Successful grants management system (GMS) adoption isn’t just about technology—it’s about people, process, and progress. In our recent webinar, “Small Wins, Big Impact,” the Perigee Fund team shared candid insights from their multi-year GMS journey, offering a roadmap for other foundations navigating change. Here are the top lessons that made a big difference.
1. Start Where You Are, Not Where You Want to Be
When Perigee Fund launched GivingData in 2023, they quickly learned that building workflows for an “ideal” future-state didn’t align with day-to-day realities. Their initial system was designed for a more mature, scaled-up version of their foundation, but it missed the mark for current team needs. The key takeaway? Design with your present in mind. Tailor your GMS to the way your team works now, not how you imagine it might work someday.
2. Treat Change Management as a Team Sport
Implementation isn’t a solo act. Perigee Fund engaged stakeholders at every level—program staff, managing partners, and grantees—to co-create a system that worked for everyone. Early buy-in and consistent communication made all the difference. When things didn’t go smoothly (underused office hours or clunky feedback spreadsheets), they adapted and tried new approaches that better fit their team’s culture.
As Leslie Ramirez Clemente, Office & Operations Assistant at Perigee Fund, stated, “Figure out who those thought partners will be because as you're making all these workflows, it’s important to make sure everyone is on the same page.”
3. Integrate Training into Existing Routines
One of Perigee’s most effective tactics was monthly “Meron’s Moments”—named after their Grants Manager at the time, Meron Kasahun. These were brief, recurring trainings built into already-scheduled program team meetings. Embedding learning in familiar routines increased participation and lowered resistance. Small incentives, like a prize wheel and public recognition for completed “homework,” also helped build momentum.
4. Simplify to Amplify
Overly complex workflows were a major barrier to adoption. Perigee stripped them down, consolidated tasks, and used GivingData’s features—like Super Docs and automated triggers—to reduce clicks and confusion. The result? A system that felt more intuitive, saved time, and supported rather than disrupted daily work.
5. Celebrate Progress (Even the Messy Kind)
Change is rarely linear. From setbacks to resistance, the Perigee team learned to treat each challenge as an opportunity to refine. Whether it was letting go of an underused feature, retrofitting workflows, or replacing chaotic spreadsheets, their approach was marked by honesty and humility. Most importantly, they celebrated the wins—big and small—along the way.
“If you try something new and it doesn't quite work, try not to see it as a failure,” noted Sophia Rangel, Program Coordinator at Perigee Fund. Each iteration is a lesson and a learning experience that moves the team forward, even if it can sometimes feel like a slow process.
Ready to Rethink Your GMS Approach?
If you’re navigating GMS adoption or looking to improve how your team uses GivingData, we’re here to help. Whether you're in the early stages or refining your workflows post-launch, our team can partner with you to turn small wins into lasting impact.
Connect with our team to explore how GivingData can better support your evolving grants management goals.
