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| Re: Organizing prospect information
Posted by Julie Rodda on 5/13/2008, 10:33 pm, in reply to "Organizing prospect information"
VIP Poster
Ann:
Like Linda, I believe we utilize what is most comfortable to us...this process can become very stressful, so comfortable is good.
My process is very low-tech and old school, primarily because over the years, I have lost electronic data more than once. For proposals that have been completed, in addition to electronic data, I always print a hard copy for my files, and email an electronic copy to my client.
As far as deadlines, I utilize a workable calendar in word, and a large desktop "blotter" type calendar for myself as well. I note at least 3 weeks ahead of deadline when I determine an application will be made. I give others whom I must count on a date at least one week earlier than my own personal deadline so there is wiggle room if they fall behind. I have a personal goal of always having a proposal in about 2 weeks before deadline.
The same process is used for reports. I find that the visual of the large desktop calendar (on my wall next to my workstation) helps center me on tasks for this week, and the others which follow...it also keeps me from over-committing when I know I have a large proposal coming together later in the week, month, etc.
I do keep an excel file for management of grants applied for and to be applied for each client. This notes Program area, Project Name, Funder Name, contact person, amount requested, date sent, date due, positive or neg. response, who is responsible for direct oversight (so when I go to write the report, I can phone them), and dates reports are due. The nice thing in excel is the ability to keep a numerical tally of grants awarded for the client.
Julie Rodda
http://www.roddaconsulting.com/
Grant Research,
Proposal Writing, Review & Editing
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