Lesson #14 – Populate Online File Management System and #15 Word-processing Tips

Greetings from GrantLessons! This post is best viewed by going to http://www.grantlessons.wordpress.com.

So are we having fun yet? One thing I believe in life especially at this age, is one should have fun! This next lesson takes a little time but it establishes the draw to volunteers who want to work from their home in their pj’s.

Lesson #14 – Populate Online File Management System

If you are using Dropbox for your chapter’s application writing activities, you will need to appoint an Administrator. The Administrator will give permission to individual committee members to access the files that are placed in Dropbox. There are three different sections of files. First, there are all the files needed by the actual application writer to complete an application. Second, there is  a section where applications are housed by year so that a member can look back on what applications were written in which year. Third, there is a section where research on new applicants and general resource material is housed.

It is critical when setting up a filing system that you make it easy for other members to find documents that they need easily.
Once an Online File Management System, such as, Dropbox, is put in place, it is time to populate with the files needed for writing applications. Initially, the Dropbox administrator creates a folder that will house all the sub-folders. Below is a list of needed sub-folders:

  • Address, phone, fax and EIN number,
  • President’s biography,
  • Board of Directors list,
  • IRS Determination Letter,
  • Nonprofit Form 990,
  • Mission statement,
  • Brief chapter history,
  • Audited financials,
  • Organization budget,
  • Program budget,
  • Balance Sheet,
  • Profit and Loss budget,
  • Chapter history,
  • Program descriptions, and
  • Grants contributions from previous year.

After creating the appropriate sub-folder, the administrator saves documents to each making sure that scanned documents file size is reduced.  You can reduce the file size with a program like Adobe Standard. Documents that are large in megabytes (MB) may not transfer over the Internet based on the criteria that has been set-up by the funder’s online program.

Lesson #15 – Word-processing Tips
Each word-processing program works slightly different depending on the program and version being used. The following four features will help the member save time and helps make the work more enjoyable: autorecover; spelling and grammar usage; number of words feature; and the track changes feature. You can do a google search to find the right information for your computer, whether it is a pc or mac and whether what version of Word you are using.
Autorecover can be set on one’s computer to prevent the loss of a whole document should one lose power or the computer has another malfunction. By activating the feature, the member ensures that original typing is being saved ever minute.


Spelling and Grammar Usage
Microsoft Word provides a feature that allows the member to search the document for spelling and grammar usage.


Number of Words Feature
Microsoft Word provides a feature that allows the member to determine the number of words/spaces in a document or a portion of a documents. This feature is valuable will the member is developing a document in Word and then is going to “cut and paste” the document into an online application.


Track Changes
Microsoft Word provides a feature that the reviewer can activate that tracks the changes suggested by the reviewer to the writer.


Don’t let this information overwhelm your committee, take one suggestion at a time and teach it to the members. Remember it is our job to create enthusiasm for our work. Our communities are depending on us to raise monies for our local Assistance League chapters philanthropic programs. If you have questions please let us know by sending an email to sandiebarrie@yahoo.com or by hitting the “Comment button” below the post at http://www.grantlessons.wordpress.com .

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




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