Why Small Nonprofits Struggle with Grant Writing

In my career, I’ve witnessed nonprofits of all sizes face the highs and lows of working in social services. Staff turnover, public perception, and funding challenges barely scratch the surface, and I’m committed to using this platform to shed light on some of the barriers impacting our field. As a consultant, I offer comprehensive support to the nonprofit sector through three pillars: grants, infrastructure, and training. Each of these works in tandem with operations, programming, and fundraising to maximize impact. Grant funding can be a rewarding and impactful way to diversify revenue, but it comes with unique challenges for nonprofits of all sizes.

In this post, we’re going to explore why small nonprofits often struggle with grant writing. This is by no means an exhaustive list, but rather the start of a larger conversation about supporting smaller organizations. The challenges we’ll discuss are some of the most common ones I see as a consultant. I also won’t leave you hanging without solutions—each problem includes some action steps to help you get started with grants.

Problem #1: “Wearing Many Hats”

Anyone who’s spent time in nonprofits knows this phrase well. On one hand, I want to tell you to run for the hills; on the other, I know this is simply the reality of the field. Staffing shortages are a systemic and debilitating issue caused by low wages, inadequate support, and a lack of training (to name a few). Someone hired to do grant writing might also be meeting with donors, covering the front desk, or leading high school volunteers—all in a single day. Grant writing is time-consuming and demands attention to detail, making it hard to fit in alongside other duties.

Solution: Outsourcing grants management or investing in focused training can help. When you’re wearing too many hats, it’s easy for grants to slip to the back burner, especially when getting started isn’t as straightforward as it might seem. A grant consultant can lift this burden from your team and handle the process, allowing staff to focus on their core responsibilities.

If a grants consultant isn’t in your budget, consider tapping into your volunteer network. Many nonprofits have started engaging volunteers for some of these infrastructural tasks. Be mindful of restrictions from the granting entity and consult your nonprofit’s attorney to avoid any risks involving sensitive information. Some aspects of grant work will still need to be handled by finance or programming staff, but volunteers can help share the load. If there’s a college nearby, connect with its outreach or volunteer departments; a student majoring in English or a related field might be seeking experience and future recommendations.

Discuss grants openly with your board and staff. By communicating with your team early and often, you can establish a strategic, realistic plan, whether that involves a grants consultant, volunteers, or delegating responsibilities within your team.

Problem #2: Knowing Where to Start

Small nonprofits often struggle to find grants that align with their mission and capacity. Without a targeted approach, they may apply for grants that aren’t a good fit, wasting time and effort. The volume of databases and grant options can be overwhelming, stopping many from even beginning. Without scheduled research, it tends to fall to the bottom of the to-do list, making it hard to find time to strategize effectively.

Solution: Start by discussing and prioritizing your funding needs. I often recommend a phased approach and focused mastery: begin with your current programs. Ask if these programs are operating at their fullest potential. Focusing on what you know will give your grant research a specific direction, targeting programs you’re already implementing. This also strengthens your proposals, as you likely have supporting data and impact measures for these existing programs.

Once you’ve identified specific grant goals, revisit Solution #1 by delegating tasks to jumpstart the research process. Research is one of my most requested services as a grant consultant. Using specialized databases (e.g., through the Grant Professionals Association), consultants can help identify grants you’re most likely to win, building a grant calendar or project plan to create a seamless, strategic approach.

Problem #3: Overwhelming Grant Requirements

Grant applications can be complex, with detailed guidelines and strict reporting requirements. For smaller organizations, this can be daunting, often resulting in incomplete or non-competitive submissions—and missed funding.

Solution: Breaking the grant writing process into manageable steps can help reduce overwhelm. Consider the big picture before even applying, which might mean reaching out to the Grants Officer to understand their expectations. While they don’t make final funding decisions, they can provide invaluable insights into what their board is looking for and may advocate for your proposal in meetings. In my experience, Grants Officers are an essential part of your team, providing context beyond what’s on the page.

Working with a grant expert who can guide you through technical requirements can simplify the process, leading to stronger, more competitive applications. As a consultant, I’ve seen how valuable a fresh perspective can be in identifying impact measures and setting up tools to track data throughout the grant cycle. If you’re dealing with a grant that has stringent reporting requirements, don’t underestimate the time and effort involved. When done right, these reports can secure funding in future cycles.

While some foundations are shifting to trust-based philanthropy, there will always be a need to report impact. These statistics and success stories should become second nature so you’re ready to share them with donors, grantors, or prospects.

At Grants Above, my ideal clients are the small nonprofits just looking for a helping hand. I work with organizations of all sizes, doing incredible work across the country, but I understand the challenges facing working boards, solo fundraisers, and overworked Executive Directors. Through sliding scale fees and a variety of services, I aim to be a resource that’s always accessible to smaller organizations.

Hey, nonprofit leader. If you haven’t heard it recently, you’re doing amazing.

Creatively,

Andrea