Show Me the Money Survival Strategies for Successful Grant Proposals

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Show Me the Money Survival Strategies for
Successful Grant Proposals

• September 11, 2008 Williamsburg,VA
• State of the States in Head Injury
• 19th Annual Meeting
• The National Association of State Head Injury
  Administrators
• Marilyn Lash, MSW
• Lash Associates Publishing/Training Inc.
• Sharyl Helgeson, RN, PHN
• State of Minnesota

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Theres Hope - See the Possibilities
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Key StrategyUsing both perspectives Grant
Writers Grant Reviewers, to construct a
Successful Proposal
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Grant Contruction Very Brief Overview of some
key elements of Grant Writing

• Sharyl Helgeson, RN, PHN
• Project Director, Minnesota TBI Implementation
  Partnership Grant
• State Mental Health Trainer / Consultant,
  Minnesota Johnson Johnson Dartmouth Community
  Mental Health Grant
• Mental Health Program Consultant, Minnesota
  Department of Human Services, Adult Mental Health
  Division

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Fund ? ?Grant Raising Writing

• Important to distinguish activities, necessary
  skills
• Different types of grants require very different
  proposals / applications, processes
• Grantseeking may be Proactive or Reactive

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Grant Writing

• Technical writing
• Succinct clear strong
• Organized via outline
• Consistent throughout sections
• Written for Reviewer / for points in review
• Well researched, with current findings, and
  proofed
• Budget ??Proposal real

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10 Essential Qualities of Grantwriters, one list

• 1. Strong writing skills
• 2. Analytical and/or systems thinker
• 3. Ability to meet deadlines
• 4. Ability to follow directions
• 5. Analytical and intuitive reader (can read
  between the lines)

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10 Essential Qualities of Grantwriters

• 6. Skilled negotiator and facilitator
• 7. Knowledge and understanding of Community and
  People
• 8. Knowledge and understanding of Change Theory

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10 Essential Qualities of Grantwriters

• 9. Empathy for reading audience
• 10. Accepts criticism well, doesnt personalize
  document feedback
• from Burke Smith Works
• NOT

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Tools

• For ideas, design, planning, quality
  construction (often by a team / crew)
• For writing the right stuff the best way and
  sending it in the right direction

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Resources

• TBISERV Grant Alert !!
• Internet,
• Books,
• Courses, Seminars,
• Tapes, CDs,
• Consultants,
• Grant Writers,
• Newsletters, etc.

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Internet search "grant writing"
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Some Web Resources

• Grants.gov www.grants.gov
• The Foundation Center www.fdncenter.org
• Fundsnet www.fundsnetservices.com
• The Grantsmanship Center www.tgci.com
• Council on Foundations www.cof.org
• W.K. Kellogg Foundation www.wkkf.org

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Some Book Resources

• Browning, Bev. Grant Writing for Dummies, 2nd
  Edition, (2005), Wiley Publishing, Inc.
• Burke Smith, Nancy Works, E. Gabriel. The
  Complete Book of Grant Writing, (2006),
  Sourcebooks, Inc.
• Karsh, Ellen, Fox, Arlen Sue. The Only
  Grant-Writing Book Youll Ever Need, 2nd
  Edition, (2006), Basic Books.

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Planning Writing KEY

• How to tackle grant seeking and grant writing.
  Tools materials know how
• Good ideas / thinking / planning Good writing
  Good proposal, Better, Best...
• Relevance,Resourcefulness, Resources,
• Reality?? Possibilities

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Begin with the end in mind. -Stephen Covey-

• Plan,
• Act / Results,
• Evaluation,
• Plan,

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Strategies ? Proposal that

• Matches with potential partners priorities,
  initiatives, mission
• Matches with funders priorities, goals, mission
• Meets all grant requirements without a s t r e t
  c h
• Sells think job interview, think date(want
  match)
• Reviewers will GET

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Resources / Partners

• Relevance ??Reality
• DO NOT do just a Reality Check DO a Possibility
  Check
• Perspectivewhats in it for others?
• Agency initiatives, priorities is there a
  fit?
• Influence Information Relationships

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You need a RELEVANT idea / proposal, to relate to
potential partners and to funders.
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You dont want a NICE proposalDo you?

• NICE

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Possibilities Pause
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Nailing the Details Grant Announcements,
Requests for Proposals, Grant GuidancesDo
Study / Absorb / ActDont Skim / Assume /
DelayNote Necessary Steps, and
DetailsDeadlinesPurposeEligible
ApplicantsEstimated , , timelinesand
Required Content, Format, etc.
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Writing Word Processing

• If you must share writing efforts, plan ahead,
  make a checklist with writing plan / format,
  carefully scrutinize incoming pieces for
  consistent terms, consistent voice, tense of
  verbs, etc.
• Use word search feature to find and replace

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Dont trust Spellcheck!!!-or- why we really do
need cold proof-readers

• Does inpatient care impatient care ???
• Does breakout session freakout session ???
• Does objective objection ???

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DetailsDetailsDetailsCold Readers Proof
Readers are very key!Suggestion Offer to help
others with proofing, in exchange for their help
with yours.
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DetailsDetailsDetails

• Compulsive people can do better with proofing
• Organize, color code, whatever it takes! Trace
  those threads
• Divide Conquer, Dissect...
• Write, read to specific elements (e.g. budget),
  perspectives, over over. Double triple
  cross-check. Errors of omission commission.

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12 Rules for Effective Proposal Writing one list

• 1. Before writing, create an outline that exactly
  follows the funders guidelines, questions, or
  selection criteria for the proposal.
• 2. Write as you speak (or as you should speak) -
  not as a Shakespearean actor speaks or as your
  awesome 14 year-old nephew speaks.

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(you know)

• Be crisp, not cryptic. This isnt text messaging
  (or powerpoint). No sentence fragments.
• Be concise. Use words that are clear and strong,
  not flowery nor high-tone nor superfluous (you,
  know - extra). This is not literature / drama.

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12 Rules

• 3. At least double-think your choice of
  wordsnever accidentally or purposely use slang,
  or be imprecise or insensitive.
• 4. Dont exaggerate.
• 5. Buy a grammar book, use it.
• 6. and a dictionary and thesaurus, use it.

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12 Rules

• 7. Stick to the active voice
• 8. Keep your value judgments, controversial
  ideas, political points of view, sense of humor
  OUT.
• 9. Limit adjectives - readers stop believing them
  quickly when piled.
• 10. Dont use I, We, Our.

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12 Rules

• 11. Abbreviations and Acronyms confuse readers.
  Try to avoid, be careful and clear if using.
• 12. Few things you write are really common
  knowledge, even if they seem obvious to you.
  Readers want to see backup information, proof
  that what you say is true.
• from Karsh Fox

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5 Core Components for Building Grant Proposals

• Abstract or Executive Summary
• Statement of Need or Problem
• Project Description / Narrative
• Evaluation Plan
• Budget

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Narrative center / core, consistent with the
Grant Guidance or RFPyes - the rest of the
proposal must be consistent with the Narrative

• The purpose of the request should be summarized
  in one sentence.
• Set out clearly the primary point of a proposal
  in the first paragraph - dont wander, or you
  will cause readers to wade

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Narrative first, then the Abstract

• First gather all information for the Narrative.
  Anticipate attachments order them so you get
  them in timely manner.
• Outline using Grant headings.
• Just write first, refine later.
• Abstract must summarize Narratives key points.
  Starting with Abstract way too risky!

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Construction Basics Program Design Evaluation

• 1. Purpose Statement A one sentence, direct
  explanation of why you are seeking funds.
• 2. Goals Where your program or constituency aims
  to be when the grant funds are gone.

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Construction Basics Program Design Evaluation

• 3. Objectives Measurable benchmarks or specific
  steps that lead up to the accomplishment of
  goals. (Who will benefit, how, when, and by how
  much.)
• 4. Activities / Strategies Implementation tasks
  required to achieve your objectives.

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Construction Basics Program Design Evaluation

• 5. Timeline Explains when (start end for
  activities) each objective will be met.
• 6. Evaluation Shows how you will track the
  progress of objectives, what data collection will
  be used, who will conduct the evaluation.

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Goals are

• Clear, concise 1-sentence goals
• Action oriented
• Full of verbs
• Devoid of any specific measurements or timelines
• Clear regarding Target Population

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Objectives

• AKA Milestones, Benchmarks
• 3 types Process, Outcome, and Impact
• At least one for every Goal
• The SMART approach
• S specific
• M measurable
• A attainable
• R realistic
• T time bound

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Planning, AccountabilityProgram Logic Model

• Inputs resources needed
• Outputs measurable / tangible effects of
  activities
• Outcomes changes that will come about because of
  project activities initial, intermediate, and
  long-term
• Indicators data to be used to determine whether
  planned outcomes are met

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Evaluation Integrating into Program Design

• Evaluation Plans
• Clearly pertain to the objectives and clearly
  identify how one will know whether / when met
• Identify what type of information will be
  collected, how often, and by whom
• Identify who will analyze (using what framework)
  and report

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Outcome Evaluation

• What did you accomplish?
• How many participants were impacted in what
  ways?
• What overall difference did your project make?
• Is this project (or another like it) worth
  funding again?

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Budget

• Threads think of threads
• Do the Narrative and the Budget / Budget
  Justification match?
• Are there holes, details in the Narrative
  (especially in the Work Plan) that are
  unexplained in the Budget or- vice versa?
• Holes ?s ?s are not good!
• Explain in-kind you know how it fits
  together others need to know.

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Support Letters

• Early on identify, prioritize key support
  order so others anticipate write leave time
  for ?s, proofing.
• Inform writers of one page limit (warn
• if uncertain you will be able to use).
• Provide necessary, correct details key points
  bullets. Tell authors to write around
  points, in their own words. Leave time to Proof!
• FYI Support Letters are not an extension of the
  Narrative!
• DONT Write the Support Letters!!

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(Extreme) Makeover

• If you are resurrecting, doing extreme makeover
  of an old proposal, redo literature search,
  etc. reframe all AS NEEDED - no skimping!

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12 Principles of a Great Proactive Grant
Proposal, one list

• 1. Try a new approach
• 2. Have both expertise and outside help
• 3. Be determined
• 4. Do your homework
• 5. Work with others (do with, not to input into
  design, evaluation by people you are trying to
  help)
• 6. Improve human well-being

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12 Principles

• 7. Invest your own money
• 8. Make it comprehensive (complex problems
  require holistic solutions)
• 9. Collaborate (mobilize others)
• 10. Evaluate
• 11. Plan for sustainability
• 12. Look for broader impact (potential for
  replication)
• Dr. Joel Orosz, A Great Grant Proposal. In Burke
  Smith Works (WK Kellogg Foundation)

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Success

• Wrapping up all the necessary grant proposal
  details completing the plan, on time, within
  resources, and up to code
• Results are clearly sturdy (no holes) and
  functional as well as attractive and easy to
  sell

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Now for another perspective that of the
Building Inspector/ Grant Reviewer
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How to shoot yourself in the foot -or- how to
tank your proposal with the reviewers

• Marilyn Lash, MSW
• Lash and Associates Publishing/Training, Inc.

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Tip 1 Youre not miracle man

• Too broad an idea.
• Lets change the world.
• There is nothing we cant do if you just give us
  the money.

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Tip 2 Signs of foot in mouth disease

• Use politically incorrect language for the
  reviewers.
• Make it as complicated as possible.
• Use more words and syllables.
• Length equals good.
• Kitchen sink syndrome.

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Tip 3 Ignore the instructions

• Ill do it my way.
• Formatting directions arent important.
• Headings have nothing to do with scoring.
• Go over the length limits.
• Plagiarize no one will know.

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Tip 4 Aggravate the reviewers

• Make them work for it!
• A proposal is not a scavenger hunt.
• Let them guess.
• My logic is better than their logic.
• Ill do it the way I want.
• Stuff the appendix with leftovers.

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Tip 5 Front end loading

• This is sooooo important.
• We are soooo great.
• Ive read every article about this.
• Running on empty toward the end.

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Tip 6 Skip the details

• You wont just take my word for it?
• Oh, I have to tell you how well do it?
• What are work plans?
• People have to be qualified?
• Time doesnt matter.

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Tip 7 Pot of gold at end of the rainbow

• Just trust mewith the money.
• Shall I buy a Cadillac or Volkswagon?
• Padding the budget.
• Overstretching the budget.

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Tip 8 Evaluation is not important

• Who cares? We already spent the money.
• Just do lots of things and youll look good.
• Tack it on at the end of the last year.
• Dont measure anything.
• Hire a consultant to do it.

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So why do it? Why go through all this aggravation?

• Define your job.
• Keep your job.
• Meet a special interest.
• Security vs. instability.
• Hitch your wagon to a star.

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What did you say? Why seek grants?

• Need for funding is forever.
• Grants can start something, can keep programs
  going.
• New grant funding is announced continuously.
• Grant applications that are rejected may be
  reworked, redirected, better matched.
• Stakeholders, constituents,
• co-workers depend on you.

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Summary

• Ideas / thinking / planning writing proposal
• Research using Tools, Resources
• Strategize to locate partners
• Strategize with partners
• Relevance, focus, clarity, realities
  ??possibilities (now future)
• Believe, obey parameters in grant guidance or
  request for proposal
• WRITE FOR REVIEW

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Summary Tips, one last list

• 1. Use the Active Voice.
• 2. Explain Acronyms, terms.
• 3. Form alliances (but must be based on best,
  most cost-effective, not just because).
• 4. Keep Research Data up-to-date.

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Summary Tips, one last list

• 5. Follow Instructions, format.
• 6. Develop strong Goals, Objectives, Action
  Steps, and Timelines.
• 7. Write Abstract or Summary last.
• 8. Check your Budget accurate, realistic,
  reasonable?

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Summary Tips, one last list

• 9. Plan for letters of support.
• 10. Know your audience.
• 11. Watch trends in Funding.
• 12. Enlist Draft Reviewers.
• 13. Be Proactiveyou can plan, then seek funding.
• from Burke Smith Works

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If timeQuestions? Exchange?

• Practical Tips
• Great Resources
• Lessons Learned
• What do you think?scenarios
• How, where do you get support?
• Thank you for all your attention efforts!

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Your Skill Effort Good Luck?Better
Luck?Best of Luck!

• Sharyl Helgeson
• sharyl.helgeson_at_state.mn.us
• Marilyn Lash
• mlyn_at_lapublishing.com