What's Your Workflow?

Since coming aboard with Foundant, I've worked with hundreds of grantmakers--each one different from the last. Despite the endlessly interesting variety, I've still managed to identify several key practices used by more successful grantmakers. The one I'd like to discuss now is the importance of an up-to-date workflow document. 

If someone walked up to you--the incredibly talented and intelligent grants manager that you are--and asked you to discuss what was going on at any point in your cycle, you could probably tell them without missing a step. If so, why would you even need a workflow document? 

First of all, they’re helpful when communicating with others in your organization. It helps your accountant prepare for a deluge of check requests, and helps your Executive Director when a grantee asks a timeline question at a fundraising event. Also, as great as you are, you may simply forget something. Do you want to dig through your emails to find out when you sent an email during your last cycle? It would be easier to take a quick glance at your workflow document.

It’s sometimes hard to think about, but you won’t be around forever! Wherever you go, the legacy you leave behind can be painful or painless to your successor, depending on how you plan. And having a workflow document to guide them along is essential.

Especially if you are taking on a new system, the software you use throughout your cycle to manage your grantmaking process can be complicated. If you’re only in the system twice a year, no matter how big your brain is, it’s going to be challenging to jump back into the software. A workflow document can be the difference between breezing through a cycle and spending hours relearning the software.

When creating a workflow related to your GLM system, think in clicks. “At this point, I need to click here, here, and here to accomplish X.” Screenshots or short videos can make this even more useful. Also, be sure to be descriptive when it comes to the GLM statuses. “At this point/date/time the grant should be in the ‘Application Complete’ status. After XXXX reviews it and runs a Guidestar Charity check on the organization, click here, here, and here to assign the requests to our Review Committee. Then the status will change to Evaluations Assigned.”

Creating a workflow document using clear verbiage/accurate system terminology, describing actions down to clicks, and using screenshots and other media can and will make your life easier. And there are a few tools you can use to make such a document: 

If you’re going for style points, whimsical.com is an excellent and beautiful tool for creating your flowchart. You can sign up with your Google account and it has a good amount of free options to use before you’ll need to upgrade. 
In terms of value, you can’t go wrong with draw.io. It connects to your Google Drive account so you can save your flowcharts alongside your other files for easy access. 
Lastly, don’t discount good old Microsoft Powerpoint. I’ve built many flowcharts there in my days and if that’s what you’re familiar with, it can do the trick. 
With these tools, you’ve got no excuse--start with a small workflow and get it documented!