Grant Making Operations and Efficiencies with Modern Grantmaking

On 20th March, Philanthropy Ireland welcomed members and peers for a thought-provoking and practical session on Grantmaker Operations and Efficiency. Hosted by Gemma Bull and Tom Steinberg, co-authors of Modern Grantmaking, the session explored how funders can design and evolve grant operations that are not only efficient, but effective, fair, and aligned with purpose.

Efficiency may not always sound exciting, but as Gemma and Tom pointed out, it’s essential—especially when seen through the lens of equity, clarity, and responsiveness. Drawing from their own experience as grantmakers and former grantees, they challenged attendees to think beyond internal processes and see grant operations as a vital contributor to social impact.

What Are Grant Operations, Really?

To level the playing field, the session began with a shared understanding of grant operations as the people, systems, and processes that bring funding strategies to life. Whether a funder is large or small, public or private, the same basic components apply—an “invisible conveyor belt,” as Tom described it, that moves ideas from proposal to decision, disbursement, monitoring, and closure.

And yet, while the components may be similar, operations must be tailored to suit the funder's mission, scale, and approach. High-volume funders require lean systems and automation. Trust-based funders may prioritise relationship management. No one-size-fits-all—but all funders must be intentional.

Four Essentials for Effective Grant Operations

The session centred around four pillars that support effective, efficient grantmaking:

1. People Matter Most - Operations are only as strong as the people who deliver them. Grantmaking is a human endeavour, and under-investing in staff can lead to poor applicant experiences, delays, and lost learning. Gemma and Tom stressed the importance of hiring and developing skilled, multidisciplinary teams—especially in smaller organisations where roles are broad.

   
   

2. Simplify and Standardise Where Possible - Over time, application processes tend to accumulate complexity. The speakers encouraged funders to regularly review what they ask from applicants: Are all questions necessary? Are reporting requirements proportionate? Could multiple forms be consolidated? Simplifying helps everyone—especially grantees.

   
   

3. Technology Should Support, Not Hinder - A well-chosen Grant Management System (GMS) can automate workflows, reduce manual tracking, and improve accessibility. Examples included eligibility checkers, automated reminders, and user-friendly online forms. But tech must be chosen carefully—Gemma warned that an ill-fitting system can create more problems than it solves, particularly if it doesn't reflect the funder’s ethos or needs.

   
   

4. Build in Continuous Improvement - Finally, the speakers urged attendees to create time and space for regular reflection. “Where is the block of time in your calendar just to fix something?” Tom asked. Few organisations book it in—yet without that time, operations stagnate. Feedback loops, learning reviews, and simple surveys can help identify what’s working and what needs to change.

   
   

Spotlight on Digital and AI

The session also included an input from Hazel Hennessy, Head of Communications and Relationships at Philanthropy Ireland, on the growing role of digital technologies and AI in grantmaking. Hazel highlighted tools like Mailchimp, Canva and OtterAI that are already helping small teams communicate more effectively, summarise meetings, and analyse data.

She outlined how AI can enhance:

• Application screening and eligibility checks

• Narrative report analysis and impact tracking

• Risk assessment and predictive insights

• Internal efficiency and stakeholder engagement

Hazel stressed the importance of being intentional with digital adoption—starting with an honest assessment of organisational readiness, defining clear objectives, providing training, and evaluating results over time. As she put it, “You don’t always need a bespoke system—just make sure the tools you have are working for you.”

For those curious to explore further, Hazel’s recent article on the Philanthropy Ireland website offers deeper insight into AI in grantmaking, along with practical examples and ethical considerations.

Looking Ahead

The event offered plenty of food for thought—and plenty of practical takeaways. For smaller funders in particular, the message was clear: you don’t need massive budgets to improve your grant operations. What matters is commitment, clarity, and curiosity.

We're exploring the possibility of a follow-up, in-depth workshop with Modern Grantmaking later this year. If you’re interested, be sure to reach out to Hazel hazel@philanthropy.ie