Grant writing can feel like an endless race against time—missed deadlines, rushed submissions, and the overwhelming pressure to secure funding can derail even the best efforts. But what if there were a tool to keep you organized, improve your proposals, and maximize your chances of success? Enter the grant calendar, a simple yet powerful resource that can transform how you approach funding opportunities.
This article explores why a grant calendar is essential, how to build one, and how it plays a pivotal role in helping one nonprofit achieve record-breaking success.
Avoid Missed Deadlines
Deadlines are the bedrock of grant writing. Even the most compelling proposal won’t win funding if it’s late. A grant calendar eliminates the guesswork by visually organizing key dates and tasks, ensuring you stay ahead of deadlines.
With a clear timeline, you can allocate time for research, drafting, and reviews while avoiding the panic of last-minute submissions. This structured approach keeps you in control, no matter how busy your workload becomes.
Improve Proposal Quality
When you aren’t rushing to meet a deadline, you have the time to craft thoughtful, compelling proposals that truly represent your organization’s potential. A grant calendar allows you to break the process into manageable phases, giving each step the attention it deserves:
Research and gather supporting data.
Write, revise, and refine the narrative.
Secure internal reviews and approvals.
By planning ahead, you can focus on quality rather than simply completing tasks. And if you’re working with a team, a grant calendar ensures everyone stays on the same page.
Prioritize Opportunities
Not all grants are created equal. Some align perfectly with your mission, while others may require significant time and effort for a smaller payoff. A grant calendar helps you focus on the “low-hanging fruit”—those opportunities that:
Are a strong match for your organization’s goals.
Have reasonable application requirements.
Offer a high chance of success.
By prioritizing these opportunities, you can use your time and resources more effectively, giving each proposal the attention it deserves.
Maximize Success Through Collaboration: A Story from the Field
A few years ago, I worked with a nonprofit executive director who transformed their grant writing process using a grant calendar. What started as a simple organizational tool became the foundation of a highly successful collaboration that exceeded all expectations.
Every month, we reviewed the grants scheduled for submission in the upcoming weeks. This proactive approach allowed the executive director to identify which funders needed a personal touch. He would call the planned grantmakers, often setting up in-person meetings to build rapport and learn more about their priorities.
The calendar wasn’t just about dates; it was a strategic roadmap. I began drafting the grant proposal tailored to each funder’s guidelines and mission. When meeting grantmakers, he made it a point to listen more than he talked. He asked thoughtful questions and paid close attention to the subtle cues in their responses—what they valued, what they hoped to fund, and even what didn’t interest them.
When he met with grantmakers, he made it a point to listen more than he talked. He asked thoughtful questions and paid close attention to the subtle cues in their responses—what they valued, what they hoped to fund, and even what didn’t interest them. After each meeting or phone call, he debriefed me immediately, sharing insights that refined our approach.
The magic happened in the days following these conversations. I revised the proposals to align perfectly with the grantmakers’ priorities, weaving in the themes and ideas they had shared. By the time the proposals landed on their desks, they weren’t just applications—they were responses to the exact needs and interests of the funders.
The results? More grants were awarded than we could have imagined. This process, anchored by the grant calendar, wasn’t just about organization—it was about creating space for strategic relationships, thoughtful preparation, and collaborative teamwork.
How to Build Your Grant Calendar
Creating a grant calendar is easier than you might think. Here’s how to get started:
List Grant Opportunities: Begin by gathering information on all potential grants, including deadlines, requirements, and eligibility.
Categorize by Priority: Rank opportunities based on alignment with your mission, application complexity, and likelihood of success.
Add Hard Deadlines: Enter immovable deadlines first—grantmakers that only have one deadline per year, for example.
Use Strategic Timing: Plan your work based on grant types:
Quarterly Deadlines: Submit to the first deadline of the year when competition is lower.
Corporate Grants: Most corporate giving occurs early in the year. Work on these in December and January.
Government Grants: These are typically due in September. Begin working on them in July and August.
Family Foundations: These often make decisions around the holidays. Plan to work on them in October and November.
Choose a Format: Use a tool that works for you, whether it’s Google Calendar, Excel, or project management software like Trello or Asana. We also love Grant Frog for managing your grant applications.
Review Regularly: Update your calendar as new opportunities arise or priorities shift.
Data Elements to Track in Your Grant Calendar
A complete grant calendar includes more than just deadlines. Here are the data elements you should track:
Name of client and project
Name and contact info for grantmaker
Type of funding requested
Amount to request and likelihood rating
Application details and deadlines
Match requirements
Submission and notification dates
Status of application (e.g., draft, submitted, funded)
Number of contacts made
Notes from conversations with funders
Report due dates (for both current and previous years)
Follow-up dates
Tracking these elements ensures you have everything you need at a glance, making the grant writing process smoother and more efficient.
Conclusion
A grant calendar is more than just a scheduling tool—it’s your strategic partner in funding success. It helps you stay organized, prioritize opportunities, and improve the quality of your proposals while fostering collaboration across your team.
As the story from the field shows, when combined with strategic outreach and a commitment to listening, a grant calendar can lead to incredible results. So why wait? Start building your grant calendar today and take control of your grant writing process.
But remember, the best grant calendar is the one your team consistently uses.
Have your own tips, tools, or success stories? Share them in the comments below—we’d love to hear how you make the most of your grant writing efforts!