Given the funding uncertainty that those managing grant-funded programs face these days, making the most of every dollar and positioning your programs optimally for future funding is critical. Unfortunately, it is an all-too-common scenario in local, state, and tribal governments that when grant teams don’t have a system for capturing and sharing knowledge, staff turnover goes from an HR issue to a larger funding risk. This knowledge gap can make it harder to go after future funding and keep programs on track over the long run.
Picture any of these scenarios:
- Your grant manager puts in their notice. They’ve handled funding for years and know every deadline, reporting requirement, and budget detail. The problem is that most of that knowledge lives in their head or is buried across emails and personal files. Now, your team is struggling to piece things together before they’re gone.
- Your colleague in finance, who always responds quickly when you need data for a report, just left for maternity leave. You are not sure if the figures you have are current or where else to find the record trail, and you know this could jeopardize your compliance.
- Your teammate just got promoted to a great role in another department. You’re excited for them, but they’ve been managing all of your grant programs, including subrecipients. They still have access to everything on their computer, but you know your window to get the information you need from them is closing fast.
Your heart just started racing, didn’t it? You’re not alone.
The Cost of Losing Institutional Knowledge
Employee turnover is a normal part of any organization, but when key staff leave or change roles without a clear way to pass on their knowledge, the impact is immediate:
- Reporting struggles – Without clear records of deadlines and requirements, reporting turns into a guessing game, and compliance issues creep in.
- Wasted time – New hires spend weeks, if not months, trying to figure out existing processes instead of focusing on the work that moves grants forward.
- Disorganized records – Important documents, budgets, and decisions get lost in old email chains or scattered across personal folders.
- Missed deadlines and funding opportunities – When details are unclear, small missteps can turn into major setbacks.
If you’ve ever had to reconstruct a grant’s history after someone left your team, you already know how frustrating and time-consuming it can be.
Why Centralization is the Answer
One of the biggest challenges to effective grant management is making sure the right people have access to the right information. Many teams rely on a patchwork of spreadsheets, emails, and personal notes. This approach might work well for a while until someone leaves or an important detail gets overlooked. A centralized approach ensures that no single person is the gatekeeper of grant information.
By centralizing grant records, financials, and reporting processes, your organization can:
- Keep information accessible – No need to search through old emails or rely on a single person’s memory to track down critical details.
- Make staff transitions smoother – New team members can step in with clear documentation instead of starting from scratch.
- Reduce compliance risks – Standardized procedures help teams meet deadlines, track budgets, and fulfill reporting requirements.
- Improve collaboration – A shared system makes it easier for teams to collaborate on grant activities.
Without a centralized system, your organization risks losing time, funding, and compliance standing every time a staff member leaves. To avoid setbacks, download our Grant Management Centralization Guide, which walks you through the steps to centralize your grant-related data and processes effectively.
A Tool for Preserving Institutional Knowledge
While organizations can centralize their grant management in several ways, a grant management system (GMS) is the most effective solution. A GMS such as AmpliFund supports your team by:
- Keeping all grant documents in one place – Applications, budgets, reports, and amendments are stored securely and easily accessed.
- Automating workflows – Reminders for reporting deadlines, budget approvals, and compliance tasks keep things on track.
- Tracking grant history – Budget changes, funding allocations, and reports are documented so new staff can see the whole picture.
- Standardizing processes – When everyone follows the same steps, you reduce confusion and maintain consistency across the organization.
What You Can Do Today to Retain Institutional Knowledge
If your organization is struggling with knowledge loss, start here:
1. Keep a clear record of how grants are managed, from application to closeout.
2. Name and store grant-related documents consistently so they’re easy to find.
3. Set up workflows and reminders to keep grant tasks on schedule.
4. Make sure all staff members know how to access and update grant information.
5. When staff members announce they’re leaving, have a process in place to transfer their knowledge before they move on to their next role.
Don’t wait until a key team member leaves to start securing your institutional knowledge. Download the checklists below for step-by-step guidance on capturing, maintaining, and sharing grant-making expertise across your organization.
- Checklist: Retaining Institutional Knowledge for Grant Recipients
- Checklist: Retaining Institutional Knowledge for Grant Makers
Making Knowledge Retention a Priority
When institutional knowledge is lost, teams waste time tracking down information, deadlines are missed, and compliance risks increase. However, with standardized centralization practices and automation tools such as a GMS, you can keep records organized and make sure that knowledge stays where it belongs—with the team, not just with individuals.
If you’re ready to make your grant management process more resilient, now is the time to start. A well-organized, centralized system can keep things running smoothly, no matter who comes and goes.
Ready to see what AmpliFund can do for your organization?