1. Look at your objectives
Think about what you want to achieve by creating a digital learning log. This might be going paperless to avoid having a bank of documentation and research that isn’t easily accessible for Grant Managers.
You should also consider who you want to be able to access the research within your team to better visualise what this learning log should look like.
2. Create a learning and evaluation team
Establish a dedicated team that focuses on research and supporting grants. Work with this group to understand the requirements, the information that needs to be gathered, and how you are going to classify and measure it. You’ll also want leaders within the group of grant workers to take responsibility for the project.
Put together high-level requirements of what you need and how this should inform the software you use. For example, simple software that’s off the shelf, and which doesn’t require a developer or someone with technical expertise.
3. Find the right product
Look at what other charities are using to do something similar. Speak to your network to find out more. Appoint someone within your team to assess the software you’re considering and find out how it can be set up to work for your organisation.
Put together a plan of how the software will be used to meet your requirements, which can be visualised and finally configured from the high-level requirements list you would have made.
4. Pilot the product
Pilot the learning log within one department of your organisation. Work with a specific Grant Manager or coordinator in this area to pull together information and various categories into the database to check that it works.
5. Introduce the product to your team
Conduct a presentation via video call to give an overview of the different areas within the log and the information you want to upload, as well as how you will work with your team.
Have monthly catch ups with Grant Managers and team members as you progress and continue to add more information. Hold a meeting to present the log to each of the teams that will use it. Use this as an opportunity to field questions.
Notion enables you to send out guest links to the page for free, so you can get team members to have a look at the page and leave comments to make sure people feel comfortable using the system.
6. Extract information
Once you’ve migrated everything to the new system, you can use the information to inform your policies and strategies.
Many thanks to The Henry Smith Charity for contributing this recipe.
This recipe is licensed under a Attribution-NonCommercial-ShareAlike 4.0 International Licence.
That means you are free to copy, redistribute, and build on the text of this recipe, but only for non-commercial purposes (if you want to use it for commercial purposes, get in touch with us at [email protected]). You must give credit to both Catalyst and The Henry Smith Charity and link back to this page. If you build on this recipe then you must share your version under this same licence.
Do you have thoughts on this recipe? We would love to hear from you.