GRANT WRITING FROM A FUNDER’S PERSPECTIVE

Diane R. Bessel and Donald W. MattesonYoung Non-Profit Professionals Network Conference 2015

GOALS OF TODAY’S SESSION

Provide Overview of the Process

Suggest Helpful Tips from Funder’s Perspective

Answer General Grant Writing Questions

Demystify Grant Writing/Reviewing Process

THE PROCESS

Determining Your Needs

Deciding to Apply

Writing the Actual

Proposal

Following Through on

Request

Preparing for the Next

Opportunity

THE PROCESS

1. Determining Your Needs▪ Generating (and Maintaining) a Funding Wish List▪ Determining Types of Funding Needed▪ Engaging in Reconnaissance (Know Your Funder)▪ Matching Your Ask with the Funder

2. Deciding to Apply3. Writing the Actual Proposal4. Following Through on Request5. Preparing for Next Opportunity

DETERMINING YOUR NEEDS

Funding Needed for Your Program/Organization▪ Community Needs Assessment▪ Client-Identified Needs▪ Staff/Volunteer Feedback▪ New Standards/Best Practices▪ Program Budget

Use Materials to Generate a Funding Wish List

GENERATING YOUR WISH LIST

Funding Needed for Your Program/Organization

▪Must Haves (e.g., core staffing, program materials)▪Nice to Haves (e.g., program expansions, ▪Luxuries (e.g., full staff conference/trainings)

Should Include Budget Items/Estimated Costs Ideally Includes Items at Different “Price Points”

TYPES OF FUNDING

Initial Program/Project Support Funding for expenses associated with

implementing programs or projects

Sustainability Support Funding for maintaining social programs Includes funding for core program activities

TYPES OF FUNDING

Capital Support Buildings, remodeling, large equipment, non-

renewable resources Operating or General Operating Support

Salaries, rent, supplies, equipment, copier, phoneEndowment Support

Raised, invested, and set-aside; interest contributes to operating costs

ENGAGING IN RECONNAISSANCE

Know Your Potential Funder(s) Who Funds What? ▪ Types of Funding?▪ Programming Interests?

What/Who Have They Funded In Past? Recently? What Decision-Making Process Do They Follow? Timelines?

TYPES OF FUNDERS AND HOW TO LOCATE THEM?

TYPES OF FUNDERS

Foundations Family Foundations (e.g., Tower Foundation) Community Foundations (e.g., CFGB) Independent Foundations (e.g., Health Foundation) Corporate Foundations (e.g., M&T Foundation) Corporate Giving Programs (e.g., Heintz, Microsoft)

Community Funds (e.g., United Way) Corporate Support Government Support

FOUNDATION SUPPORT

Advantages Less Restrictive; Fairly Flexible Use for New Programming Seal of Approval; Getting Foot in the Door Leverage Other Monies (Matching)

Disadvantages Diversity of the Field; Wide Ranging Irregular Process – Can be Unpredictable Can be a Bit Quirky

COMMUNITY FUNDS

Advantages Typically Provide Sustainability Funding Open Competition Often Comes With Additional Resources

Disadvantages Limited Pool of Dollars Available Lots of Applicants Can Become Politicized

CORPORATE SUPPORT

Advantages Less Restrictive; Fairly Flexible Often Fewer, if any, Reporting Requirements Limited Evaluation

Disadvantages Require Publicity as Part of Contribution Multiple Sponsors Breed Competition Want New “Products”

GOVERNMENT SUPPORT

Advantages Once in the System, You Can Stay in System Mandated Services – Can Be Lucrative Organization Gains Credibility Money Begets Money and Access To Political Officials

Disadvantages Changes With Administration; Policy-based Time Limited – May Need to Complete Renewals Some Foundations Won’t Fund Those with Federal Support Bureaucracy – Record-keeping, Paperwork Legal Responsibilities – Culpability; Documentation Cash Flow Challenges - Purchase Of Service Contracts

MATCHING ASK WITH FUNDER

Does Your Request Match with Funder? Review Funder Website Lists of Past and Recent Funding Review IRS Form 990 Phone or Email Inquiry (Be Careful!) Internet Search: Press Clippings

http://foundationcenter.org/findfunders/

Prospecting Research

Government Grant Sites

The Foundation Center

GuideStar

GuideStar (www.guidestar.org)

Example: Form 990

STEPS IN THE PROCESS

1. Determining Your Needs2. Deciding to Apply

▪ Review Request For Proposals/Guidelines Thoroughly▪ Attend Information Sessions▪ Determine Goodness of Fit

3. Writing the Actual Proposal4. Following Through on Request5. Preparing for Next Opportunity

REVIEWING RFP/GUIDELINES

Request for Proposals (RFP)/Guidelines are the funder’s way of articulating their interests.

Lots of Work Goes into Crafting RFP/Guidelines

Read Thoroughly! Watch for Any Revisions (Government) Review Frequently Asked Questions

RFP/Guidelines = Reading Tea Leaves!

ATTEND INFORMATION SESSIONS

Can be Brutally Boring, But Very Important! Why Attend?:

Hear from Funder Firsthand About Interests Ask Questions (Read RFP/Guidelines in Advance) See Who Else is in the Mix Hear Other People’s Questions (Get Ideas) Demonstrate Interest/Relationship Building

Note: Opportunities to speak directly with funders are time-limited!

DETERMINE GOODNESS OF FIT

Step Into the Role of the Funder: How will program help funder to meet their goals? Does the program “fit” with other funded programs? Does the program “match” with priorities? How well-aligned is the program with funder?

SIMPLE TIP: If you say, “If you look at it this way when explaining your

program….IT IS NOT ALIGNED!

DETERMINE GOODNESS OF FIT

Just as fund seekers have needs, so do funders: Board/Trustees Family Members Individual Donors Customers/Shareholders Constituencies

Help funders meet their needs with your project!

THE PROCESS

1. Determining Your Needs2. Deciding to Apply3. Writing the Actual Proposal

Typical Parts of the Proposal Dolling Out Responsibilities Hiring a Grant Writer? Getting To Intent of Questions Selling Yourself Don’t Mess Up on the Easy Stuff

4. Following Through on Request5. Preparing for Next Opportunity

TYPICAL PARTS OF PROPOSAL

Cover Letter Summary Problem Statement Organizational Background Program Design Evaluation Budget Sustainability

COVER LETTER

FIRST LOOK! Address to President/CEO (unless specified) Get the name right! Spelling, Grammar, and Punctuation! Name of Organization Requested Amount Brief Description of Project Courtesy – Glad to Work With YOU! Contact – Happy to Talk About IT!

SUMMARY

SHORT AND SUCCINCT! Name of Organization Name of Program Requested Amount Brief Description of Project Use of Funds Anticipated Outcomes

PROBLEM STATEMENT

MAKE IT COMPELLING – PAINT A PICTURE! Document Need Using Data

Census Data /Community Indicators Local Data: Surveys, Focus Groups, Supporting Literature/Research Client Records

Avoid: Undocumented Assertions Lack of Credible Sources Too Many Anecdotes Being Too Gimicky / Schmaltzy Know Your Audience

ORGANIZATIONAL BACKGROUND

WHY IS ORGANIZATION RIGHT FIT? Mission and Vision Location Leadership Experience/Previous Related Work Organizational Credentials/Capability

Specially Trained or Qualified Staff Work with Special Population

Complementary Programming

PROGRAM DESIGN

CLEAR & WELL THOUGHT THROUGH Target Population Program Structure/Processes Connection to Research (Best/Promising Practices) Program Staffing (Roles and Responsibilities)

Highlight: Efforts to Specifically Address Need Special Features of Program Organizational/Program Strengths

EVALUATION

PROGRAM PERFORMANCE METRICS Goals Related to:

Outputs Outcomes Quality (Including Consumer Input)

Looking at Level of Sophistication Qualitative vs. Quantitative Results Use of Internal vs. External Evaluator

BUDGET

FUNDERS OFTEN LOOK HERE FIRST Reflects underlying thinking of what is needed to

successfully run program

Budget Narrative Also Known as “Budget Justification” Explains how the costs were estimated Justifies the need for each budget item

BUDGET TERMINOLOGY

Direct Costs (Program Costs) Indirect Costs (Administration)

Fixed Costs (Cost of Doing Business) Variable Costs (Shifting Costs – Implementation)

BUDGET ITEMS

Personnel Fringe Benefits Non-Personnel Costs:

Occupancy Supplies Printing/Copies Postage Marketing Dues/Subscriptions Staff Development Consultants/Trainers

Insurance (Liability, D&O) Local Travel Conference Travel Small Equipment Equipment Maintenance Direct Assistance Telephone/Internet Evaluation (~10%)

REVENUE

Resources Available In Support of Project Includes:

Grant Funding Contracts In-Kind Contributions Donations Volunteer Time ($23.07 National; $26.06 NYS)

SUSTAINABILITY

FUTURE PLANS How will you pay for programming after initial

investment is spent?

The larger the ask, the more detailed the sustainability plan

DOLLING OUT RESPONSIBILITIES

Lots of Things to Do When Writing A Grant Select Most Qualified Person for Each Role

Organizer Conceptualizer / “Dreamer” Researcher Program Person Budget Person Paperwork Relationship

HIRING A GRANT WRITER

Needs Intimate Knowledge of Org/Program Ensure Material is Customized To Program Be Aware of Their Competing Demands Be Explicit About Intellectual Property Use A Set Fee Schedule (Do Not Award %) Establish Policy Around Missed Deadlines Assign Staff Person to Assist Grant Writer

GETTING TO INTENT OF QUESTIONS

Ask yourself: Why is the funder asking this question? What do they want to learn by asking it? How can we demonstrate STRENGTH in response? How can we be both clear and concise?

LET POINTS/WEIGHTING BE YOUR GUIDE!

SELLING YOURSELF

Keep in mind that reviewers are often reading multiple proposals for same programming.

Make sure your proposal stands out in the pile – IN A GOOD WAY!

Whenever possible, describe how your program is best and why

DON’T MESS UP THE EASY STUFF

Make It Easy For Reviewers to Find Information They Need: Follow Directions (including Format Given) Answer the Questions

As Asked (In Order Given; Using Parameters) Answer Completely

Keep it Clear and Concise Don’t Ask For Special Consideration Get Proposal In On Time

THE PROCESS

1. Determining Your Needs2. Deciding to Apply3. Writing the Actual Proposal4. Following Through on Request

Addressing Funder Questions Securing Feedback

5. Preparing for Next Opportunity

ADDRESSING FUNDER QUESTIONS

When Funders Ask Questions, it is NOT Because They Have Not Read the Proposal.

Most Funders Review Each Proposal at Least 2-3 Times Before Beginning to Assess It.

When Asking Questions, They are Looking for Greater Detail or Clarity.

ADDRESSING FUNDER QUESTIONS

Keep in Mind, Program Staff are Often Your Best Advocates When Funding Decisions Are Made.

Help Them to Help You By Providing Them with The Information They Need.

SECURING FEEDBACK

Whether You Secure Funding or Not, it is Always to Your Benefit to Secure Feedback

In Many Cases, Funders Can Provide You With Information About How Your Application was Viewed By the Reviewers Or May Be Able to Provide You with Scores

They Can Also Suggest Areas for Improvement

SECURING FEEDBACK No Matter the Result, Remember the Decision Is

Rarely Personal

Funders have Limited Dollars to Provide and Have to Make Difficult Decisions As A Result

Keep in Mind, the Importance of Relationships and the Need to Develop an Open, Honest Dialogue With Funders

THE PROCESS

1. Determining Your Needs2. Deciding to Apply3. Writing the Actual Proposal4. Following Through on Request5. Preparing for Next Opportunity

Debrief the Process Use Feedback to Strengthen Future Work

DEBRIEF THE PROCESS

Following Every Application, Bring The Grant Writing Team Together To Determine: What Went Right? What Went Wrong? How Can We Improve Next Time?

Put Systems in Place to Address Any Identified Concerns Before It Happens Again!

USE FEEDBACK TO STRENGTHEN FUTURE WORK

Use Any Feedback Given In A Constructive Manner By Determining: What was Strong In Our Application? Where Could Application Have Been Improved? What Steps Should be Taken Before the Next Funding

Opportunity?

Be Sure to Follow Through

FINAL THOUGHTS

KNOW YOUR FUNDER! Read the RFP/GUIDELINES thoroughly Attend/listen to INFORMATION SESSIONS Assign RESPONSIBILITIES ANSWER THE QUESTIONS Don’t UNDERESTIMATE TIME IT TAKES! Make it EASY To Fund Program! DON’T SEND IT LATE. Secure FEEDBACK For Next Time