Grant Writing Success - A Numbers Game?

It is not easy to explain all of the factors involved in grant writing success. Certainly, experience and skill have a lot to do with it, but there's much more to it than that. In many ways, it's a numbers game.

First, there are the odds of how likely you are to get funded given the total amount of money to be awarded, the total number of grants to be awarded, and the number of grant proposals likely to be submitted. So, you combine these odds with your skill and experience and that should take you to grant writing success, right?

Not so fast.

You still have to deal with the vicissitudes of the readers. In a government grant competition, you will likely have three readers and scoring criteria that add up to 100 possible points awarded per reader. Hopefully, the readers will be carefully trained and will thoroughly understand the scoring criteria and how points should be allocated. Even in this ideal situation, there can still be dramatic differences in the points allocated by the different readers. In some competitions, the readers are required to conference with each other and bring their scores within a certain distance of each other, but sometimes the readers score independently and all three scores are averaged. This is how it's possible to get scores of 100, 98, and 85, knocking your proposal out of the funding range. It shouldn't be possible, but it is.

And the more extreme the competition is (see my discussion of the odds, above), the higher your score needs to be in order to be funded, which means that you need all three readers to award you exceptionally high scores if you hope to be funded.

Even then, it's no guarantee. In a recent grant competition I received scores of 100, 98, and 96, and our proposal still was not funded. When I looked back at the readers written comments, there were no suggestions for improvement. It kind of makes you think that the whole grant award process is more random than you thought, doesn't it?

Regardless of the odds and the biases of the readers, experience and skill still play the biggest roles in the grant award process. In the example I just gave you, as frustrating as it was to have submitted an excellent proposal that was not funded, the truth is that if it had not been an excellent proposal it would've had absolutely no chance of being funded. In that particular competition, only the absolute best, near-perfect proposals had a chance at being funded. While it may seem random, it's not.

Submitting a well-written, high-quality proposal is still the best way to negotiate the maze of the numbers game and reach the goal of grant writing success.

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Grant Writing Success through Thoughtful Planning and Preparation

Grant Coach MaryEllen Bergh knows a few things about achieving grant writing success through planning and preparation. In this post, she shares some of her valuable knowledge and experience with you:

A successful grant proposal is one that is thoughtfully planned, well prepared, and concisely packaged. When you have found a funding source that is a good fit for your proposed project, the temptation is strong to immediately begin writing; however, your proposal will be much more effective if you take some time up front to plan.  Thorough planning helps you determine where to start, where you want to go, how to get there, and how to know you have arrived. Grant writing success requires that you communicate your proposed project effectively and in enough detail so the funder has a clear understanding of all the components of your project, how it fits their funding priorities, and how you will carry out your program or service over the project period. Writing successful grant proposals requires preparation, attention to detail and a great team with passion and perseverance. Here are 3 tips to prepare for a successful grant proposal:

1. Gather your proposal team. Most successful proposals are written by teams. The team members each contribute specific expertise, so that the organization can prepare its proposal more efficiently.
2. Read the funding guidelines. The most important step in writing a successful grant is thoroughly reading the funder’s Request for Applications (RFA) or Request for Proposal (RFP) before you start. Since you will be responding to the guidelines established by the funder, you want to make sure that each member of the team understands the funder’s priorities and instructions for submittal. If the RFA includes a reference to a website or publication, it is often helpful to read that as well.
3. Complete a proposal outline. The outline gives you and your team a roadmap to follow. Establish a timeline for gathering information and input needed to complete each section of the proposal.

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Grant Writing Success is Just the Beginning

Hearing that your organization has been awarded a grant is exhilarating!  You want to tell everyone.  You want to celebrate your success.  Then it hits you ---grant writing success is only the beginning.

That's right.  While you were focused up to this point on all of the work involved in getting the grant, the real work hasn't even started yet.  The "real work" is all about turning that vision into reality.  It's at this point that you learn some valuable lessons about grant writing, and now is the time to make note of those lessons so you don't have to learn them again, again, and again.

Here are some post-award lessons clients have learned that have helped them to be better grant writers:

1. A realistic implementation plan and time line are important.  It sounded like a good idea at the time to say that you would get everything going within the first six months of the funding period, but now that you have the money, you understand how impossible that is.  It would have been much more helpful to have a realistic plan and time line to begin with.
2. Accurate estimation of salary costs can save many headaches later.  Many grant writers like to squeeze more room into a tight grant proposal budget by including salaries at the low end of a salary schedule.,  The problem with that is you rarely hire people at the low end of the schedule.  If there isn't enough wiggle room in the budget to be able to cut elsewhere, you can run into some real trouble when you don't have enough money to hire all the people you said you would.  It makes more sense to use accurate salary estimates and develop a realistic program from the beginning.
3. Planning the goals, objectives, and evaluation activities to fit the funding source's requirements would have been helpful.  Doing a little bit of extra homework up front to align your project objectives with the required performance measures of the funding source (if there are any) can save many hours of extra work later.  The same goes with evaluation data collection and reporting procedures.  If the funding source has some requirements, learn about them before you write the proposal.  Then you won't have to be scrambling and revising later.
4. Communicating with all of the project partners and stakeholders in the grant development process saves a lot of explaining later.  Board members don't like to be surprised by things that are in grant proposals - especially when they are asked about them in the community.  Keeping everyone in the loop and involved during the proposal development process saves time and effort later.

A little bit of advanced preparation can help your grant writing success be something you can really celebrate!

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Grant Writing Success – A Non-Profit Walmart State Grant

Non-profit consultant and expert grant writer Derek Link shares a grant writing success story:

A couple of years ago I was contracted to write some grants for a non-profit organization named Challenge Aspen in Colorado. My grant research led me to the Walmart Foundation’s State grant program and I was soon on my way to a grant writing success story.

The grant proposal we submitted secured a grant of $30,000 to support an important outdoor Challenge Aspen Military Options (CAMO) program for disabled female veterans. The program supports courageous women striving to re-build their lives after being disabled in the wars.

There were a number of important factors that contributed to this grant writing success:

1. Challenge Aspen does great work and documents what they do.
2. Challenge Aspen has a staff and a budget which ensured the work would get done that the $30,000 was targeted for.
3. There was a clear mission and measurable objectives for the proposal.
4. Challenge Aspen staff provided the documents I needed in a timely way and they gave me excellent feedback to ensure that the narrative accurately reflected the needs of the program.
5. Challenge Aspen had a competent grant writer (moi!)

Each grant writing success story involves a partnership between a functional non profit organization and an expert grant writer. It is always a joy to write for a non profit that is dedicated to its mission and can prove its effectiveness!

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Grant Writing with Authority (Cite Your Sources)

Have you ever been reading a narrative in which someone states something as fact and you wonder to yourself, “How do they know that?”

That is not a question that a grant writer wants the grant readers to be asking. It’s important to cite sources of data and research and do it using the proper format. Yes, readers care about the sources, and they care that the grant writer takes the time to properly record the source material for facts and resources that are presented.

There are different ways to cite different materials and sources so it’s valuable to have a resource for finding the proper format. I did a quick Google search in researching this post and I came up with a very nice table giving formats for everything from books to online sources. The article by Steve Volk of Oberlin College  provides a nice compilation of citation styles and there is even a link in the article to another online source.

Here are some good reasons why citing sources adds authority to grant writing:

1. It helps the reader connect to the grant narrative, especially if they hold the source/research author in high esteem (so be sure to use the best sources).
2. It helps the grant reader see that the program plan is based on research and not a pipe dream.
3. It helps the reader understand that the design is based on the most current research.

An effective grant is one that presents a believable plan to the reader even though the grant is for a new program that does not exist yet. This often means that the program is one that someone has implemented before and that is modified for a new location and unique circumstances. Telling the reader that the program is based on successful models that have been validated by research adds strength to the program design and builds confidence in its feasibility. Citing relevant sources and research is part of the glue that holds the program together in the minds of the readers and will raise the scores and the likelihood of an award.

By:  Derek Link, Non-profit Consultant and Expert Grant Writer
 
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Need to see a successful grant sample to get a good idea of how to best present your proposal?  Check out GrantSample.com.

Avenues to Grant Writing Success

Of all the things I’ve done for a living, grant writing is the most challenging. Oh, I’ve flipped hamburgers at McDonalds through the great Big Mac rush of ’74, I’ve put out forest fires during the summer of the great Marble Cone fire in ’77. Why, I’ve even planted flower bulbs for the frenetically manic Ms. Taylor (all names have been changed to protect the innocent).

But grant writing, my friends, demands concentration beyond correcting alternating tulip bulb colors to accent the curtains in a crazy woman’s parlor window (she was inspired by Monet no less). Grant writing is an intense and detail-oriented craft that combines fact with planning to create a sort of future-based fiction.

So, how do you learn to be a good grant writer? If becoming a grant writer is your goal, then I suggest these avenues to that end.

Avenue One – Take a class from an expert grant writer like Veronica Robbins . An experienced grant writer can give you a head start by sharing tips an secrets of the craft that will save you learning them on your own.

Avenue Two – As I’ve recommended before, I suggest you read some grants. You can either volunteer as a reader in a grant competition, or you can get some sample grants to read in your spare time.

Avenue Three – Start your own blog and begin to write on it as frequently as you can. Writing is a skill and a skill takes practice to perfect. And don’t be surprised if your writing is never perfect, but practice is the only road that will take you closer.

I wish you well in your travels and on the road to becoming a grant writer. Grant writing is a tough and rewarding job in which you’ll meet lots of interesting people. You get to help energetic people find money for brilliant ideas!

By: Derek Link, grant writer and non-profit consultant

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Grant Writing is Like a Symphony

I have a colleague who likes to equate grant writing with all sorts of things like peanut butter, sausage, donautes and the like, but I think grant writing is more like a symphony.

There are many different parts to a grant and each of those parts on its own can be very complex, yet all of the parts come together to make a whole that is truly much greater than the sum of all its parts.

In the composition of a symphony, how you put the pieces together makes the difference between noise and music, and between a piece of music that is simply o.k. and one that is inspirational. Sure, the technical aspects of putting it all together are important. In a grant application, if you don't connect all of the parts (needs connected to goals and objectives, which need to be connected to project design, and so on), you'll end up with a product that looks like noise, and it probably won't be funded.

In a truly great symphony, the composer goes beyond the technical aspect of composition and creates art. The same is true for grant writing.  A highly skilled and successful grant writer will move beyond the technical aspects of the writing and the composition of the grant and will use those to create a work of art - a grant application that speaks to the reader, demonstrates commitment, and inspires the reader to take action (the right kind of action - recommending the proposal for funding).

The next time you write a grant, create a symphony.

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Take a look at our YouTube video on Pulling All the Parts of Your Grant Together.

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Focus on Your Mission for Grant Writing Success

Non-profit consultant and grant writing expert, Derek Link, shares some important thoughts on how focus on your mission can lead to grant writing success:

Sometimes when I need to write a blog post, I’ll sit there in front of the blank screen, and unfortunately, my mind is as blank as the screen. So I just start to write, as I am now, waiting for a spark of inspiration. Just like some well-intentioned non-profits, I just want to “do” something, I haven’t a clue what it is yet.

Chasing the money isn’t an effective way to achieve your vision. Your grant seeking should be driven instead by the mission of your organization. Your mission is the “what we DO.” A mission should be laser-like and specific, and it has to lead logically to your vision.

People sometimes call me and say, “We want grants but don’t know how to write them, can you do that for us?” I say, “I’d be happy to help you. What do you need grants for?”

This is where the conversation can bog down. The client responds generally, “Oh, you know, we work with kids and we do recycling, so…well… grants for just about anything to do with kids or the environment would work. I’ve heard there’s lots of grants out there for kids and environmental projects.”

I revise my question, “What is it you want to do?” If the response is still vague then I know they are just chasing money. It is sad to me that the truest answer for many struggling nonprofit organizations that call me is, “We need grants to fix a budget problem. And, we don’t really care what the money is for, we can do anything so long as we get the money.”

The clear, specific mission is vital in grant making for these key reasons:

1. It focuses your grant searching.
2. It defines who will (and won’t) fund you.
3. It is convincing because it logically leads to your declared vision.
4. Your full commitment to it inspires confidence in your ask.

If your mission is, "we want to improve the environment", then how can you convince a grant maker interested in reducing pesticide use that your recycling program deserves funding? Unfortunately, you probably can’t, because there is a mismatch in your missions. So if your mission is wide angled, like the environment, or youth, or senior citizens, you need to focus it down to what you are actually doing or want to do to help in those areas before you look for grants or you’re going to waste a lot of valuable time chasing money that’s not available to you.

Using a wide angle lens is not the way to find grants. It’s only a starting place to define your mission. Zoom in, then zoom in some more, and then get the magnifying glass out.

Grant seeking is a little like comparing the grooves on two keys (missions) to make sure they’ll fit the same lock; if one little groove is out of place, the key simply won’t unlock the funding for you.

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Tune Out the Noise in Your Grant Proposal

Do you remember how difficult it could be sometimes to tune in to a radio station? A tiny move of the tuning nob could bring static.  Another tiny move could bring in two stations talking over each other and a little static, too. Finally, you get it just right and you hear the station you wanted as clear as a bell. (I realize that there may be some very young ones among you who have come of age in an era of iPods and Pandora who don't know what I'm talking about, but go with it for a moment, ok?)

I have been working on a grant application this week (as usual), and I have a great client who has been doing some fantastic things.  This client is extremely bright and she sees connections between everything.  When she describes what she wants to do through the new grant, she can't help but connect it to all sorts of other activities and programs that are already going on.  This integration of webs of services and partnerships is one of the hallmarks of a skilled program administrator, but it makes for messy grant writing.

Don't get me wrong.  It's very important in a grant narrative to connect new and existing services, to show the organization's capacity for implementing programs of the size and scope of the one in the grant, and to use previous examples of success to demonstrate the likelihood of success of the new project. However, it's also critical to describe what you plan to do as clearly as possible with as little "noise" as possible.

The simpler the program design, the easier it is to describe it clearly in writing. The more complex the design, the more potential there is for "static," and the higher the likelihood that the readers will start to read other things into the proposal that are not really there and to impose their experiences and biases over your writing (that's the other radio station you hear that's infringing on your favorite song).

Your job as a grant writer is to keep it as simple as possible for the reader. Draw connections to other programs and services, but not so much that your message (your program design) becomes less clear.

Remember, the grant readers don't know your organization or your fabulous program. Those little extra pieces of information about related programs and services that are only partially explained bring into your mind a full picture of integrated services.  To the reader, they only spark questions.....and static.

Do yourself a favor.....keep your program design simple and clean, and clear as a bell.

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Related Posts:

Five Tips for Writing Good Grant Objectives

Five Mistakes to Avoid When Writing Grant Objectives

Relax......And Tell Your Story

A Fool and His Grant Are Soon Parted - Follow the Instructions

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Is Grant Writing Success Really Just About Luck?

As a successful grant writer, I've actually had people say to me, "Wow! You sure are lucky!"  My first thought is, "Gee, that luck sure did take a lot of work!"

I'll admit it.  There is a certain amount of luck in the formula of grant success, if you define luck as the impact of factors over which you have no control.  There are many things you can't control in the process. You can't control the readers.  You can't control if your readers are well informed about your field or not.  You can't control if your readers are tired, alert, happy, sad, cranky, or enthusiastic when they read and score your proposal.

In spite of that, there are many things you can control. The better your proposal, the more likely you are to be "lucky." And a better proposal is all about skill and hard work. The more you refine your skill, the less vulnerable you are to luck.

Lessons Learned from Failure

Admitting failure is no fun.  Talking about it is even less fun. However, failure can be very valuable if it helps you avoid repeating it.

We have been fortunate to be very successful with grant writing, but there have been some failures.  Here are some of the most important lessons that we at Creative Resources & Research have learned from failure:

• Attend the webinar. The Federal Register is the official word on grant requirements, but the RFP, and other forms of guidance (like the funder's bidder's conference or webinar) explain things that may not be clear.  We are currently in the process of helping a client appeal a negative funding decision in which guidance provided during the funder's informational webinar conflicted with guidance in the Federal Register. While the law is clear on the issue and we may very well win the appeal, a lot of discomfort could have been avoided if we had just attended the webinar.  A representative from our client's organization did participate in the webinar, but he didn't know what to look for.  We should have participated.  Next time we will.
• Do some research into previously funded grantees. Sometimes a funder provides a long list of eligible applicants, but that doesn't mean those are all preferred applicants.  Take a look at previous grantees to get an idea of the types of organizations they like to fund. Recently, we participated in a mentoring grant competition that was open to schools and non-profit agencies.  Our clients were schools.  We were not successful.  After the fact, we realized that almost all (all but ONE) of the successful grantees in recent years had been non-profit agencies.  A little research would have saved a lot of effort.
• It is essential that two people review the final document for submittal. People make mistakes.  they leave out appendices and required grant components by mistake, especially when they are under the pressure of a deadline.  It is much less likely that a mistake will make it out of your office if at least two people review the final application before it is submitted.
  

Top 10 Lessons I Learned from My Grant Writing Mentor

I have had several mentors in my life.  They have all taught me many valuable lessons. My grant writing mentor taught me some great lessons about grant writing.  While he didn't teach me everything I know about the work, he helped me understand the importance of many things that I might have overlooked or not taken as seriously as I should have.  To be honest, some of the things I learned from him were things NOT to do, but that's ok. A lesson is a lesson, right? Here are the top 10 lessons I learned from him (in no particular order):


1- Whenever possible, add detail. For example, describing a plan for parenting classes is not complete unless you have provided as much detail as possible - the curriculum to be used, how often it will be offered, when it will be offered (days and times), how many will be served, how success will be assessed, etc.


2- Don't write for free. People will often ask if we'll write the grant for the right to the evaluation contract.  Not only is that unethical, but it doesn't make sense.  Grant writing and evaluation, while related, are completely different disciplines. Also, the evaluation is a job in itself, so writing the grant for the evaluation contract is essentially writing the grant for free.  If I want to donate the service, that's one thing, but doing it because a client has given me no choice is another.  Besides, what other professional works for free on a regular basis?

3-  It's ok to turn away work.  If you're good, there will always be a demand for your services. Never take on a project out of desperation. If the project doesn't have a good chance of success, it's ok to walk away.

4- Don't be afraid of competition. If you're good, you have nothing to be afraid of.  The only way to get better is to stretch yourself, challenge yourself, jump into the deep end of the pool with the big boys and swim. My mother expressed it by saying, "No guts, no glory!"

5- Listen.  The first thing to do when talking with a client about a new project is to listen.  Listen carefully.  Listen for what they are really saying.  Listen for their real motivation. Listen to what they really need.

6- Don't let failure slow you down. If you don't succeed with a project, reflect on the failure only long enough to figure out what went wrong and what you can learn from it.  That's all.  Don't let failure steal a moment of time from a current project.


7- Work better than everyone else.  For some, that may mean working longer hours (showing up early, staying late).  For others it means following a particular successful procedure or organizational structure.  Whatever it is, just remember that you can't be better than everyone else in your field by doing things exactly like everyone else.  You have to set yourself apart, and once you do, don't stop doing it.


8-Tell the truth.  The temptation to exaggerate in grant writing is strong.  Resist it. You will regret dishonesty. It always seems to come back to bite you.

9- Respect the people who help you do what you do. The very best grant writers are not loners. Whether you have a support staff that helps you or a support system of colleagues and friends who help, respect them and realize how important they are to your success. You need them, probably as much (or more!) as they need you.


10- Walk away from the work to keep your writing sharp. Don't work all the time.  Take time for family, friends, reading, hobbies, and faith. Contrary to what you may think, more time at work doesn't necessarily make your work better.  This is particularly true for writing. You have to keep your mind fresh by walking away from the work sometimes.  And never forget what really matters - faith, family, friends. Balance in your life not only makes you a better person, but it also makes you a better writer.

What do funders want?

When you start out on the path of grant writing, figuring out what funders want can seem very confusing.  Actually, it's not as complicated as it seems. Here's the answer to that elusive question, "What do funders want?"

• They want to know they are funding an organization that has a vision that matches theirs. They don't have time to mess around with folks who are just chasing money, and you don't have time to chase the money at the expense of your organization's mission and vision.  Look for and find funding sources that want to fund projects like yours.
  
• They want to know that their money will be well spent and well managed.That's why many foundations won't fund organizations that have been in operation for less than three years.  That's why they want to see your overall agency budget.  That's why they often ask to see audit reports.Think about it.  When you donate money to a charity, don't you want to know it will be well managed?
  
• They want to fund organizations that have the capacity to implement the program they funded. If your overall budget is less than $1,000,000 a year, you will be unlikely to receive a grant for several million dollars.  Why?  Because you have not yet demonstrated the capacity to manage that amount of money successfully.  Even if you have a larger overall budget, if all of your programs have been local and small scale, you would be unlikely to receive a grant to implement a program nationally.  That doesn't mean you can't work up to it, but don't underestimate the importance of capacity.
  
• They want to to receive proposals that answer their questions directly and succinctly. Imagine that you had $10 to give to someone to start a lemonade stand, and you asked for essays describing how the recipient would use the money to start a lemonade stand. When the proposals roll in, half of them address the questions you ask clearly and directly . Some of the others make the case for why a hot chocolate stand would be better, or how they would like to expand their very successful muffin stand, or something else. Some of the others address the question, but they go on and on about how many soda stands they have implemented, and how many bike routes they have built, and....and.....and....Even though they all took the time and effort to put proposals together, the only ones who have a chance are those who directly and succinctly described how they would use the money to start a lemonade stand.
  
• They want to make a difference in the world - just like you. Even though they may not say it, funders want to recognize and feel your passion for what you do.  Addressing the questions in the application directly is important.  Competence and capacity and good fiscal stewardship matter, to be sure, but make sure the funders know that you have a heart, that you care about the work you do, and that you are making a difference in the world.
  

Is There a Formula for Grant Writing Success?

Maybe I'm being more reflective that usual because of the new year, or maybe it's because several  people have asked me about our success lately. The question on my mind is this:  What is the difference between super-successful grant writers like those at CRR (with funding success of over $100 million in less than 10 years) and those grant writers who struggle for every mini-grant or who spend decades writing and can't get far passed the $10 million mark? It can't just be luck. Is there a formula?

Well, yes and no. There is a certain amount of basic skill involved.  Good grant writers are, first and foremost, excellent writers. They are also excellent readers.  Reading an RFP (and reading between the lines of an RFP) is critical.

Good grant writers know how to follow the instructions, write succinctly, develop appropriate budgets, write good goals and objectives, build a compelling case for a project, write effective evaluation plans, and put together a comprehensive and complete proposal package. All of these skills can be taught and learned, but what separates the good grant writers from really great ones?

It's about the things you can't teach.

Great grant writers are extremely creative.  They can see connections between data and programs that others miss.

They are highly intuitive.  They have a sense for what a funder is really asking for, in spite of what is on the written page.

They are resilient. They handle failure and set-backs as well as success. And trust me on this-- if you do a lot of grant writing, you will experience some failure - not as much as those who aren't as good, but you don't get to be among the best without taking those failures and learning from them.

They handle stress well.  Deadline stress is a particular kind of stress.  Every person I have ever interviewed for a job says they handle stress well.  Then they get to experience our kind of deadline stress.  Some rise to the occasion and do their best work.  Others fall apart. Also, it's one thing being able to handle a single deadline for a single proposal, but it's another thing entirely to handle the stress of 5 grants due on the same day, followed by another 3 grants due two days after that, and so on. That brings me to the next characteristic of really great grant writers....

They are experts at managing time and multitasking. Writing only one proposal at a time feels like a vacation.

Want to know more abut what makes the difference between good grant writers and the really successful ones (beyond what I have said here)?  Visit the CRR online store and take a look at the CD or cassette of 12 Secrets of Successful Grant Writers.

It's not rocket science, but knowing the secrets can make the difference between being good and being GREAT.