Novice
grant writers usually charge into RFPs (Requests for Funding Proposals) with
the naïve daring of a skydiver with no parachute. They do this not realizing how complicated
RFPs can be or how much information needs to be managed to create a successful
grant application. They think they can just memorize everything in the RFP and
start writing their application. Big
mistake. No way they remember everything
in the RFP. A hasty start like this
usually results in an unsuccessful grant application. They miss little things
that are big things. For example, in a recent Ohio eTech RFP, each applying
school district was required to send someone to evaluate grant applications.
The applicants didn’t notice this requirement deep in the RFP. They were awarded over $100,000 only to have
the award voided because they did not provide an evaluator. Oops!
My
first column was designed to slow the novice grant writer to a crawl. In that
column, I recommended first creating a new folder on your computer desktop,
giving the folder a project name, and putting any digital district document
resources into the new project folder. I
know what you’re thinking………… “Dr.
Brooks, when are we going to start writing the grant? We are wasting
time.” No, you’re not. In this column I
will describe the heart of GrantSuccess. I will describe the rationale and
construction of three prewriting documents that will increase the quality of
any grant application. GrantSuccess helps the novice applicant
have a better shot at funding. GrantSuccess makes the experienced grant
writer more efficient.
First,
create three new Word documents. Label
them Action Summary, Grant Writing Guide and Key Vocabulary, respectively. Put
them in the Project folder. Then open
the RFP and the Action Summary document on your desktop. In the case of all three documents, you will
be taking text from the RFP and pasting it into the appropriate prewriting
document.
The Action Summary: All RFPs have “actions” that need to be taken
by applicants to successfully apply for funding. The Action Summary is the place where you
list all these actions. The Action Summary includes information such as grant
contacts, due date, page limits, font size and margins, letter of intent requirements,
online application requirements, review dates, award dates, etc. You read the
RFP for anything that sounds like something you have to do. It all goes on this page. This document gives anyone on your team one
place to find all the grant requirements.
One person can construct this document.
I put this document on the left hand side of my writing space. You
aren’t grant writing yet. Slow
down.
The Grant Writing
Guide: Somewhere in the RFP is the “Grant
Narrative.” The grant narrative is
usually organized into sections and includes headings like abstract, vision,
mission, need, goals, objectives, actions, action timeline, participant
experience, budget, budget narrative, evaluation plan and summary. Once you find the narrative section, copy and
paste it to the Grant Writing Guide document.
Every RFP has guidelines, suggestions for content and in some cases even
evaluation rubrics for sections of the narrative. Copy and paste any information that looks
relevant to each section of the narrative under the narrative headings in your
Grant Writing Guide. I once found the
evaluation rubrics for narrative sections 74 pages deep in an RFP! The novice would have missed this. I found it and the language of the rubrics
informed my writing. Put the phase WRITE
TEXT HERE under the information found for each narrative section. This is where
you will do your informed writing. The requirements for each section should be
right above where you will be creating text.
Now, you have a guide that you
can circulate to everyone on your grant writing team.
Key Vocabulary List: Novice grant writers use their own
words. Experienced grant writers use RFP
key words and phases. As you review the
RFP, copy and paste all-important words and phrases into one, easy to reference
list. I enlarge and boldface these terms
and phrases so they stand out as I am writing.
If I need a word, I look at the Key Vocabulary List. If the phrase
“systemic integration of technology” appears time and again in the RFP, then it
should be on your Key Vocabulary List and appear time and again in your grant
application. Evaluation rubrics are
often constructed from the language of RFPs.
I put this list on the right side of my writing space close to my
computer.
Imagine
you are a symphony conductor. Your mouse
and keyboard are your batons. Your project folder is in front of the (program).
Your Grant Writing Guide is open on your screen (score). Your Action Summary is on your left (first
and second violins). Key Vocabulary is
on your right (cellos and violas). Now,
you are ready to compose. I always write
to sounds of classical music.