Creating a sustainable grant strategy for so many nonprofits is one of the most critical steps a nonprofit can take to ensure it builds a strategy of winning grants over the long run. Drawing from more than two decades of frontline leadership and consulting experience, Bryan Partee from Nonprofit Marketing place shared in-depth insights on The Nonprofit MBA podcast on how nonprofits can strategically build and refine a high-performing grant system.
Summary
Creating a Sustainable Grant Strategy
Securing grants is often viewed as one of the most critical yet challenging aspects of nonprofit fundraising. While the promise of substantial funding is alluring, the process of applying, securing, and managing grants requires much more than passion and paperwork.
It requires a systematic approach to applying for and winning many grants over a long period. It requires not only learning what grants you have a high chance of winning but also having compelling answers, backed up by data, to prove that you are the right nonprofit to win the grant.
Also indirectly, learning how to apply for and win grants allows your nonprofit to improve its processes, culture, and mission results.
Rethinking Grants: Not Just Free Money
One of the first myths to tackle is the notion that grants are simply “free money.” In reality, grants are investments made by funders who expect meaningful, measurable results in return. Nonprofits must adopt a mindset that aligns with this reality—grants are not financial stopgaps, but tools that should fit into a larger strategic and operational plan.
“A lot of organizations apply for grants out of desperation,” Mr. Partee noted. “But when you apply without a clear purpose or plan, you end up stretching your resources and jeopardizing your mission.”
The message is clear: grants should enhance your work—not steer it.
Start with Mission and Infrastructure
A strong grant system begins with a well-defined mission and robust internal infrastructure. Mr. Partee emphasized that nonprofits must be “grant-ready” before they start submitting applications. This includes:
Clear financial documentation
Accurate and updated data
Board governance policies
A proven track record of service delivery
“You’re not just writing a compelling story,” Mr. Partee explained. “You need to demonstrate that you have the structure in place to responsibly manage the funds and achieve the promised outcomes.”
This kind of preparation doesn’t just increase your chances of success—it builds long-term organizational health.
Build a Strategic, Mission-Driven Grant Calendar
Another cornerstone of a strong grant system is the development of a comprehensive grant calendar. This tool goes far beyond listing due dates; it includes critical details such as:
Funder priorities
Typical grant amounts
Application cycles
Reporting requirements
Organizations that treat this calendar as a living document, revisiting it regularly and building internal reminders to avoid last-minute scrambles.
The more organized you are, the more grants you can apply for effectively—and the better your applications will be.
Develop a Resource Development Plan First
Before chasing grants, Mr. Partee urges nonprofits to develop a resource development plan that outlines all streams of revenue—events, individual donations, sponsorships, earned income, and more. Grants, he stresses, should be viewed as one part of a diversified funding portfolio, not the entire strategy.
“Grants can take months to come through and are highly competitive. If you’re relying on them to make payroll, you’re already in trouble,” Mr. Partee warned.
He also emphasized the importance of contingency planning—what happens if a grant isn’t awarded again or is reduced? Sustainable nonprofits prepare for variability.
Build Relationships with Funders
Successful grant systems are built not just on proposals, but on relationships. Nonprofits need to reach out to funders before submitting proposals whenever possible. These conversations can help clarify priorities, strengthen alignment, and build trust.
“A 15-minute conversation can save you 15 hours of writing a grant you were never going to win,” he said.
Additionally, once funded, nonprofits should steward their funders with the same energy they give to donors—through updates, success stories, and timely reporting.
Data Meets Narrative: Tell Stories That Stick
Grant applications need more than numbers—they need compelling narratives. Mr. Partee explained how storytelling, combined with relevant data, can elevate an application from good to exceptional.
“Don’t just say you serve kids—tell the story of one child whose life changed because of your work,” Bryan Partee said. “That’s what sticks with reviewers.”
He shared a powerful example of a youth who overcame homelessness with support from a Boys & Girls Club, ultimately becoming a Youth of the Year and building a stable, fulfilling adult life. These narratives demonstrate the real-world impact of a nonprofit’s mission.
Still, storytelling must be grounded in measurable outcomes. Funders want both the heart and the evidence.
Create Internal Systems to Streamline the Process
Operational efficiency is critical. Components of a repeatable grant system include:
Standardized templates and language
A collaborative writing and review process
Prewritten organizational data (e.g., mission, impact metrics)
Deadline tracking and follow-up procedures
Mr. Partee also recommended submitting applications early to account for unforeseen issues—such as power outages or delivery failures. He shared a cautionary tale of an $850,000 grant application that missed the review cycle due to a FedEx delivery error. The grant was submitted on time, but ended up on the wrong floor of the state office building.
“Ultimately, it was our responsibility to follow up and confirm delivery,” he reflected. “It’s a lesson I won’t forget.”
Measure What Matters
No grant strategy is complete without performance measurement. Bryan encouraged nonprofits to track both grant outcomes (what was achieved with the funding) and internal performance metrics (number of grants submitted, win rate, and return on investment).
“I aim for a 40% success rate. That’s above the national average of 28% for professional grant writers,” he noted. “But even that means you’re hearing ‘no’ 60% of the time.”
Additionally, he urged organizations to distinguish between strategic applications and “scattershot” submissions at year-end, when some foundations rush to meet minimum disbursement requirements.
“It’s not about volume—it’s about fit and follow-through,” he said.
Embrace Feedback and Learn from Data
Another key point: do not be afraid of your data. Whether you’re tracking impact, demographics, or financials, transparency builds trust with funders. Bryan even described a successful grant application he submitted on behalf of a nonprofit that had a budget deficit. Rather than hiding it, the organization used the deficit to tell a story about investing in staff and long-term sustainability.
“Funders aren’t looking for perfection—they’re looking for honesty and thoughtful planning,” Bryan said.
He also noted the importance of contextualizing data. Serving 1,400 kids sounds impressive—but if your service area includes 70,000 children, there’s more work to be done. The key is knowing your numbers and explaining them clearly.
Grants Can Strengthen the Entire Organization
Perhaps one of the most underappreciated benefits of grant writing is its organizational ripple effect. The discipline of preparing grant applications forces nonprofits to clarify their goals, measure their outcomes, and refine their programs.
“When you’re applying for grants, you’re also learning how to measure impact better,” Bryan said. “And that makes your whole organization stronger.”
This clarity not only improves fundraising—it also enhances strategic decision-making, board engagement, and staff alignment.
Final Advice: Systems Lead to Sustainability
As the conversation closed, Bryan reinforced a central theme: intentionality. A successful grant system doesn’t happen by accident. It’s the result of planning, investment, teamwork, and continuous improvement.
“Know who you are, build a system around that, and stay the course,” he advised. “Don’t just react—strategize.”
Whether you’re a seasoned nonprofit or just starting out, the lessons in this episode provide a blueprint for creating a grant system that’s strategic, sustainable, and mission-driven.
About Bryan Partee, Nonprofit Marketplace
Bryan Partee is a twenty-year former CEO of two rural Boys & Girls Clubs. Both Clubs showed incredible growth (from a $225,000 budget to a $2.5M budget; from 80 kids per day to 1400 per day).
When he left the Club he started the Nonprofit Marketplace to use his nonprofit knowledge to help other nonprofits not make the same mistakes.
About Stephen Halasnik, Financing Solutions
Stephen Halasnik is a Managing Partner at Financing Solutions and host of The Nonprofit MBA Podcast. Financing Solutions has been the largest provider of lines of credit to small nonprofits in the US since 2012.
