4.1 Introduction

“A bad system will beat a good person every time.” ~ W. Edwards Deming

 

Grant writing – yet another area in life where communication can make or break it. When it comes to writing a successful grant, besides having a clear grant-writing process, it is paramount to create a timeline based on grant requirements. The level of success can vary depending on how a grant writer researches the grant opportunity they are applying for and plans to communicate with the funders and past recipients even though it can be difficult to connect with in some cases. There are tips and specific questions to ask that will help with writing a grant that speak to the grant review committee. Chapter 4 will encompass communication process. It will offer tips in developing a timeline and a checklist to help a grant writer create a systematic approach.

4.2 Planning and Organizing the Grant Writing Process

As with anything, it is great to have a plan. The complexities of a grant make planning and finding a system valuable. This sections pulls together what has already been covered around applying logic and persuasion in writing, appealing to funder requirements, and identifying viable funding sources, helping a grant writer to develop a strategy to write a proposal. When creating the writing plan, begin with researching to find the perfect funding opportunity, reviewing the grant guidelines, putting together a team, and developing a timeline.

Explore Funding Options

As mentioned in Chapter 3, begin by searching for grant opportunities that match your project goals. Refer to the previous chapter to find 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 end goals and get ready to study the grant guidelines.

Grant Guidelines: Why a Grant Might Fail

As mentioned in Chapter 2, many writers lose a grant because they overlook a crucial requirement. To avoid losing 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 that it will be acceptable to submit an application a day or two past the deadline will take the project out of the running altogether. There is no such thing as “why do today what you can put off until tomorrow.” Assuming that you can call the grant officer after missing a due date is a misconception. Deadlines are not flexible and need to be adhered to.

Another interesting misconception is that your grant writer can 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 be sure not to miss a single one. Even if a required document does not apply to your organization, complete it as “not applicable.” Missing documents may make the application incomplete or ineligible.

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, a research team, budget experts, and evaluation reviewers. The intricacies of the project and the type of organization will determine the expertise of the team. A local nonprofit looking 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 many. The type of funding being applied for, public or private, will influence the team as well.

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 as it is addressed in the upcoming chapter.

Develop the Proposal

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

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

While the grant narrative is being written, other members of the team can collect and compile other required documents including letters of support, resumes of active personnel, financial statements, and any other required supporting documents. 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 application can be put together and readied for a final review.

Just before submitting the grant, a committee or team would have an internal or external review completed in order to receive 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!

4.3 Example: Grant Writing Timeline

Below is an example of what a possible timeline might look like for a grant beginning at the research phase all the way through to the follow-up to determine if the written proposal was successful. Other items might need to be incorporated depending on the type of grant application.

May 15: Start Planning and Research Identify potential funding opportunities. Review grant guidelines and eligibility. Assemble the grant writing team. Create a project timeline and draft a budget estimate.	June 1: Develop Proposal Framework Finalize the project scope and goals. Assign writing tasks to team members. Draft the Statement of Need and Project Description with the team.
June 15: First Draft Completed Complete the first full draft of the proposal. Ensure alignment with grant guidelines. Gather supporting documents (letters of support, financials, etc.).	June 25: Internal Review and Edits Have team members review and provide feedback. Revise for clarity, consistency, and persuasiveness. Update budget details to ensure accuracy.
July 5: External Review and Final Edits Share with an external reviewer or expert for feedback. Make final revisions and proofread for errors. Double-check compliance with submission guidelines.	July 15: Prepare for Submission Finalize and format all documents. If applicable, upload files to the application portal or prepare hard copies. Conduct a last-minute checklist review.
July 20: Submit the Proposal Submit the grant at least 1-2 days before the deadline to avoid technical issues. Confirm receipt with the funding agency.	July 31: Official Deadline If necessary, follow up to ensure submission went through successfully.
August: Follow-Up and Next Steps Track the grant status and expected decision date. Prepare for potential follow-up questions or additional documents. If not funded, request feedback for future improvement. Notify the grant writing team of the grant status.

4.4 Tips for the Pre-Proposal Script Writing Process

Prior to submitting your grant application, there are experts that will answer questions to enhance your success rate. For all conversations, having a script to help with your calls is essential.

First, consider calling the grant program officer. Doing this can satisfy two objectives. The first objective is obtaining the application forms and guidelines that are typically all found online. The second objective, and possibly most important, is that it begins to build the relationship with the program officer. It is a great opportunity to ask questions, but avoid questions that can be found easily online. Ask questions that might be unique to your organization or project, or ask about common errors. The time that the program officer has is precious; being mindful will be appreciated.

Another person to contact that might lead to a better success rate is a past grant winner. They were successful, and you can be too! A brief conversation can highlight their success tips and even experiences that they had with the sponsor. In some cases, your organization might decide to pursue a different grant. The past recipients should not be asked for feedback on your grant proposal, but they might have words of wisdom that will help. There is no better way to learn than through experience.

In addition to connecting with past grant winners, take time to contact past grant reviewers if possible. Many can be found by contacting the foundation and asking or researching online. Past reviewers have the best experience and possibly the most current information about the current review process or even current reviewers. Having the opportunity to learn about the scoring system will help the writers. Knowing that the reviewers are either under a tight time frame per application or if they have unlimited time to read and score the application will change how the application is written and organized.

Consider the following questions for each conversation, taken from Proposal Planning and Writing^[1] for each:

The questions above are important, but knowing what you will say in the beginning of your call is just as important. Take time to build a script that you can follow. This will calm your nerves and help you to collect data that is consistent among various grants. Your script will begin with your identifying information, gratitude, and something that will grab the attention of the call recipient. Allowing them to hear your personality will help to build the relationship and your confidence in your project. Keep your tone and language professional. Being too relaxed will send the wrong message, leading the person on the other end of the line to think you may not care about the grant or respect their time.

When the grant application period opens, grant seekers are able to contact the funding organization to ask questions that help with understanding criteria, eligibility, specific tips, and any other information that could help ensure success. Federal agencies typically have a webinar where they go over the competition and answer questions.

4.5 Your Turn! Grant Writing Checklist

Create the structure of your own grant-writing timeline based on the example above. Feel free to create a table, use Canva, or use a Word template. Be creative!

Learning Activity