When you bring grantmakers to your organization, the work that you do turns into something real and tangible. It makes the words in your proposal come to life.
Your site visit is like any other tour you would give. The preparation may vary slightly, but it's not rocket science. There is no need to over-complicate the tour because it is called a "site visit". If your site visit is required there may be specific guidelines set forth by the funder. Make sure you are aware of these requirements.
Prepare your team with:
- the background on the funder
- what/why you are seeking funding
- an organized tour route
- input from key volunteers or staff related to the project
Do not include people on your tour who don't have a direct link to your tour's purpose. Too many people can quickly overwhelm the situation.
It is incredibly important, especially in small organizations, to let staff know you are having visitors. Do not assume they will be okay with a surprise visits into their workspace. This can have a negative affect on morale when staff who hold your operations together aren't notified of important tours.
Keep remarks by executive directors and board leadership to a minimum. Let your funder ask the questions. Don't go to great lengths to prepare complicated PowerPoint presentations--this is rarely necessary.
Your experience should be "real" and it should reflect your organization. Don't overhaul your workspace or tell staff to dress in a way they normally wouldn't. Your site visit is about showing how you operate on a daily basis. Needless to say, tidying up and taking out the trash is probably a good idea.
After your site visit be sure to send a thank you letter signed by leaders who were part of the visit. This process is no different than after a meeting. Sharing your thoughts on what went well and expressing words of thanks can go a long way!
~Cheers!
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