How to Build a Grant Strategy That Actually Works

Grant writing can feel like a mystery.

Where do you find grants? Who should write them? And how do you make your proposals stand out when hundreds of other organizations are applying for the same funds?

For many nonprofit leaders, grants represent the biggest opportunity, and the biggest source of frustration- in their fundraising strategy.

In this episode of A Modern Nonprofit Podcast, host Tosha Anderson sits down with Kate Hephner, a professional grant writer and Grants Specialist at Second Harvest Foodbank of Southern Wisconsin, to simplify what works, what doesn’t, and how your organization can build a grant process that gets results.

Start with Relationships You Already Have

When nonprofits think about grant funding, the first instinct is to look for brand-new opportunities. But Kate says the smartest place to start is with people and organizations that already support your mission.

“If there are corporations already donating to your nonprofit,” she explains, “check to see if they also have a foundation or grant program. Many do. They’re already familiar with your work and more likely to fund it again.”

Grant Writing Is a Skill You Build, Not a Talent You’re Born With

There’s a myth that you need to be a creative writer to succeed at grant writing.

The truth? It’s a technical skill, not a creative one.

Kate started writing grants while working in program management and quickly learned that success depends more on clarity and structure than on “flowery” language.

“It’s not creative writing,” she says. “It’s formula-based. Funders want clear, specific information- not storytelling for the sake of storytelling.”

The best way to improve is to start writing and learn by doing. Many strong grant writers began as program staff or executive directors who had to wear multiple hats. Their understanding of the mission and operations became their greatest strength.

Organization Is the Secret Ingredient

Ask any experienced grant writer, and they’ll tell you the same thing: organization separates the successful from the stressed.

Every application asks for similar information- your 501(c)(3) letter, most recent 990, program metrics, and outcomes. When you keep these materials in a shared, well-organized folder, you avoid starting from scratch each time.

Kate recommends creating a grant toolkit that includes:

Updated case statements for each program
Standard attachments and financial documents
Key data points and performance metrics
A clear internal process for gathering information from your team

Follow the Rules – Exactly

If there’s one consistent theme across every successful grant writer, it’s this: follow the directions to the letter.

Funders read hundreds of applications. They’re not looking for creativity- they’re looking for compliance and clarity. Missing one required document or formatting instruction can disqualify an otherwise strong proposal.

“If they ask for two copies, give them two copies,” Kate says. “If they don’t ask for attachments, don’t include them.”

It’s not glamorous advice, but it’s how you build trust with funders and prove that your organization is detail-oriented and reliable.

Grants Are About Sales, Not Just Writing

Many nonprofits treat grant writing like a paperwork exercise. But as Kate points out, it’s really a form of sales.

“You’re selling your program to the funder,” she says. “You have to show how your organization will deliver the best outcomes and how their investment will create measurable impact.”

Funders are investors. They want to know their money will be used responsibly, that you’ll meet your goals, and that you’ll communicate results clearly.

That means showing both your need and your stability– a balance that can be tricky.

Tosha explains it this way: “You need to demonstrate that your organization has a legitimate financial need, but you also need to prove you’re sustainable enough to deliver results.”

In other words: funders don’t want to rescue you- they want to partner with you.

Think Long-Term, Not Just About One Grant

Winning a grant is exciting. But smart organizations treat it as the start of a relationship, not the finish line.

Your goal is to become a trusted grantee– one who submits reports on time, follows through on commitments, and communicates proactively with funders. That’s how you earn renewals and larger awards in the future.

“Funders want to know you’re a good steward of their money,” Kate says. “They look at your history of managing funds and meeting outcomes before deciding on future support.”

Building a track record takes time, but every organized, transparent, and timely submission moves you closer.

Confidence Comes with Clarity

The most successful nonprofits don’t view grant writing as guesswork. They treat it as a structured process that combines organization, collaboration, and discipline.

Start small. Build relationships. Create systems. And most importantly- just start writing.

You’ll improve with every application.

Need Help Building Financial Systems That Support Your Grants?

Grant compliance and tracking are easier when your finances are clear and organized.
At The Charity CFO, we help nonprofits build accounting systems that make grant management simple and transparent.

👉 Contact us today to see how we can help your organization grow with confidence.