The start of a new fiscal year brings a fresh slate…and usually a long to-do list! Now is a good time to pause and look at how things are running, whether you’re bringing in new grants, meeting reporting deadlines, or planning ahead for program growth.
Here are five ways to set your team and programs up for a stronger year.
1. Take stock of how work gets done
Every grant program has its own rhythm, but over time, it’s easy for workarounds to become the norm. When things are moving fast, it’s tempting to stick with the familiar, even if it slows you down in the long run.
You might recognize a few of these patterns:
- Managing grants in spreadsheets
- Juggling deadlines in inboxes
- Storing documents in multiple places
These approaches can feel efficient at first, but as your grant portfolio grows or changes, they tend to make it harder to stay ahead of deadlines or catch mistakes before they become issues.
If it’s getting harder to track progress or pull accurate reports, you might be outgrowing your current system. The Signs It’s Time to Centralize Grant Management Checklist outlines common bottlenecks that crop up with decentralized grant management and offers ideas for how to move to a more centralized approach.
2. Protect what your team knows
Staff transitions, reorganizations, and program changes can make it hard to keep everyone on the same page. Institutional knowledge (e.g., how you review applications, monitor progress, or close out awards) can be tricky to pass along unless it’s clearly documented and easy to find.
For many grant teams, this information lives in inboxes, individual spreadsheets, or people’s heads. That can work—until someone takes leave, switches departments, or retires. When that happens, teams are left to reconstruct history with missing details and partial context.
Now is a good time to document key processes and make them easy to access. That might include:
- Creating standard templates
- Outlining common workflows
- Setting aside time each quarter to review and update what’s in place
The Retaining Institutional Knowledge Checklist breaks down what to focus on and how to fold it into your regular operations.
3. Make time for growth
It’s easy to keep moving from one deadline to the next, but strong programs also need time to build capacity. Maybe you’ve outgrown your existing tools, or maybe your workflows rely too heavily on a few key staff.
Building capacity doesn’t mean overhauling everything at once; it often starts with a few small changes, including:
- Giving staff space to build on a skill set
- Updating long-standing practices that no longer serve the team
- Rethinking how roles and responsibilities are shared
The Capacity-Building Best Practices for Grant Managers Checklist provides manageable ways to support your team over time. And if you’re planning any broader changes this year, the Change Management 101 Guide shares ideas for building buy-in and making transitions feel steadier.
4. Look ahead at compliance and closeout
Most teams know the stress of a last-minute report or a closeout crunch. Starting the year with a clear view of what’s expected (and when) can ease that pressure.
To get ahead of reporting and closeout, consider:
- Pulling together a calendar of reporting deadlines
- Reviewing your audit prep plan
- Making sure documentation is organized and easy to access
These small steps can keep your team focused later on, especially when things get busy. The Grant Compliance and Reporting Toolkit includes a checklist and guide you can tailor to your process, and the Award Closeout Toolkit offers helpful reminders for each phase of the grant lifecycle.
5. Revisit your internal controls
Strong internal controls aren’t just another compliance checkbox; they help staff make informed decisions, avoid duplicated effort, and make sure funding is used as intended. When those guardrails are unclear or inconsistent, it’s easy for teams to second-guess what’s expected or struggle to find documentation when it’s needed.
It’s worth reviewing:
- How responsibilities are assigned
- How approvals work
- Where financial and program data are stored
If your internal controls rely on spreadsheets or email threads, you may be more exposed to risk than you realize. The Outgrowing Spreadsheets Workbook can help you identify where that’s happening and how to improve oversight and consistency without overcomplicating your process.
Starting Fresh with Intention
The new fiscal year gives you a chance to do more than stay afloat. With a few early check-ins and some shared reflection, your team can feel like they’re on the same page, more confident, and better equipped to deliver on what matters for your community.
Ready to see what AmpliFund can do for your organization?