federal grant closeout
Once you’ve received a federal grant, the work doesn’t stop there. The post-award phase is just as significant as the pre-award phase, and should be taken care of diligently. The post-award phase includes a significant amount of work, from implementing the grant, reporting on its progress, and completing any closeout requirements. While the agency that granted the award is there to support you, it is your duty to effectively carry out the grant program. So what steps can you take to ensure you’re completing a federal grant closeout effectively?

Ask for support and oversight.

After an award has been given out, a grants management officer will oversee the awardee’s reporting compliance. This process will extend across the life of the award, and involves reviewing reports submitted by the awardees. In most cases, representatives from the grantor agency perform some sort of audit, although we’ve also seen some agencies perform on-site visits as well. If you have questions regarding your grant or are unsure on how to report correctly, don’t hesitate to ask your grantor. When money is involved, no question is a stupid question!

Report your progress.

Speaking of reporting, this is your biggest task during the close out process. Award recipients typically conduct two types of reporting on a regular basis: financial reporting and programmatic reporting. These reports help provide information about the overall financial status and program performance of the grant project. Recipients must also respond to any audit requests from the funding agency.

Read the fine print.

Many federal agencies may have different regulations when it comes to spending cutoffs. And in some cases, the same agency you used before might change its regulations. So moral of the story is, don’t make assumptions based on your previous experience. Keeping up with the fine print will keep you from scrambling and help keep your timeline in check. We suggest making calendar reminders with any tasks that have a specific cut off time. Make sure you’re giving yourself enough time before that deadline to get the task completed!

Set deadlines.

To help keep your timeline in check, the project manager overseeing the grant should create deadlines with related tasks, and leave enough wiggle room for flexibility. Let’s face it — even the best plans can experience hiccups. Factor in extra time to work around any staffing challenges or other speedbumps that might occur.

Keep documentation in a safe place.

Make sure you have an easily accessible, safe, and protected space to store any files. If you’ve been tracking numbers within your grant’s reporting database, make sure you copy that data so you can track it if you lose access to that resource.


The federal grant closeout process is long and tedious. And by time you’re nearing the close out date, you’re probably pretty over it. But don’t forget, this is the time to leverage what you’ve learned! Use grant reports to write new grant proposals, or look for local partners to help continue parts of your grant project.

The grants lifecycle is complicated, and given the competition for funding, the process is often daunting to many nonprofits and government agencies. Que, RBW Strategy! We offer a comprehensive overview of a grant’s lifecycle, and how you can best move forward given your organization’s current position. Visit our services page for more information, and take a look at our case studies to see how organization’s like yours are benefiting from our services today.

virtual board meetings covid-19
I know I don’t just speak for myself when I say that I miss in-person meetings. There’s something about face to face interaction that provides a bit more cohesiveness (and allows for a better attention span). While Zoom has been a life-saving alternative, I am eager to get the ball rolling again in person. In a time where we are forced to interact virtually, I’ve been on the hunt to find new ways to optimize virtual board meetings. Especially during the COVID-19 period, board members have a lot on their plate, and it’s critical these virtual meetings are productive, succinct, and packed with action items.

Pick a good time.

If you have board members in different time zones, this could be tricky. Make sure the meeting time you choose is respectful of everyone’s lunch hours and break times. If you can’t find a time that suits everyone, considering scheduling two meeting times so participants can choose, or record the meeting if participants can’t make it at all. Also, make sure you stay strict to your start and end times, just like you would with a normal meeting. Everyone’s time is valuable!

Come with a clear agenda.

If you are the host of the meeting, make sure you go in with a clear outline. What key points need to be covered? Do you need to leave time at the end for questions? What areas do you think will take the longest to cover? Establishing these questions early on will help keep the meeting focused. In addition, consider sending the agenda to participants before the meeting begins. This can be particularly helpful for virtual meetings because people often need extra material to help follow along.

Use video.

Seems self explanatory right? Well if you’re not familiar with virtual meeting tools like Zoom, WebEx, etc, there is typically an option for participants to turn off video and use only the audio function. From personal experience, I highly recommend either encouraging the video function or making it mandatory. It holds everyone accountable and ensures there isn’t any funny business going on in the background! It’s also a good way to stay engaged with the other participants.

Encourage interaction.

Just like an in-person board meeting, the conversation should be a two-way street. I swear, we are like children sometimes when it comes to our attention span! You might feel like a teacher calling out your students at times, but it’s necessary to keep the momentum going.

Add some flare!

Especially during COVID-19, I’m looking for any fun ways to keep the comradery going. Consider adding a fun pick me up to the end of a meeting. Has anyone discovered a new recipe? Or tried a new workout? Maybe some of your participants have kids, and can provide some fun tips for keeping the kids preoccupied (and saving your sanity)! Whatever it is, save a few minutes at the end of the meeting to discuss your personal lives. Remember, we are all in this together and that small chunk of time could be the pick me up someone needs.

Ask for feedback.

Most importantly, ask for feedback! Everybody interacts differently, and something that works well for one person might not work for another. If you’re looking to get the most honest answers, considering sending out an anonymous survey.

Have additional tips? I’d love to hear your suggestions! Leave us a comment below.

I love watching Project Runway, and have since the show began over 15 years ago. I enjoy watching how the designers make amazing creations in just one to two days’ time. It almost seems unreal and is definitely a skill that I don’t have. The season 4 winner, Christian Siriano, was always a fan favorite, and I was thrilled when I started last season as a mentor to the contestants. 

While you might be curious why I bring him up, well, he has recently been in the news but having nothing to do with fashion. Given how the COVID-19 pandemic has wreaked havoc across all sectors, the fashion industry has not been spared. Christian Siriano’s headquarters is located in New York City, where most of the COVID-19 cases in the US have been concentrated. Rather than sitting idly by, he decided to support the efforts by having his 10 seamstresses work from home to produce face masks for area hospitals and providers in desperate need of essential supplies. Not only that, but he working on getting FDA clearance for the masks, and also coordinating his efforts with Governor Andrew Cuomo.

Others are following suit. Brewers are making hand sanitizer and wipes (including LVMH/Louis Vuitton’s perfume manufacturing arm), clothing manufacturers are making gowns and masks, and celebrity chefs are turning their restaurants into community kitchens. How amazing that these for-profit entities can pivot and support their communities during a time of need.

While nonprofits are working overtime, I have also seen moments that have moved me greatly. I have seen Interfaith Works coordinate with other housing providers to develop a framework for ensuring staff and client health and safety through their housing programs for people experiencing homelessness. I have seen CollegeTracks change their in-person student meetings (that normally take place at schools) to virtual meetings, to ensure that high school students receive college preparatory coaching and support. I have also seen Cornerstone Montgomery offer telehealth services to support clients in need of comprehensive behavioral health care. These reflect a few of the many examples of how nonprofits are pivoting to continue serving their communities.

Before making any drastic pivots, organizations might want to consider:

  1. What are the changes that need to be made to continue offering services to our clients? Do you think these can be adapted in the long-term?
  2. What resources do you have (and what is needed) to make these changes? If you lack resources, can you acquire them in-kind or through COVID-19 related grants?
  3. Are you working with other partners to share services and resources?
  4. What are you doing to document your COVID-19 related expenses?
  5. How will your data gathering be impacted by COVID-19?
  6. Are you communicating with grant funders and donors about these changes and potential impacts?

These are not easy questions to answer, but necessary as these restrictions remain. You might even find your responses to these questions changing as the weeks go by.

RBW Strategy is happy to offer complimentary coaching to review these issues and discuss action items. Our new mantra: big changes start with small steps.

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Guest blog post by Tara Chowdhury, RBW Strategy team member

What’s the big idea?

Social media enables rapid sharing of information, ideas, and interests across the globe. Having the world at our fingertips has empowered social justice campaigns like the #MeToo movement. There is also a dark side to social networking, with harassers lurking in the shadows of anonymity online. Over half of teens report having been bullied or harassed online. 95% of teens have access to a smartphone, and 45% report being online “almost constantly.” Moreover, social media technology evolves rapidly, leaving little time to enact safety measures for new platforms. Here, we highlight nonprofits doing their share to help reduce the impact of digital harassment and bullying, promoting kind communication, positivity, and safe interactions online.


Does global volunteerism help or hurt those causes about which donors care so deeply?

Standing up to bullies


Kind Campaign

Started by two young women at Pepperdine University, Kind Campaign brings awareness and healing to girls who have experienced online bullying. Lauren Paul and Molly Thompson had both been victims of girl-on-girl bullying throughout their youth. They joined forces to produce a documentary, Finding Kind, which is the foundation of their multi-platform movement aiming to transform friendships, classrooms, and communities around the world. The documentary is screened at school assemblies across the country. The Kind Club Curriculum is a 19-week program designed to foster a dialogue about social struggles girls face, empowering them to create change in their community. Kind Campaign’s outreach efforts reach about 300 schools every year, spreading their message across the world.

Stomp Out Bullying

Stomp Out Bullying is a leading nonprofit dedicated to fostering a culture of civility, inclusion and equality, teaching effective ways to reduce and prevent bullying, cyberbullying, and educating against homophobia, LGBTQ discrimination, racism, violence in schools and online. HelpChat Line gives bullied youth an avenue to speak with trained volunteer counselors in a free and confidential online chat. Peer Mentoring Groups in schools work to raise awareness. Stomp Out Bullying promotes several worldwide campaigns such as National Bullying Prevention Awareness Month, World Day of Bullying Prevention, and National Culture Week–sparking curiosity among youth about diverse cultural backgrounds and experiences.

What should we learn from this?

Volunteer to help educate and support youth through online forums and at schools.

Spread the word to raise awareness of the issue and end all bullying.

Participate in a campaign and follow them on social media to learn more about anti-bullying communities, and join the conversation! 

@kindcampaign @theofficialstompoutbullying #Bullying #Cyberbullying #Diversity #Equality #ChangeTheCulture #StopHate #StopRacism

What are the steps that your organization can take to address the onslaught of cyberbullying?

Photo by Kaique Rocha from Pexels

What’s the big idea?

During the holiday season, we all take some time to reflect on our lives and think about how we can give back to others, be more charitable and think about New Year’s resolutions in the coming year. Recently I was listening to a Tiny Spark podcast and there was an episode about global volunteerism. The challenge is that while donors have good intentions, their support may not necessarily be directed in the best way. Let’s examine this further.


Does global volunteerism help or hurt those causes about which donors care so deeply?

The problem with “donorsplaining”


What is donorsplaining? It’s what I refer to to the situation when a donor explains to a recipient organization why their donation is important to them and how it benefits the community, without listening to the recipient organization explain what is most needed at the onset. As referenced in the Tiny Spark podcast episode on global volunteerism, the funding support at first seems perfectly perfectly charitable. In essence, wealthier individuals from Western countries provide support as volunteers and funders for orphanages on the African continent. The orphanages need the funds and the donors feel good providing charitable support and volunteering their time. It seems like a win-win situation, right? While there are many international organizations like Doctors Without Borders, Save the Children, World Wildlife Fund that provide excellent support in the international community, this is not always the case with certain organizations. Some orphanages do great work and rely on this support to support the children who need their care. However, other non-government sanctioned organizations are a bit less philanthropic. One orphanage director said that there are some children who pretend to be orphans, but actually have parents and are sent there for financial gain given the family’s limited economic means. Also, when donors volunteer in these orphanages, they want to provide direct support to the children, but this is not always what is needed. Would you travel around the world for a meaningful experience if all you’re doing is administrative work in a building? Might not seem glamorous.

If this sounds familiar, it should. There are many organizations right here in the United States that deal with these similar issues. Some funders think they might know best and provide support, but it is not targeted in the right places. Ever write a grant to create a program specifically for a grant opportunity? Ever receive in-kind donations that do not actually help your clients or your organization? Organizations can often bend over backwards to develop group volunteer activities for a large corporate funder, but the activity might not actually provide the greatest level of support. Altruism is a wonderful human quality, as are empathy and compassion, but if these are misdirected, the impact is not as great.
People will still donate and volunteer, and this is absolutely needed across the world. I am simply advocating for a more directed and common sense approach that is mutually beneficial to both the giver and the recipient.

What should we learn from this?

Authenticity matters from both a donor and recipient perspective, and maintaining integrity in the work that is being done and how it benefits the greater community.
Meaningful collaborations between a funder and recipient can support both causes effectively. Donorsplaining is not helpful for either party!
Listen to others to gain clarity about the mission and how you can best serve others.
Stay in your lane so that you don’t overstep your boundaries or make assumptions about the people you are trying to help.
How can you use altruism to most effectively benefit your organization or a cause about which you are extremely passionate?

What’s the big idea?

We have all seen the news – children in cages, families split up the border, and funding earmarked towards building a wall between the Mexican and United States border. The problems are massive, and only appear to be getting worse. While we may not be able to change policies at this point, what are we doing with people who are undocumented immigrants, those who came here legally and those who are refugees? There is a lot of fear, and this is impacting many of those in our sector. In order to figure out how some communities are addressing this, I spoke with Kathy Steven, Executive Director of Montgomery Coalition for Adult English Literacy (MCAEL) and she was able to share how Montgomery County, Maryland, a culturally and ethnically diverse community, is addressing this issue.


How are nonprofits addressing immigration reform at the local level?

News we can use



Since MCAEL knew that many of their clients (i.e. individuals taking ESOL classes) were going to be impacted by the immigration policies, they hosted two meetings with other Montgomery County education service providers. The focus of these meetings was for providers to come together and share information, as well as collaborate on next steps. Once these meetings were convened, it became clear that there was a great deal of misinformation and they were all aware of the challenges their clients have been facing. To this end, the providers developed a PowerPoint to detail information about each immigrant subgroup (i.e. DACA, undocumented immigrants) and useful information they can share with their clients. This was a first step in attempting to deal with a much larger Federal policy issue.

Montgomery County’s Immigration Resource Center also offered more up to date information, and goes beyond resource sharing, and more about immigrants’ rights and how providers can navigate the muddy waters so as to be in legal compliance. The key thread through all of this is for immigrants to know their rights and when to take action.

What makes this whole process even more challenging is that the political leanings of each County Executive, Mayor and other elected officials will impact how immigrants are treated in each community. While some, such as the Montgomery County Executive, Mark Elrich, offer compassion and acceptance of immigrant individuals and families, others have a different viewpoint as to how to address the growing crisis. 

What should we learn from this?

It is important to understand what is fact as many immigrants do not receive accurate information and are left trying to figure out what to do.

Nonprofits are taking the steps to advocate on behalf of their clients, and also provide them with the tools to advocate for themselves.

Stay informed so that you can be aware of any changes or potential challenges.

How would you partner with other providers to support a vulnerable population during a shifting political landscape?

What’s the big idea?

Happy summer everyone! While people might be taking some time off (hopefully) and perhaps taking advantage of some flex time, perhaps it allows for some time to reflect and learn. Instead of focusing on a big and important topic, I wanted to do a round up of some of my favorite nonprofit related resources that I like to review to stay current and informed.


How has the #MeToo Movement impacted organizations that primarily serve women and girls at the local level?

Resource review – news we can use


  • Tiny Spark is issued by the Nonprofit Quarterly. This 30-minute podcast covers such juicy topics as global volunteerism and racial inequities in the nonprofit sector. The global focus of this podcast showcases the breadth of the issues that organizations face.
  • 99% Invisible goes into different topics each week that are often overlooked by mainstream media sources. It makes you think about how these issues can shape our world.
  • Revisionist History is for those who love Malcolm Gladwell. If you have ever read one of his books, he goes in-depth into areas that make you think twice about your viewpoints about historical events. I always love it when a podcast can help you see things from another perspective.
  • How I Built This is one of the most interesting and inspiring podcasts about major CEOs and how they build their businesses (did you know that Whole Foods started out as a tiny food co-op in a house in Austin, TX?). Not only do you learn about your favorite brands and leaders, but also what made each of them continue to push forward, even when they faced extreme adversity.


  • NonprofitAF is the go-to newsletter for nonprofit professionals. Period.
  • Nonprofit Quarterly is the golden standard for nonprofit publications. Informative and well-researched articles. You always feel like you can learn something new.
  • Thrive Global offers great resources to promote a smarter, more engaged and energized way to live. Each article offers a nugget of information to help you live more simply and with purpose.
  • Grammar Girl’s Mignon Fogarty can always offer a quick and dirty tip about grammar and better writing.


  • Simon Sinek’s books offer a way for you think about living your life with purpose. Start With Why is a book that changed the way I work.
  • While Simon Sinek can nourish you brain, Brene Brown can nourish your soul. You will not be disappointed by reading one or all of her books.
  • Begging for Change was the first book I read as a nonprofit professional that offered a new way to look at fundraising beyond “charity work.” I still keep it on my bookshelf.
  • We all need digital minimalism in our lives, so why not go through a 30-day breakup plan with your phone so you can view devices in a new way. Summer is the best time to do it too!

What should we learn from this?

It doesn’t have to be about nonprofits for you to gain some insights and adapt them into your work. Maybe it just takes a nugget of information to change the way you work.

Short and sweet can do the trick, and you don’t always need to read a long book or article to stay on top of trends.

Change the way you think about professional development and that a podcast can be incredibly informative.

What will you learn this summer?

What’s the big idea?

Ever since big names like Harvey Weinstein, Roger Ailes, Charlie Rose, Larry Nassar and other high-profile celebrities, politicians and newsmakers made headlines for sexual assault and harassment, women all over the world have responded to the #MeToo rallying cry. This cause was most pronounced in the Supreme Court Justice nomination of Brett Kavanaugh, and have politicized a once bipartisan issue. Better or worse, these news stories and the #MeToo movement in general has elevated this cause, and victim empowerment in general to ensure these individuals are not silenced. While we know what is happening at the national level, I was curious about one particular organization (a former client) and how this has impacted their work.


How has the #MeToo Movement impacted organizations that primarily serve women and girls at the local level?

Focus on Girls’ Empowerment

Last month I had the pleasure of speaking with a former client, Elizabeth McGlynn, Executive Director of Girls on the Run of Montgomery County. I asked her about the #MeToo Movement in general has impacted their work, and she shared some interesting feedback that it has and hasn’t changed what they do. Girls on the Run International was developed with the premise that the collective power of girls working towards the goal of running a 5k, coupled with coaches that led a curriculum focused on building their self-confidence will help build their self-esteem, self-worth, and allow them to feel accomplished. Their programming begins when girls are eight years old and coincides with the drop in girls’ confidence levels after age nine, and can plummet after middle school. Using this proven approach to counteract this decreased self-esteem, Girls on the Run already has a baked in solution and did not have to change who they are as an organization because of #MeToo.

Elizabeth did share though that while the girls are receiving the same type of programming, and that hasn’t changed, more adult women and men are interested in becoming coaches and are extremely supportive of the curriculum used. Many even say that they wish they had such a program growing up in their own communities (when they battled confidence issues themselves). Given the organization’s well-established reputation in the community, they continue to have a number of sponsors and there is public interest in their work. In addition, Girls on the Run International serves as the advocacy arm for the organization and is pushing out strong messages about women and empowerment, and these messages are magnified to funders and parents.

While there is no local task force to address these issues, Montgomery County remains supportive of the cause and in general encouraging women and other victims to speak out and share their stories. The Girls on the Run message is geared towards girls having a voice and being able to speak their minds. Seen this way, Girls on the Run was at the forefront of this cause and offers a solution to empower girls during a time when they are most vulnerable.

What should we learn from this?

Some ways that we should think about this issue and how to address it locally are to:

Empowerment is central to success, whether it be in response to the #MeToo movement, overcoming job loss, mental health issues or other challenges. What is your organization doing to empower clients to become their best advocates?

Don’t Fix the Wheel if your programs are already successful and have proven results. This could mean that your solution is what a funder or partner is looking for.

Policy Changes within your organization might be needed if there are no safeguards in place to protect victims from assault and harassment.

How is your community responding to the #MeToo movement? Are there additional working groups set up to address this issue? Are you building in new service offerings? 

What’s the big idea?

While most of us are aware of the fact that there are inequities across the country, it is most fervently felt in the area of housing. Major cities across the United States showcases this divide, especially as mortgage rates, rental prices and interest rates rise, but there is limited housing to support those who are being pushed out by high prices. While we all believe in the American Dream and boosting innovation and entrepreneurship, some areas are feeling this directly, especially Seattle and Denver. In these areas in particular, there are higher than average rates of homelessness, and the income gap is felt most acutely. What is being done to address these crises and prevent others from falling through the cracks?


What are organizations doing to create more low-income housing, especially in high net worth communities?

Case Studies: A boom or a bust?

Since Microsoft set up its headquarters in Seattle, Washington, highly educated and high net worth individuals have flocked to the Northwest. This has only been compounded by the growth of such companies as Amazon and Starbucks in the area as well. Housing prices used to be in sync with other cities, but now many areas have become unaffordable. While Microsoft has pledged $500 million to the city to counteract the housing crisis, this won’t help the systemic challenges that individuals and families face in finding housing, and those who are experiencing homelessness.

Denver is experiencing the same crisis as the state’s vote to legalize marijuana usage has led to a cottage industry, which has stimulated economic development and tourism throughout the state. However, even though cranes for new construction dot the city, there is a rising homeless population and movement of individuals to exurbs and areas further outside the city limits.

What can be done to address these challenges? In his book, “Generation Priced Out,” Randy Shaw, Director of San Francisco’s Tenderloin Housing Clinic advocates for rental control rules, and zoning deregulation to promote equity rather than the inclusion of low-income housing units in new housing developments. Some argue differently and say that the inclusion of low-income housing units in these developments promotes fairness and integration. The main issue they say is the dearth of housing, as the waiting list to obtain one of these units can be quite long. Philanthropy alone cannot fix this problem and while big donations from companies like Microsoft and Amazon will help in the short-term, what about the rising housing prices in these areas? When will the bubble burst as it did in 2008?

  • 50% experienced an uptick in services required, but only 30%had adequate supplies to serve them. Of those, 60% had to tap into their reserves.
  • Even though just over 50% of the respondents receive Federal funding, multiple other organizations were impacted.

What should we learn from this?

Some ways that we should think about this issue and how to address it locally are to:

Work collaboratively across agencies and organizations to address these issues from a collective perspective, and include those impacted by the housing crunch. Task forces and working group are popping up to address these issues, and also look at them from a bottom up perspective.

Align issues with affordable housing to show how this issue impacts so many other areas including food scarcity, income levels, education, just to name a few.

Make a case and tell a story about how a lack of housing can truly impact people’s lives. This can be the difference between living on the streets, a temporary stay in a shelter or permanent housing.

Does housing scarcity impact your community? What are local organizations and agencies doing to address this issue?