How do you deal with grant reporting delays or changes in grant conditions?

As a grant administrator, you know how important it is to report on your grant performance and outcomes to your funders. But what do you do when you face delays or changes in your grant conditions that affect your reporting schedule, format, or requirements? In this article, we will share some tips on how to deal with these common challenges and maintain a good relationship with your grantors.

1 Communicate early and often

The first thing you should do when you encounter a reporting delay or change is to communicate with your funder as soon as possible. Explain the reason for the delay or change, how it affects your grant activities and outcomes, and what steps you are taking to address it. Be honest, respectful, and proactive in your communication, and avoid making excuses or blaming others. Your funder may be willing to grant you an extension, a modification, or a waiver of some reporting requirements, depending on the situation and the terms of your grant agreement.

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Yulissa Garcia, PhD-BA, CRA, CFRA

Certified Research Administrator
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I would suggest you make sure you are communicating with the correct person, with authority to make decisions about the project and will guide you correctly to go through any administrative process required. Also, review your grant agreement. Make sure that no grant conditions are being violated by the changes regardless of verbal or email communications you may have with any individual at the funding entity.

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2 Document everything

The second thing you should do is to document everything related to the reporting delay or change. Keep a record of your communication with your funder, including emails, phone calls, and letters. Keep copies of your original and revised reporting plans, timelines, and formats. Keep evidence of your grant activities and outcomes, such as receipts, invoices, surveys, photos, testimonials, and reports. Documenting everything will help you justify your actions, demonstrate your accountability, and avoid potential disputes or audits.

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Angela R.
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Documenting project communications is critical to project success and accountability. I have found it very helpful when trying to juggle several large projects at once. I keep a spreadsheet of project communications and update it regularly. This allows me to keep timelines moving forward and to communicate any necessary elements to the manager and governing body.

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3 Adjust your reporting strategy

The third thing you should do is to adjust your reporting strategy according to the new conditions. This may involve changing your reporting frequency, format, or content. For example, you may need to report more often, use a different template, or include more details or data. You may also need to adjust your reporting goals, indicators, or methods. For example, you may need to revise your logic model, use alternative sources of information, or apply different evaluation techniques. Adjusting your reporting strategy will help you align your reporting with your funder's expectations and requirements.

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4 Seek feedback and support

The fourth thing you should do is to seek feedback and support from your funder and other stakeholders. Ask your funder for feedback on your reporting quality, relevance, and usefulness. Ask them if they have any questions, concerns, or suggestions for improvement. Ask them how they use your reports and what impact they have on their decision-making. Seek support from your funder if you need additional resources, guidance, or training to improve your reporting. Seek support from other stakeholders, such as your colleagues, partners, beneficiaries, or experts, if you need assistance, advice, or input for your reporting.

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5 Learn and improve

The fifth thing you should do is to learn and improve from your reporting experience. Review your reporting process, outcomes, and feedback. Identify what worked well and what did not. Analyze the causes and effects of the reporting delay or change. Evaluate the impact of the reporting delay or change on your grant performance and outcomes. Learn from your mistakes and successes. Improve your reporting skills, systems, and practices. Apply your learning and improvement to your future reporting and grant administration.

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6 Share your story

The sixth thing you should do is to share your story with your funder and other stakeholders. Tell them how you dealt with the reporting delay or change, what challenges and opportunities you faced, and what results and lessons you achieved. Share your story in a compelling and engaging way, using stories, quotes, images, graphs, or videos. Share your story in a timely and appropriate way, using the right channels, platforms, and formats. Sharing your story will help you showcase your grant impact, build trust and rapport with your funder, and inspire others to learn from your experience.

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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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How do you deal with grant reporting delays or changes in grant conditions?

1

2

3

4

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1 Communicate early and often

2 Document everything

3 Adjust your reporting strategy

4 Seek feedback and support

5 Learn and improve

6 Share your story

7 Here’s what else to consider

Grant Administration

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How do you deal with grant reporting delays or changes in grant conditions?

1

2

3

4

5

6

7

1 Communicate early and often

2 Document everything

3 Adjust your reporting strategy

4 Seek feedback and support

5 Learn and improve

6 Share your story

7 Here’s what else to consider

Grant Administration

Rate this article

Thanks for your feedback

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