The charitable sector across both Aotearoa New Zealand and Australia reflects a rich diversity of missions and organisational structures. That same diversity extends to grants management.
This is particularly true for organisations operating through multiple entities. In Aotearoa New Zealand, this may include regional branches or affiliated organisations working towards a shared purpose. In Australia, we typically see national organisations with state-based entities, state-based organisations with regional branches, or federated structures operating under a central head office.
Regardless of the exact structure, a one-size-fits-all approach to grants management rarely reflects the realities of these operating models. A tailored solution creates clarity around roles and responsibilities, strengthens governance, reduces duplication and ensures every part of the organisation is positioned to maximise funding opportunities.
Get this wrong and your organisation risks uncoordinated efforts which may result in:
- Applying for a smaller project, when another region has a greater funding need coming up, resulting in a funder advising that this new request must now wait for next funding round
- Wasting time when different regions (unknowingly) send multiple applications to the same opportunity/funder, when the funder states only one application per organisation will be considered
- Two different regions apply for exactly the same thing/project, wasting time and highlighting to the funder that the organisation is not working in a coordinated way.
- Damaging partner relationships, if applying for funding from an existing funder without acknowledging their past or current support.
Whether responsibilities sit with a parent body, regional teams or a combination of both, an effective framework supports collaboration, accountability, and informed decision-making by aligning funding processes with your organisation’s structure, governance and operating model.
The three most common operating models
There is no single “right” way to manage grants across a complex organisational structure. Instead, organisations typically adopt one of three operating models:
Centralised
- Head office owns almost all grants activity.
- Regions provide project information.
- Consistency and governance are prioritised.
Delegated
- Regions manage their own grants.
- Head office provides policies, systems and oversight.
- Local relationships and responsiveness are prioritised.
Hybrid
- National or strategic grants are managed centrally.
- Regional or community grants are managed locally.
- Shared systems, common processes and clear decision rights underpin the whole programme.
The right technology can provide the visibility, coordination, and governance needed to support your chosen approach.
Finding the right grants management solution
The most appropriate grants management approach will also depend on the requirements of your funding partners.
Funding organisations each have their own eligibility criteria and application requirements, so it’s important to understand how these align with your organisation’s legal structure, governance arrangements, and operating model. This will help determine which entity is best placed to apply and ensure your grants management approach supports both funder requirements and organisational objectives.
While some funding organisations clearly outline their eligibility criteria and application requirements on their websites, others may require clarification. As you develop or review your grants management framework, consider engaging with your key funders, where appropriate, to confirm eligibility requirements and the most suitable applicant entity. Doing so will help ensure applications are submitted by the appropriate entity while maintaining clear oversight and coordination across the organisation.
Regardless of your operating model, success depends on implementing the right grants management solution. At its core is a framework that clearly defines roles and responsibilities, supports transparent processes, and provides visibility across funding activity. When these elements work together, grants management becomes more coordinated, accountable, and effective.
Does your current grants management framework reflect the way your organisation operates?
Your organisational structure could be one of your greatest strengths, allowing different parts of your organisation to draw on shared expertise, resources and distinct local knowledge while working towards a common purpose. But this holds true only if your grants management framework is designed to support it.
A fit-for-purpose grants management solution that reflects your governance, structure, and operating model can transform organisational complexity into a strategic advantage, creating greater coordination, stronger governance, and a more confident approach to securing and managing funding.
At Strategic Grants, we understand that no two organisations operate in exactly the same way. That’s why we work with you to design and implement fit-for-purpose grants management solutions that align with your governance, operating model, and funding objectives. From strategic advice on frameworks and operating models through to the implementation of grants management technology, we help For-Purpose organisations build practical, scalable solutions that strengthen collaboration, improve oversight, and maximise funding opportunities.
If you would like to speak to us about your grants programme and the support we can offer your organisation with our Grants Expertise Management System – GEMS and our range of consultancy services, please do get in touch with our team. [email protected]
About the author
Alison Black is a Grants Strategist at Strategic Grants with over 17 years of experience working across the for-purpose sector and education sectors. Alison specialises in grant seeking and strategic review and has worked closely with many dedicated for-purpose professionals and volunteers throughout Aotearoa New Zealand.
Alison holds a Bachelor of Science (Statistics).