Lesson #7 – Jing and Lesson #8 Setting Up the Hard Files

Greetings from GrantLessons!

I have been playing for the last couple of weeks as I attended my brother’s wedding in Illinois and now on my way to the Northwest. This lesson is best reviewed on your computer. Simply go to http://www.grantlessons.wordpress.com to view.

Lesson #7 Jing

Everyone that is sharing information with others should learn about Jing. Jing is a free program from TechSmith. Be sure you use this link to get to the free program. https://www.techsmith.com/jing.html . Simply select “Download” and follow the prompts to put the program on your computer. The video below demonstrates how the program works to capture information.

 

I use Jing every day to get information that I want to share with members of our Grants Committee. Instead of sending a whole document, I capture just the part I want someone to read. If you need help ask someone who is tech savvy to help you learn this great tool.

Lesson #8 – Setting up the Hard Files

Have you inherited a file drawer with a lot of old grant files? Do you know what is in there? Can you get your fingers in between the folders to get some documents out? Do you just hate filing? Clean neat files makes the work for everyone easier. First be sure that you have enough file drawers. Be sure you have a hanging file frame to hold the file folders.

Labeling and organizing the folders is important and everyone will have a slightly different approach. Do you alphabetize all the folders by the full name of the foundation or do you use a nickname or a partial name on the outside of the folder? Do you keep foundation folders in the current file that your chapter has not filed an application or received a check for years? Do you have so many folders that you need a second file drawer?

The files are confidential but need to be accessible and organized for all committee members to use. However, it is very important that the members do not take the files home. Instead they should make copies of pertinent documents that will help them write an application for the second time. With time putting pertinent documents into Dropbox helps the members to access what they need online.

Lastly, it is very important to keep the filing current and to review the mail opening procedure. Just think if a grant agreement gets to the Treasurer’s office and filed without a copy getting to the Grant Committee’s mailbox, potentially a grant could be lost because the chapter did not complete a requirement of the funder. One needs to remember that the auditors use the hard files each year to demonstrate that a grant application was completed and donations received.

Boring as filing is, it is essential to a good grant writing process. Check out your files today and see what you can do to make your chapter’s grant file better for all the use it.

Well now we have gotten through the first group of lessons and our preparation to write grants has come a long way. Next week, we will start with learning about foundations and corporations where we will request funding for our chapter programs. If you are behind on a lesson or two it is a good time to catch up because we soon will be in the fast lane in our grant writing process.

 

Catch me when you can and I will catch up with you soon. Sandie

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