the 4-1-1 | Keeping you dialed in

This is part three of a four part series on how to successfully obtain free grants. There are nine basic components in a solid proposal package:

1. Proposal Summary
2. Introduction of the Organization
3. Project Statement or Needs Assessment
4. Project Objectives
5. Project Methods or Design
6. Project Evaluation
7. Future Funding
8. Project Budget
9. Appendices

Put yourself in the reviewer’s shoes

When writing the proposal, place yourself in the reviewer’s shoes.

These are two quotes from people who review grant proposals:

“If I can’t understand the title, then I don’t fund it.” Whitney Tilt, National Fish and Wildlife Foundation.

“If you haven’t told us what you want by the end of the third paragraph, chances are you’re not going to get it.” John West, Phillips Petroleum Foundation

The following quotes are taken from The Foundation’s Center’s “Guide to Proposal Writing.” What the Grant givers Have to Say.”:

“Be thorough in your preparation and research before attempting to initiate contact with a grant giver.”

“Statistics are important, but can be confusing. Use them when they set the stage and give a context for the project.”; “Ideas need to stand out. If the format of the proposal helps accomplish that, then it is O.K. But fancy fonts and layout don’t carry much weight in and of themselves.”; “If it is clear, concise, to the point, everything should be there without having to look for it. There should be meat on the bones but no fat.”; “Start with clarity and no fluff. I remember one proposal that was just bullet format. It was clear, succinct and to the point. For a literary point of view, it was dull, but programmatically, it was clear and precise.”; “We like to see more, rather than less, information in the budget. We want to see how our money will be used, how it will fit into the whole picture.”; “I don’t like to see in-kind services in the budget when often, it’s just a million volunteers licking stamps. It could be a bogus attempt to make a $300,000 budget look like a million dollars.”; “What makes me crazy is an organization ignoring our guidelines.”; “Don’t try to pull the wool over our eyes. Be honest and straightforward.”; “I hate proposals in plastic or loose leaf binders with lots of tabs and indices. It’s also ecologically unsound.”

I. Proposal Summary

The proposal summary appears at the beginning of the proposal and outlines the project. It can be a cover letter or a separate page. It should be brief: no longer than two or three paragraphs. It is often helpful to prepare the summary after the proposal has been developed. This makes it easier to include all the key points necessary to communicate the objectives of the project. The summary document becomes the foundation of the proposal. The first impression it gives will be critical to the success of the venture. It very possibly could be the only part of the package that is carefully reviewed before the decision is made to consider the project further.

II. Introduction of the Organization

Most proposals require a description of an applicant’s organization and its past, present, and projected operations. Some features to consider are:

The following are some tips for the Introduction

1. Be concise, specific and compelling. Specific facts and figures make it seem like you know what you are doing.

2. Build credibility for your organization. (Start a “credibility” file.)

3. Reinforce the connection between you and the grant giver.

4. Establish a context for your problem statement. In brief, tell who, what, when, why, and how much!

5. Give a brief biography of board members and key staff members.

6. Describe the organization’s goals, philosophy, and record with other grantors.

7. Recount any and all success stories.

8. The data should be relevant to the goals of the granting organization and its grant program, and should establish the applicant’s credibility.

III. Problem Statement

The problem statement (or needs assessment) is a key element of a proposal. It should be a clear, concise, well-supported statement of the problem to be overcome using the grant funding. An applicant could include data collected during a needs assessment that would illustrate the problems to be addressed. The information provided should be both factual and directly related to the problem addressed by the proposal.

1. Zero in on a specific problem you want to solve or an issue you want to address.

2. Do not make assumptions of the reviewers.

3. Use statistics to support existence of your problem or issue.

4. Make a connection between the issue and your organization.

5. Make a case for your project locally, not just nationally.

6. Demonstrate your knowledge of the issue or problem.

7. Set-up the delivery of your goals and objectives.

IV. Project Objectives

The project objectives should clearly describe the goals of the project. Applicants should explain the expected results and benefits of each objective. They should also list the specific criteria of the grant program. Then, describe how the proposal meets each criterion. The following are some tips for the project objectives (Goals are general and offer the evaluator an understanding of the thrust of your program):

1. Objectives are specific, measurable outcomes. They should be realistic and attainable.

2. Objectives help solve the problem or address the issue.

3. If your objectives make reference to a number — make sure it is do-able.

4. Do not confuse objectives with methods.

5. Be realistic.

V. Project Methods and Design

The project method outlines the tasks that will be accomplished with the available resources. It is helpful to structure the project method as a timeline. Early in the planning process, applicants should list the tasks that will have to be completed to meet the goals of the project. They can then break these into smaller tasks and lay them out in a schedule over the grant time period. This will provide a chance to consider what personnel, materials, and other resources will be needed to carry out the tasks.

The following are some tips for the project methods or design:

1. Describe in detail the activities that will take place in order to achieve desired results.

2. Make sure your methods are realistic.

3. Describe WHY you have chosen these activities. Justify them over all other approaches you could have taken.

4. Show your knowledge of the bigger picture.

5. Include a timetable of major milestones.

VI. Project Evaluation

The following are some tips for the project evaluation:

1. Summative and formative evaluation is very important, but often missing or poor.
Summative evaluation is a plan to evaluate the project that measures how you will have met your objectives.

2. Formative evaluation is a plan to evaluate the project during and after its execution.
It can be used as a tool to make appropriate changes along the way.

3. If you are having a problem developing your evaluation process, you better take another look at your objectives

4. Be ready to begin evaluation as you begin your project.

5. Applicants should develop evaluation criteria to evaluate progress towards project goals. It is important to define carefully and exactly how success will be determined.

6. Applicants should ask themselves what they expect to be different once the project is complete.

VII. Future Funding

Applicants may be asked to list expected sources of continuing funding after the conclusion of the grant. The applicant may also be required to list other sources and amounts of funding obtained for the project.

VIII. Proposal Budget

The following are some tips on the proposal budget:

1. The proposal budget typically has three parts: 1. Personnel (salaries, fringe benefits,
contracts); 2. Non-personnel (space, rent of equipment, supplies); 3. Indirect cost
(overhead)

2. Should correlate to objectives and methods. Timelines are often found here, also.

3. Justify requests for salary. If you plan to hire someone with the funding, include a position description.

4. Be sure to provide some matching funds. A match shows commitment on your part.

5. Particular expenses should be outlined in detail in the project budget. It can also be helpful to divide the budget into categories, such as personnel salaries and benefits, travel, equipment, supplies, contract costs, etc. Many grant applications request a line item budget.

6. The budget should show how funds will be spent and by whom.

7. The budget should also demonstrate consistency with project activities.

IX. Appendices

The following are some tips for the Appendix:

1. Resumes: Shows qualifications, work ethic & commitment. Sometimes this can be just a few paragraphs.

2. List other grants you have managed.

3. Letters of Support or Endorsement: They are different. Support implies partners and others believe in you and your mission.

4. Other attachments: Do not include unless they are requested.