Effective Site Visits: Building Stronger Funder-Nonprofit Relationships

Representation of a site visit, courtesy of the Chronicle of Philanthropy

By harp-weaver LLC staff

An essential component of a grantmaking process is a site visit.

Site visits are as described – a visit to a potential or current nonprofit* grantee’s site by a funder. They can occur at varying times during a grantmaking cycle. Below, you’ll find the components of a site visit and a deeper explanation of why site visits matter and how funders can design them so they are less of a burden to nonprofits.

Who: Site visits typically include representatives of a funder, such as Board members and/or staff, and representatives of a nonprofit, including the Board, staff, volunteers, and/or those receiving/benefitting from its services.

What:  Site visits are a way to connect a nonprofit and a funder. They can be structured in various ways. They can be about the organization itself, a specific project related to a grant request, a touch-base about current efforts, or a meeting among new representatives of either party.

When: Site visits can be arranged at various points – before, during, or after a grant. Funders can visit potential grantees before a grant is given to learn more or better understand the organization and the grant request. During a grant cycle, a funder could visit a partner to check in about the work being completed or to see if any issues or concerns arose during the grant period. After a grant cycle is complete, a site visit can bring together the funder and grantee partner to discuss whether the goals were met, if there is outstanding work to be completed, and/or if there is a possibility for future grant opportunities.

Where: Site visits can take place either virtually or in person. Many occur in person so the funder can visually observe the work being completed or, in the case of capital support, the physical space. However, a site visit can be arranged virtually if a nonprofit lacks a site to visit (e.g., a small choral group) or if specific individuals cannot attend in person.

Why: The “why” behind a site visit offers an important opportunity for funders to share their priorities and gain deeper insights. Site visits can assist potential grantees in making their case for funding and demonstrating the impact of their work. They can also foster a stronger relationship between funders and potential or current partners, build trust, and enhance understanding of each other's priorities, ensuring their missions align well.

“Site visits allow us to get to know an organization before and after a grant has been given. We can develop a relationship with the partner by getting to know one another better,”  shares Jill Greenfield Feldman, Foundation Manager and Board Member of the Greenfield Foundation (a harp-weaver client). “It’s eye-opening to see a nonprofit’s work in action. ”

In certain situations, site visits can be a burden for a nonprofit. When individuals from a funding organization come to “evaluate" the nonprofit, ask questions, and assess operations or programming, it can be intimidating for any organization, especially those with fewer resources.

There are several ways that funders can make site visits less burdensome for their nonprofit partners.

1)    Set clear expectations

Confirm exactly what you want/need from the visit—what you want to see, who you want to meet with, and how long you’ll stay. These expectations give the nonprofit exactly what it needs to prepare.

2)    Coordinate timing

Is it easier for the nonprofit to host you when programs occur? Is it better for them during a quieter part of the day? Can you coordinate with another funder to schedule a site visit simultaneously? Try to give the decision-making power for scheduling the visit to the nonprofit and go when it is most convenient and suitable for them.

3)     Provide questions in advance

If you have questions you plan to ask, it is a good idea to send them at least one week in advance. While additional questions may come up during the visit, this helps reduce the chance that a question will confuse the nonprofit and gives them a chance to prepare.

Site visits vary in design, content, and format. While they can pose challenges for nonprofits, there are ways to alleviate these challenges so that both the funder and the nonprofit can cultivate a strong relationship and improve awareness of each other’s missions and efforts. In a world where funders rely on nonprofits to execute their missions, and nonprofits depend on funders to support their work, site visits play a crucial role in fostering collaboration, understanding, and appreciation.

*We use the term “nonprofit” to encompass all potential grantees, even though some may be fiscally sponsored, supporting organizations, or a status outside of a 501c3.