4.2 Planning and Organizing the Grant-Writing Process

As with anything, it is great to have a plan. The complexities of the grant-writing process make planning and establishing a systematic approach valuable. This section expands upon the previously covered topics of applying logic and persuasion in writing, appealing to funder requirements, and identifying viable funding sources, to help the grant writer develop a strategy for writing a proposal. When creating the writing plan, begin with researching the perfect funding opportunity, reviewing the grant guidelines, putting together a team, and developing a timeline.

1. Explore Funding Options

Begin by searching for grant opportunities that match your project goals. Refer to Chapter 3 for websites that offer funding of various amounts to jumpstart your project. Next, narrow down your search to a few grant opportunities that align with the project goals and get ready to study the grant guidelines.

2. Review Grant Guidelines

As discussed in Chapter 2, many writers lose a grant because they overlook a crucial requirement. To avoid missing out on funding, be sure to look carefully at the eligibility requirements. Know exactly what is needed to apply and whether your project meets the requirements.

In addition to eligibility, deadlines are just as important to keep in mind. “Wiggle room” does not exist in the world of grants. Assuming it is be acceptable to submit an application a day or two past the deadline may take the project out of the running altogether, and it is a misconception that you can call the grant officer after missing a due date. There is no such thing as “why do today what you can put off until tomorrow.” Deadlines are not flexible and need to be adhered to.

Another common misconception is that the grant writer will be compensated for the hours spent writing the grant. While they can be listed among the “key project personnel,” they will not be compensated by grant funding for work completed prior to the grant being awarded. Funds are used for work after the grant is awarded.

Finally, review the required documents and ensure all are accounted for in your application. Even if a required document does not apply to your organization, note it as “not applicable.” Missing documents may make the application incomplete or ineligible.

3. Put Together a Team

During the pre-planning and research stage, pull together a team that can help with various aspects of the grant project and application process. Be sure to include writers, key stakeholders, researchers, budget experts, and evaluation reviewers. The intricacies of the project and the type of organization applying will determine the expertise needed on the team. For example, a local nonprofit applying for a small grant might do best with a team of three (e.g., director, board, and/or staff members), while an educational institution applying for a million-dollar grant may benefit from the expertise of a larger team. The type of funding being applied for, public or private, will influence the team as well.

4. Develop a Timeline

Begin with the end in mind. Use the deadline as the starting point and develop a timeline with milestones for every stage of the grant-writing process. Be sure to include development with funders, addressed in Chapter 5.

5. Develop the Proposal

Once the planning and research phase is complete, the writing team can begin proposal development. The key components identified in the RFP should be discussed by the team and outlined to ensure the best outcome. Most grants have an executive summary, a concise overview of the need or problem, objectives, implementation plan, budget, and evaluation plan. Notes from these development meetings are useful when crafting the narrative, the most important part of the grant, which will be covered in detail in Chapter 5.

Editing the draft proposal and double-checking that all of the guidelines are met comes next. This should be completed by individuals with expertise in grammar and persuasive writing. The draft should be easy to read and concise. It is important to avoid jargon to ensure that funders are able to easily understand the project.

While the grant narrative is being written, other team members can compile any required supporting documents such as letters of support, resumes of active personnel, and financial statements. This is also a great time to begin developing the budget for the grant. Once this information is compiled and the narrative is complete, the full application can be put together and prepared for a final review.

Just before submitting the grant, an internal or external review of the application takes place in order to collect feedback. The grant application should be proofread one more time and formatted properly. When the final edits are completed, it is time to submit and celebrate!