What Can You do to be a More
Responsive Grantsmaker?

A recent survey of grantseekers conducted by two small foundations in San Francisco yielded interesting results. According to Christine Elbel, Executive Director of the Fleishhacker Foundation, the purpose of the survey was to ask grantseekers how they viewed the grantseeking process and what suggestions they had to improve it. Her colleague, Pottruck Family Foundation Executive Director Nancy Wiltsek, said "I'm a one-person operation so I'm always trying to improve and streamline - I've gone to conferences and workshops, and talked to other grantmakers to pick up tips - but the grantseeker voice was missing. It seemed logical that grantseekers could provide a lot of insight here." Christine adds, "It's important to remember that ultimately, our success as grantmakers is dependent on our grantees' success. If we can improve our process, we're contributing to their effectiveness as well as our own."

The two foundations sent anonymous surveys to 70 grantee organizations; 33 (47%) were returned. The respondents were a highly experienced group: nearly 60% had been in the field 10+ years and 72% were either Executive Directors or Development Directors. Nearly all (97%) indicated they had a good relationship with funders, 88% somewhat or strongly agreed that most foundation staff respect their grantees, and 84% somewhat or strongly agreed that foundations are honest in their dealings with grantees. A great majority (85%) feel foundations have reasonable application/proposal requirements and even more, 91%, report foundations have reasonable reporting requirements. Respondents indicated that the best aspects of their experiences with grantmakers are when there is mutual respect, when funders show a genuine interest in grantseekers' missions and a commitment to learning together, and when funders have clear expectation and don't abuse their power.

However, respondents had much to say about how we can improve our work.

Application Process
Respondents strongly recommend that guidelines and application materials be specific, the application format clear, easy to complete and available for download from a well-maintained website (no more typed forms - typewriters are obsolete!). Respondents also suggest that funders take steps to improve turnaround time.

Communication/Accessibility
Only 54% said that funders return phone calls in a timely manner and 57% said foundations communicate about the status of pending proposals. Respondents strongly urge grantmakers to be more accessible by phone, to return phone calls in a timely manner, to inform applicants of the status of their proposals, and to remember that honest information communicated in a respectful way is most constructive. Websites are useful but only if they are kept current.

Site Visits
91% somewhat or strongly agreed that site visits are an effective way for grantmakers to learn about grantseeker organizations, though only 24% reported that their funders made site visits. Funders' needs and expectations will be best met if they communicate in advance what they want to accomplish on the site visit (e.g. meet staff, clients, volunteers, board members, see facilities, etc.). Respondents also suggest funders come when the site will be active.

Evaluation/Reporting
91% somewhat or strongly agreed that foundations had reasonable reporting requirements. However, they commented that requirements should fit the grant amount, should not be restrictive, should be open-ended to allow grantees to define success for themselves, and funders should remember that while quantitative information is important, some of the best "outcomes" are the stories that reflect the heart of the grantee's work. Funders should support grantees' evaluation efforts through special funding or technical assistance.

Other Findings/Suggestions of Note
In addition to the survey, a small focus group met to discuss the findings and delve more deeply into how to improve the grantseeking process. Two major themes emerged.

1. This is a relationship-based business. However, participants cautioned we can overuse of the term "partnership" and suggested using the term "peer," saying "they have the money, we have the expertise." If grantmakers truly want to improve the grantor-grantee relationship and the grantseeking process, "The foundation person has to be the one to make the overture for honesty in the relationship. It's not a totally equal proposition - the money has the power." Another valuable piece of advice was "Keep in touch with the nonprofit field about what are the current issues and challenges."
2. If grantmakers truly want to be responsive to grantees' needs, they are strongly urged to make grants for general operating support and multi-year grants. "Too many foundations seek to fund special projects, rather than general support, which offers greater opportunity to see results, looking at the entire organization as a 'special project.'" The "constant treadmill" of seeking support, while repeatedly defining "who you are and what you want" were among the biggest frustrations described in the grantseeking process, and would be addressed through general operating grants and multi-year support.

What Can You do to be a More Responsive Grantsmaker?

• Make sure your guidelines are clear - have someone outside the foundation read them to ensure they are.
• Be more accessible by phone and/or e-mail.
• Inform grantseekers of the status of their applications in a timely manner.
• Do more site visits.
• Keep in touch with grantees to build relationships and deepen understanding of programs and issues.
• Include evaluation questions and/or forms with the grant agreement letter so grantees will know at the beginning of the grant period what they'll be accountable for and how.
• Give general operating and multi-year grants for greater nonprofit stability.

"Be accessible, and approach the staff of nonprofits as peers because we are…we're just doing different pieces of important work."

For full results of the study, please go to www.pottruckfoundation.org.

Nancy Wiltsek has twenty years of experience in the nonprofit sector, twelve of which have been spent as a grantmaker in the U.S. and abroad. In addition to serving as Executive Director of the Pottruck Family Foundation in San Francisco, she is co-founder and Vice President of the Fund for International Nonprofit Development (FIND), a trustee of the Gagarin Trust, a member of Northern California Grantmakers' Family Foundations Network Steering Committee, and an advisory board member of the San Francisco branch of the Foundation Center. She recently completed a three year term as President of The Management Center, a support organization serving nonprofits in Northern California. Ms. Wiltsek holds a Masters degree in Nonprofit Administration from the University of San Francisco and a Bachelors degree in Anthropology from U.C. Berkeley.

Christine Elbel has twenty-five years of experience in the nonprofit sector, and for the past twelve years has been the Executive Director of the Fleishhacker Foundation in San Francisco. Ms. Elbel is a member of Northern California Grantmakers' Family Foundations Network Steering Committee, the Northern California Grantmakers' Arts Loan Fund, and the San Francisco Arts Education Funders CollaborativePrior to her current position she was a planning and development consultant, and has been in senior management positions in both the arts and education fields. She has served in leadership positions on nonprofit boards in the community. Ms. Elbel holds a Masters degree in Education from Indiana University, Bloomington, and a Bachelors degree in Fine Arts from the same institution.

Printed in the Association of Small Foundations (ASF) May 2003 Newsletter

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