Grant Proposals
At different times in my career, I have been assigned responsibility for Grant proposals and cost sharing proposals to government or philantropic organizations. Grant proposals are not really that different than other proposals. The primary goal is to understand what the grantor is trying to accomplish and to be responsive, providing a good idea, with a good strategy and plan to reach the grantor’s goal. You should always talk to the grantor to see if there is information not included in the grant request for proposal (RFP) that would be useful to know. A specific organization or group of organizations may already be positioned and they may be the best teaming partners. Or, a specific technology may have been already selected as the preferred technology. Or, there may be an unstated desire to leverage this grant’s funds with funds from other organizations. The point is, you won’t know any of this unless you communicate. The goal is to get the best insight, in order to provide the best solution. If you deviate from preconceived notions, have a good reason and explain yourself. Most people will not ignore a good idea, if it is substantiated. Be creative, creative with the strategy, the plan, the organization structure and the people you select to help perform the work. Most grants come from philanthropic organizations and from government organizations. Each will have slightly different motivation, or requirements. Understand your client.
Read the RFP. Most proposals must contain essentially the same information. However, you must decide at the beginning whether it makes more sense to follow your own proposal organization structure or to organize the proposal like you are responding to a check list, identifying each request for information exactly as it is in the RFP and responding directly to each information request. Reread the RFP.
Most proposals will need the following:
Technical Discussion and Approach- This may be two sections or one section. It should show that you understand what is desired. It will show how your idea fits into the overall program. It should provide useful background information, and it should identify why you have selected the strategy or approach that you have selected. It should basically provide any additional information you think is needed in order to understand your proposal, beyond what you will include in the statement of work. And, it must show that you understand how your work and the program fit into the big picture.
Budget-The budget will also be broken down by task. And, a total cost of the effort will be identified. Any additional sources of funds, including any contributions you may offer will be discussed. It may even address funding for future efforts. You may need to also show that you have the tools available to manage your budget. You may show examples of your management tools.
Organization and Personnel- If the effort will be large or complicated or there are many participants, there may be a need to describe the organization. Pay attention to titles and relationships. The organizational entities and personnel performing the work will be identified. Resumes or bios, as appropriate, are to be included. Ideally these should be customized to address applicable, not general, experience.
Experience and Qualifications- You may have submitted prequalification documents. If not, it will probably be necessary to identify previous activities you or your partners have performed. The purpose is to show that you have done things in the past that will enable you to do the work proposed. Remember to include work that created any of the tools or resources that will be used in the proposed work. I have won many jobs by showing how we have created things in the past that enable us to execute the new work. Sometimes it is possible to show that others will have to do substantial catch-up to reach the same starting point.
Special Requirements- After you have completed the propsal, reread the RFP. Make sure you ask yourself whether there is anything required by the RFP that you have not addressed up to this point. Either get it into the proper section or cover it here. Any number of special concerns may have been identified by the RFP, you must address them all. Don’t leave anything to the imagination.
Do not be too long and do not be boring, but cover the necessary topics. If you proposal is more than a few pages, you may need a short half page summary that can grab the reviewers attention. They won’t waste their time with proposals that don’t offer a compelling story right away.
Other Resources
About.com grant writing
Non-profit guides
NIH Grant Writing Tips
Minnesota Council on Foundations
Lone Eagle Consulting Tips for Grant Writing
Proposal Pointers