Small Team? Big Grant Goals. Here’s How to Manage It.

You've got a powerful mission, strong outcomes, and a team that wears many hats, but your capacity is limited. And yet, the pressure to secure larger grants is real, especially as funders consolidate giving and look for scale. So, how do you go after big funding opportunities when your team is small and already stretched thin?

The good news is that it's possible with planning and a few smart moves. Here's how to make it work:

Start with the right-fit opportunities.

Don't waste precious time chasing every big-dollar RFP. Instead, clarify what aligns with your mission, program model, and capacity. Review the eligibility criteria, funding history, and values of the funder. If it's a stretch or requires activities outside your scope, it's okay to say no. Focus on grants that match what you're already doing well or are a natural next step.

Break the process into manageable phases for your small team.

Large grants often feel overwhelming because they involve so many pieces: logic models, budgets, partner letters, outcomes frameworks, and more. The key is to break it down. Set milestones for each application stage, assign responsibilities (even if it's just you and one other person), and build in buffer time for reviews. Think of it like a mini-project plan: small steps, steady progress.

Build your bank of reusable content.

There's no need to start from scratch every time. Create a centralized folder with boilerplate language about your mission, programs, impact data, staff bios, and community needs. Most funders ask similar questions in different ways. Having a core language (cloud-based is best for easy access) you can adapt will save hours.

What to include in your content bank:

• Mission and vision statements

• Organization history and milestones

• Program descriptions and logic models

• Impact statistics and recent outcomes

• Staff and board bios

• Financial statements and budgets

• Letters of support or testimonials

• DEI (Diversity, Equity, Inclusion) statements

• Stories or case studies that illustrate your impact

Pro tip: Set a quarterly reminder to update your content bank with new data, recent successes, and refreshed narratives. This keeps your proposals current and reduces the last-minute scramble for information.

Get your infrastructure in order.

Larger funders often ask about internal systems: how you track outcomes, handle finances, and evaluate programs. Even if your systems are basic, clarity and transparency go a long way. Document your processes, collect stories that illustrate your impact, and have a plan for how you'll report results. Strong infrastructure—even if lean—is a confidence booster for funders.

Leverage partnerships and outside support.

You don't have to do this alone. Partner organizations can strengthen your proposal, bring complementary skills, or even co-lead an initiative. If your budget allows, consider hiring a grant writer (even short-term) to support with narrative framing or final edits. Consultants can help you make the leap from program-focused grants to larger, systems-level proposals.

Remember: readiness > rush.

Going after a large grant is exciting, but don't let urgency override strategy. It's better to submit a compelling, aligned proposal when you're ready than to burn out your team trying to meet an arbitrary deadline. Funders want partners who can deliver impact sustainably, not just write a strong narrative under pressure.

Big funding goals are absolutely within reach for your small team. It takes intention, preparation, and a willingness to play the long game.