Learn about the project manager's role and steps in coordinating a grant project team, and get some tips to make it easier and more effective.

Le chef de projet reçoit son autorité de la Charte du Projet, sur laquelle il se base pour éditer le plan de gestion du projet. Ceci fait de lui le parfait relais entre les intérêts des parties prenantes et les choix opérationnels nécessaires. Dans ce rôle de relais, la performance du projet lui incombe totalement. Il doit donc s'assurer que les choix de décomposition de l'objectif général ne dénaturent pas les intentions des parties prenantes. La technique de décomposition consiste à découper l'objectif général en petits objectifs qui sont assignés et suivi à différents collègues. Cette technique encourage le travail d'équipe, la séparation des taches incompatibles dans le contrôle interne, mais aussi la performance globale.

What is the project manager's role in coordinating a grant project team?

If you are a project manager involved in grant administration, you know how challenging it can be to coordinate a grant project team. A grant project team is a group of people who work together to plan, implement, monitor, and report on a grant-funded project. As the project manager, you are responsible for ensuring that the team delivers the project outcomes within the budget, timeline, and quality standards agreed with the grantor. In this article, you will learn about the key aspects of your role in coordinating a grant project team, and some tips to make it easier and more effective.

1 Define the project scope and objectives

The first step in coordinating a grant project team is to define the project scope and objectives clearly and realistically. The project scope is the set of activities, deliverables, and resources that the team will work on to achieve the project objectives. The project objectives are the specific, measurable, achievable, relevant, and time-bound (SMART) goals that the team will pursue to address the grantor's needs and expectations. You should consult with the grantor, the team members, and other stakeholders to ensure that the project scope and objectives are aligned and agreed upon.

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Dr Samuel SALLA, PMP®

Financial Management Specialist chez U.S. Department of State | PMI Cameroon President
(edited)
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Le chef de projet reçoit son autorité de la Charte du Projet, sur laquelle il se base pour éditer le plan de gestion du projet. Ceci fait de lui le parfait relais entre les intérêts des parties prenantes et les choix opérationnels nécessaires. Dans ce rôle de relais, la performance du projet lui incombe totalement. Il doit donc s'assurer que les choix de décomposition de l'objectif général ne dénaturent pas les intentions des parties prenantes. La technique de décomposition consiste à découper l'objectif général en petits objectifs qui sont assignés et suivi à différents collègues. Cette technique encourage le travail d'équipe, la séparation des taches incompatibles dans le contrôle interne, mais aussi la performance globale.

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2 Assign roles and responsibilities

The next step in coordinating a grant project team is to assign roles and responsibilities to each team member. Roles are the functions that each team member will perform in the project, such as project coordinator, researcher, evaluator, or trainer. Responsibilities are the tasks and duties that each team member will carry out in their role, such as developing a work plan, conducting a survey, analyzing data, or delivering a training session. You should communicate the roles and responsibilities clearly and consistently to the team members, and make sure that they have the skills, knowledge, and resources to fulfill them.

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Leah Kihara-Mugambi

Finance Director at Trademark Africa.|. Strategy.|. ESG.|. Grants.|. Audits.|. Resource mobilisation. |. Compliance.|. Corporate Governance.|. Change Management
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The project manager has a key role in identifying the competencies required in a project and assigning roles and responsibilities to the team members with those competencies. Beyond personnel, the project manager also works with the team to identifies other types of resources required for successful implementation of the grant.

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3 Establish communication and collaboration channels

The third step in coordinating a grant project team is to establish communication and collaboration channels among the team members and other stakeholders. Communication and collaboration channels are the ways and means that the team members and stakeholders will use to share information, feedback, ideas, and issues related to the project. They can include meetings, emails, phone calls, online platforms, or reports. You should set up and facilitate the communication and collaboration channels that are appropriate for the project size, complexity, and duration, and ensure that they are transparent, timely, and respectful.

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Leah Kihara-Mugambi

Finance Director at Trademark Africa.|. Strategy.|. ESG.|. Grants.|. Audits.|. Resource mobilisation. |. Compliance.|. Corporate Governance.|. Change Management
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Deep collaboration is critical for the successful implementation of a grant, as it ensures that the strengths and synergies of each of the team members are harnessed. structured and routine communication channels are powerful tools towards fostering collaboration.

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4 Monitor and control the project progress and performance

The fourth step in coordinating a grant project team is to monitor and control the project progress and performance. Monitoring and controlling are the processes of tracking, measuring, and evaluating how well the team is executing the project activities, deliverables, and resources against the project scope, objectives, budget, timeline, and quality standards. You should use appropriate tools and methods, such as indicators, milestones, checklists, or dashboards, to collect and analyze the project data and information. You should also identify and address any risks, issues, or changes that may affect the project outcomes or stakeholder satisfaction.

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Leah Kihara-Mugambi

Finance Director at Trademark Africa.|. Strategy.|. ESG.|. Grants.|. Audits.|. Resource mobilisation. |. Compliance.|. Corporate Governance.|. Change Management
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It is said that 'what cannot be measured doesn't count'. It is important to outline at the design phase, the outcomes that would require to be achieved, in order to consider the grant implementation successful. once the outcomes are clear, then the team must identify the pathways to reach the outcome and also identify measurable metrices at each stage. These should be reviewing at pre determined periodic intervals and corrective measures taken, where it is determined that the project progress is not on course

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Michele Browning, M.Ed.

Women in the Arts & Early Education Advocate / Strategy & Operations / STEAM
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I am a huge fan of Gantt charts. I find that using them through the grant process is not only advantageous but creates multiple opportunities to modify the timeline and deliverables so that the milestones are not only met, but the narrative accompanying them creates data that helps for the next grant.

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5 Support and motivate the team members

The fifth step in coordinating a grant project team is to support and motivate the team members. Supporting and motivating are the actions of providing guidance, feedback, recognition, and encouragement to the team members to help them perform their roles and responsibilities effectively and efficiently. You should foster a positive and collaborative team culture, where the team members trust, respect, and value each other. You should also acknowledge and celebrate the team achievements, and provide opportunities for learning and improvement.

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Jason Hubbart

Associate Dean of Research in the Division for Land-Grant Engagement (Davis College of Agriculture and Natural Resources, WVU Extension, Center for Community Engagement) at West Virginia University
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I've found that supporting and motivating grant project team members involves clear communication about goals and progress, recognition of achievements, and providing necessary resources. Additionally, empowering individuals by setting clear expectations, encouraging collaboration, and offering support when facing challenges or obstacles are crucial. Recognizing strengths, offering constructive feedback, and promoting work-life balance and professional development opportunities contribute to a motivated and successful team. Leading by example with a positive attitude and adaptability while continuously adjusting management strategies based on feedback ensures sustained motivation and project success.

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6 Report and close the project

The final step in coordinating a grant project team is to report and close the project. Reporting and closing are the processes of documenting, communicating, and evaluating the project results, impacts, and lessons learned with the grantor and other stakeholders. You should prepare and submit a comprehensive and accurate project report that summarizes the project activities, deliverables, outcomes, challenges, and recommendations. You should also conduct a project evaluation that assesses the project relevance, effectiveness, efficiency, sustainability, and scalability. You should also thank and acknowledge the team members and stakeholders for their contributions and feedback.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Regina Mwasambo

Project and Grants Management | Early Childhood Development
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Under monitoring, there is need to undertake close monitoring of the budget. This can be checking that only costs related to the grant expenses are included in the expenditure reports and that to there are no under or overruns.

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What is the project manager's role in coordinating a grant project team?

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2

3

4

5

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1 Define the project scope and objectives

2 Assign roles and responsibilities

3 Establish communication and collaboration channels

4 Monitor and control the project progress and performance

5 Support and motivate the team members

6 Report and close the project

7 Here’s what else to consider

Grant Administration

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What is the project manager's role in coordinating a grant project team?

1

2

3

4

5

6

7

1 Define the project scope and objectives

2 Assign roles and responsibilities

3 Establish communication and collaboration channels

4 Monitor and control the project progress and performance

5 Support and motivate the team members

6 Report and close the project

7 Here’s what else to consider

Grant Administration

Rate this article

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