resources to meet specific goals within constraints, namely scope, time, and budget. Sound familiar?
The Five Phases of Project Management
Project management is typically broken down into five key phases—and each one mirrors the grant writing cycle:
Initiation – Identifying opportunities, goals, and stakeholders.
In this phase, goals, outcomes, and stakeholders are identified, and the project’s feasibility and alignment with organizational goals are evaluated.
For grant writers, this is the time to research funding sources, review requirements, assess alignment, and identify and engage with stakeholders.
Planning – what are the steps needed to achieve the goal, and who is responsible for each step?
Here, the scope and constraints are defined. Objectives, milestones, and tasks are established, and responsibilities are assigned.
For grant writers, this is where structured planning pays off. It involves clearly mapping out tasks, timelines, and roles. Tools like a RACI matrix (Responsible, Accountable, Consulted, Informed) can help clarify responsibilities.
Execution – time to work!
Documentation is created, teams collaborate, and communication is crucial to effectively engage with the team.
For grant writers, this phase involves assembling supporting documents, ensuring clear expectations, and fostering strong engagement throughout the process.
Monitoring and Controlling – avoiding scope creep and managing change.
This step helps keep the project on track by avoiding scope creep and managing change.
For grant writers, key responsibilities such as staying focused on deadlines, tracking progress, and adjusting as needed are essential to cross the finish line successfully.
Closing – deliver with confidence!
The final deliverable is submitted on time and within budget, and the project is evaluated.
For grant writers, this means submitting the grant and taking time to reflect on what worked and what could be improved for next time, through the practice of lessons learned.
The grant writing process is a powerful example of how project management principles show up in everyday work. By intentionally applying structure, planning, and accountability, grant writers can improve collaboration, reduce stress, and increase their chances of success. But this doesn’t just apply to grant writing. Whether you are launching a program, organizing an event, leading a team, or even managing your own workload, project management principles can help you stay focused, efficient, and result-driven.
