Advanced Grant-Writing, Prospecting & Stewardship

Editor's Notes

• #2: Time: 2 minutesI introduce myself and learn the names of my guests. I introduce the title of the presentation. I express my appreciation for the opportunity to share this information – and solicit some feedback – from other development professionals.The information in this proposal is rooted in lessons learned from twenty years of grant-seeking and/or research into most respected texts in the field.The presentation should take about an 1.5 hours, including a ten-minute break at the forty-five minute mark, and a ten-minute Q&A session at the end.
• #3: Time: 1 minutesIn a nutshell, the patterns at the local, state and national levels is very clear. In my research, organizations with similar mission and successful grants program have developed relationships with national “invitation-only” foundations. So how are we going to do that?
• #4: Time: 2 MinutesI can think of two strategic initiatives:Secure and leverage large federal grants to open new doors and gain additional credibility among local/state donors making large grants for operating support.Invest in relationship mapping (present one-minute overview) to build bridges into the Board of Directors these foundations.The strategies are not mutually exclusive. They are the two components of an integrated strategy to create and nurture relationships with major grantors.
• #5: Time: 4 Minutes1. Primary Strategies:What is relationship-mapping? In the 4th edition of David G. Bauer’s the How To Grants Manual, relationship mapping is a new subscription-based software product that displays the web of relationships between more than 80,000 Board of Directors. It also offers an additional service called Foundation Screen that compares your donor/member lists to names on these Board of Directors.2. Secondary Strategies:I have mixed feelings about the Foundation Directory online. The information is often old; and from my research, I found that the overwhelming majority of major gifts came from foundations with a closed application process; so they would not come up as prospects in a standard searches. The Foundation Directory is a good way of analyzing certain trends, and individual prospects of foundation and the donor lists of similar organizations– but I don’t think it is one’s primary source of prospects.I can think of two major county/city grants that came from these publications, ranging from 15k – 35K. You should scan them for local news – not just for funding opportunities – but to review the local business/philanthropic resources.
• #6: Time: 3 Minutes2. Who makes the best contact or internal? First, the decision-maker. Second, anyone that has influence with the decision-maker.E.G. $2,500 ART sponsorship – GTE internetworking.Roommate was PR assistant who coordinated application process.Ours always ended up on top of the stack.II. Secondary Strategies:1) E.G. Wachovia Foundation $25,000 sponsorship2) CHRIS Kids – BellSouth CEO anecdote
• #7: Time: 1 Minutes This is a supplemental report - attached to your detailed grants report. Deciding how to prioritize grants is often an instinctive assessment based on fit, gift size, deadline, perceived likelihood of success and I do not believe that there is always a quantitative answer to this question. Trust your gut – but if you have mixed feelings – try giving it some kind of weighted score – perhaps. BUT - I like this particular report because it helps you gauge progress toward specific charitable targets – and where you are falling behind in relation to the FY timeline. This tool will BALANCE your grant-writing priorities when influence are pulling you one way or the other. (e.g. CHRIS Kids)
• #8: Time: 5 Minutes These are the highest points of leverage – if you implement these methods over time, you will succeed -IMPORTANT: Your job is not applying for grants – your job is getting the grant award – there are lots of variables at play in this process that extend beyond writing the perfect proposal.Can’t do all you need to do w/o maximum lead timeAbsolute must – what does the donor want (e.g. grant reviewer on my shoulder/inner critic)Sounds counter-intuitive- and I have been overridden on this one. This is especially true with NEW relationships and federal grants – depending on the strength of the FIT, base request on percentage of ceiling amount or event the average gift award to get in the door.Otherwise, it can easily look like you padded the budget to get to the ceiling amount (Board members see too much of that – it comes across as manipulative – be transparent about resources/needs) I know that I have lost at least one significant, time-consuming grant b/c someone insisted on requesting the ceiling amount (names withheld to protect the guilty). If the maximum allowable request is $200,000, I will shoot for $175,500 or around that area. Why? It shows that you are not greedy – it shows that you have not padded your project budget so you can request the maximum amount. It makes your request look perfunctory – Instead, impress them with your due diligence.When applying to new opportunities, it is especially important to exercise caution in this area. If you have a great, long-term relationship to donor – go ahead and call and ask – is it OK to ask for full amount – but even then, you need to have a rationale or you look desperate.7 & 10) I have been a grant reviewer. I reviewed five proposals from organizations, with very similar missions, competing for the same source of federal funds. I was astonished by the lack of consistency in numbers. And because I knew this sector well - whether intentionally or not - some applicant misrepresented their competitors. There were wide disparities in numbers used to justify need –but no one bothered to cite references for their numbers and other “facts” that bolstered their case. Also bear in mind that many grant reviewers have academic backgrounds. So…always cite your references with footnotes, endnotes and/or bibliographies – stand out above the crowd and edge out on the competition with your professional standards!E.G. If the organization has debt – but is paying it off ahead of schedule – make sure to highlight that fact in the proposal. Real life example: I know of an organization that incurred $250,000 in debt between 2008-2010. But in 2011, they rebounded and paid off half that debt within a year. This turns a weakness into an achievement. 9) You need to compose your grant, with the voice of the reviewer whispering in your ear. Imagine the reviewer swamped with applications, falling asleep on a stack of them. Assume that the grant-writer spends maybe two minutes on each application as a first pass and them returns to a winnowed stack of “keepers.” Remember that FR is sales and grants are sales proposals (in essence). Figure what aspects of your program/organization/community will appeal to the grant reviewer and highlight them (bullet points, bold and underline). But be judicious – don’t overdue it! 11) Research study 10,000 fed grant applicants – smart, prepoposal contact with donor increases chances of success three-fold!
• #9: Time: 4 MinutesPlease note: Normally, I would display this information as the two-page spread in a small brochure. So the screen does look crowded. Not how I would present it to a donor.5) Strengthen Case & Project GoalsI raised $100,000 – with a very similar chart – to build two new Spay/Neuter Clinics for a humane society in Atlanta. $50,000 from Purina and $50,000 from Southern Hope. Received a lot of praise from prominent local business man and philanthropist. He had never seen this approach in a proposal – and he kept coming back to it.It tells a positive story usingsimple, practical tools. It states your case in business terms. THIS CASE STATEMENT USES BOTH QUALITATIVE AND QUANTITATVE METHODS TO TELL A POWERFUL STORY THAT APPEALS TO ALL KINDS OF PROSPECTS/DONORS.What do you think makes this Case Statement strong (or weak)?It provides a quick, visual snapshot of – Organization and its servicesSustained, long-term growth in servicesRationale behind your projected services for next year (didn’t invent strategic goals out of thin air).4) The organization's role in responding to national problems that appeal to donors otherwise not so interested in your mission: natural diasters. Military families, etc..5) Ability to react in changing circumstance/community needsEspecially impressive to corporate donors that most likely grasp concepts like Average Annual Growth Rates quickly.
• #10: Time: 3 MinutesAgain – each component of the grant TELLS the story and highlights you strengths.Cost-Effective (e.g. Partnerships, Inkind sources, volunteers, 8.2% overhead ratio)Each Cost is Justified. Funding Sources are Diversified. Matching Sources are Defined.Shows scope of public/volunteer supportRequest is not “padded”Big Picture budgets speak to your multiple efficienciesAgain – to the extent possible – every component of your proposal should tell a great story –This kind of budget speaks to your organizational strengths:
• #11: Time: 2 MinutesTime for a five-minute break?How does this passage represent a smart use of statistics?It is GRANULAR (Highly Specific) – these statistics go right into the heart of those pockets of poverty – where our services were concentrated. Beaufort County is the wealthiest county in South Carolina. Without this kind of compelling, granular data, I would not have a case.It is RELEVANT – I avoid the use of national or state statistics that do not accurately describe the conditions in the targeted communities. They are irrelevant to your proposal because – while they might define a NATIONAL need for your services, they have nothing to do with circumstances in your particular neck of the woods.It is STANDARD. While the Census is hardly perfectly, it is the accepted industry standard for demographic information – and the only source that provide your argument with such a powerful focus.Consider for example these contrasting statements, from a hypothetical grant, written to support a domestic abuse shelters that serves only Charleston County.a) “South Carolina ranks 4th in homicides where the victim is female, and the perpetrator is a male spouse, companion or partner.”It describes an atrocious problem, but the scope is too wide and its relationship to domestic abuse is tangential.Now how about this?b) Our shelter can house a maximum of 50 victims of domestic abuse and their children. However, we function at full capacity 90% of the time, and we have a waiting list that varies between 20-25 women and children throughout the year. Ninety-five per cent of our clients reside in census tract 3.4.5 – eighty per cent are racial minorities and average family income is $13,550Much stronger – When working with a client – I always ask about WAITING LISTS – like Big Brothers Best Sisters – waiting lists are the best way to talk about demand for services (need).
• #12: Time: 3 MinutesEnsuring Adequate Lead Time: (If there is enough time – do a quick tutorial of grants.gov. Show impact of Boolean protocols) Remind them: Lots of other free sources – should use them all – Regardless of what the RFP says – TALK THE DESK OFFICER – information changes in a heart beat . Ask desk officer questions like – do you know any other RFPs that might fit our program. When I come to Washington, who should I schedule a meeting with? What key terms would you use to search for this project? 2 C-E – Most important components of an excellent proposal – most GW write the narrative first – BIG mistake – get your other ducks in a row and then the project narrative/budget narrative are easy to write. Get as much lead time as possible – work in increments over time – keep partners involved. It is a morass of –sometimes faulty – information. Always call the desk officer to ensure that you have the right information. Make sure to sign up for email notifications – RFPs come and go – last-minutes requirements, etc… E.G. “National Wildlife Foundation” 1) Contact Past grantees (outside geographic area). Politely ask to see a copy of their proposal – two or three examles. 2) Can you contact a past reviewer. If so – send email – ask specific questions about what qualities defined a winning application. 3) Going to Washington – call desk officer – who should I meet with? 4) Getting the meeting: I am coming to Washington on….can you meet. Be prepared – ask smart questions – dn’t ask questions already answered in the RFP15 second elevator speech:Need in your areaWhy you are best organization to solve problemWant to discuss the GRANTOR’s priorities to formulate the best approachIF NOT – would she review concept paper – and talk on phone at later date.Other critical sources of info. Than rfpSuggested askChances of success (how many are submitted/awarded.How to handle the matching requirementsWhat are common weaknessesWhat are common qualities of a winning proposal?Can you describe the review process? Can we have a copy of the review packet?Must have a project plan (I use MS Project – but SmartDraw (www.smartdraw.com) is half the cost ($300) – if you have a student ID –can get MS Project for 100-200$$$.Quick Tip: Title Page – Key Words critical (show title of GFL grant)2) Constructing The Strongest Proposal: Important to remember: Bureaucrats are people too! Process for Writing a Federal RFP: Gather your information – convene your partners – leverage their collective wisdom and contacts – develop a comprehensive, strategic project plan, develop your big-picture budget – and then you have everything you need to complete the narrative in minimal drafts. The budget narrative should pop right in place. Partners (and of course supervisors) should review rough draft – make it perfect! Speak the language!F) Very important!Get started earlyInfluence and expertise – and a stake in the project.Each letter must be written in a different voice.Each letter (form partners) must specify and quantify their role in the project, confirming their commitment to certain outcomes: E.G. For the purpose of this proposal, the Department of Natural Resources has committed to provide 24-hour transportation of sick and wounded, endangered sea turtles, detailed in the strategic project plan. DO NOT submit a stack of vague support letters – written from a template – that all sound alike – it is a grant-killer! If you are submitting the grant as a hard copy, submit the original letters of support – on letterhead.
• #13: Time: 3 MinutesDifferent kinds of federal grants:1. Categorical: Single, focused area of interest1. Formula: Funds channeled to states based on formula (e.g. census data) and regranted to agencies by state pass-throughsBlock: Funds channeled to states in blocks – states determine need and allocate to different programs accordingly Contracts: Like Medicare reimbursements – compete with for-profits. State Agency: Funds award to particular state agency (FWS) then regranted through competitive application process.IMPORTANt: Is the desk officer telling you these are dire times – really – you should not bother submitting an application. Remember that when word gets out that federal funds are drying up, fewer people apply. (Bauer, David G.) Most desk officers are helpful and pleasant – some have their own reasons for discouraging applications. If you believe on the fit – and you have your ducks in a row – don’t let them persuade you (even a rejected federal RFP – if properly prepared – serves as a great template for other RFPs.Preparing for the deadline: Get to know the system – lots of registration requirements – different for different RFPs. Indirect cost rate – federally approved rate for overhead/admin expenses for your organization. It is hard to get – your finance dept would have to do - and it is usually rejected the first couple of times. But it is GREAT to have – simplifies the budget and make you a more credible applicant b/c you have been through this process. I have a booklet that describes how federal grants are reviewed – also ask the desk officer.Why is this so important – E.G. $50,000 LFCB grant – desk officer told me to make liberal use of repetition and references to other components of the proposal – because each component reviewed and scored individually – this strategy worked. LCFB received this grant for at least five years – probably longer. Total value of that phone call: $250K - $500K. How to Leverage Federal Grant Awards: $750,000 GLF grant – brought in another $750,000 in matching gifts – major gift from new grant-maker, bringing the total amount raised to $1.5 million for this project. Federal Funds open new doors – provide excellent templates for other proposals – lends instant credibility to your project. For this reason, always check Federal Funds first!
• #14: Time: 3 MinutesSo what is moves management anyway? It is very simple – planning a series of steps (e.g. invitation to donor appreciation/prospecting event) that move the prospect toward giving you the green light to ask for a gift/grant.
• #15: Time: 3 Minutes Enlightened self-interest. Used to be – corporate foundations were required by law to make contributions related to their industry. Supreme court decision changed this in the fifties. Still – corporate foundations look for a “return on investment.” The more you use business language (without too much JARGON) - and the more you make SENSIBLE use of business principles – the more seriously they will take you. Very important to use the right vocabulary – you are asking for an investment not a gift, ROI for employees, customers, economy/community. Develop a list of products and services that might be related to your project and look them up at US NAICS at Library (North American Industry Classification System – search with key words You should always invite your vendors to become sponsors. If you have a Board Member, for example, who is the regional manager of a major grocery-store chain, he has tons of vendors that need to keep him happy (this is largely how we save the LCFB’s Chefs Feast). But you BANKER – most banks manage private family foundations, charitable trusts and other financial instruments. If you have a significant checking account at a large bank, they should be willing to either throw you some sponsorship money or help you get a grant through one of the numerous foundations under their auspices. (e.g. Wells Fargo). Get to know someone in Wealth Management.2) Most corporate coffers have dried up by February. If you seeking event sponsorships, have you who, what, when, where and how much figured out by January of the year of the event. Packages should include cover letter signed by bet contact, sponsorship levels/benefits, press clippings from previous year, list of sponsors from previous years, response form (ask them to spell the company name Exactly as listed in the program – and send them a thank-you letter confirming the spelling/formatting of the company name), and self-addressed stamped envelope.Pursue neglected pockets of discretionary fund. This is a bit of a misnomer – there is no such thing as a neglected pocket of discretionary spending. Here’s what I mean – In larger companies, the Foundations are deluged with grant requests, the Community Affairs Department is swamped with requests for sponsorships, but many senior managers have discretionary funds for diversity affairs, etc…5) Like any other profession, MBAs respond to business talk. But there is a need for balance here. Position the language toward their mindset – but do not use too much jargon. Use your common sense here.E.G. CHRIS Kids – two steps to BellSouth CEO.Most largest companies have simple guides to how they expect to be represented in your publications.
• #16: Time: 3 Minutes Unlike larger cities, there is not a strong philanthropic infrastructure in Charleston. In Boston, for example, if I wanted to pursue a grant from a major back, there was a contact person, priorities and process in place. That’s not true here…it’s still a question of playing connect-the-dots to the decision-maker – more effort, smaller gifts. That’s just the reality of this environment – another reasons to reach out, through an extended web of advocates, to larger national foundations. However, you cannot forsake the community. A lot of grants – especially corporate grants – you need grassroots/employee support (Good examples: Target, UPS) Local clearinghouse of philanthropy – good relationships with CF staff can lead to all sorts of good things My longtime relationship with them has yielded a number of major gifts including a) TELL STORY: $60,000 CYDC Capital Campaign, b) $100,000 CYDC Capital Campaign, c) $50,000 Gift to LCFB Capital Campaign, etc… They are a portal to major gifts from donor designated funds and major gift donors – and they sometimes bring them to your doorstep. Otherwise, you should attend their Open Houses and other events – you will meet a lot of prospects this way. There is good reason to stay in touch with them. Glance at the their Board Lists, read their newsletters for info. about new funding opportunities. Pick their brains about what’s going on – and who is doing what. And keep them informed about you and what you are doing – since they are often where potential donors go to find a good charity that fits into their charitable interests. They can make great introductions, and be great advocates. And they like having one ear to the ground… So if you haven’t met them, call Edie or Richard and go to lunch (Rue de Jean)
• #17: Time: 7 Minutes2) These suggestions relate to the entire Development Department’s need to meet and integrate all fundraising activities with marketing/public relations – and to anticipate gaps in budget/shifting needs with finance. Your supervisor probably already holds staff meeting to promote this idea. As the lead person on a grant, make sure that your prospect receives JUDICIOUS, EPISODIC and COMPELLING communications about your org/project.BE CAREFUL HERE – If it comes across that you are pestering the foundation, and intruding too much on the review process, your efforts will BACKFIRE. It needs to look like your prospect is receiving these communications as part of an overall, effective communications program. Case by case basis – rely on your instincts and feedback from donor (e.g. permission-based marketing – ask them if you can place them on email/mailing list, etc…That’s why you need a tailored, moves-management plan.
• #18: Time: 1 MinutesDisclaimer: Very basic idea (given the limited space) of the kind of donor acknowledgement matrixes that I have worked with in the past.
• #19: Time: Zero MinutesNow we bring these research/prospecting methods, grantwriting best practices, and stewardship principles to develop a grants plan for the Sea Turtle Hospital.
• #20: Time: 2 MinutesI don’t mind saying…I spent hours on grants.gov and cfda.org – searching and cross-referencing opportunities. I called and spoke with each desk officer. These are your most likely prospects. If you have questions, please contact me. The success of getting awards from these contact is contingent on whether you set up the right system, apply the best researching technique, and finds ways to overcome “the invitation-only” obstacle to get your foot in the door (relationship maps – etc…) Our timing not great – you can at least use these opportunities to gain some experience, plant some seeds, get some practice.
• #21: Time: 2 MinutesI don’t mind saying…I spent hours on grants.gov and cfda.org – searching and cross-referencing opportunities. I called and spoke with each desk officer. These are your most likely prospects. If you have questions, please contact me. The success of getting awards from these contact is contingent on whether you set up the right system, apply the best researching technique, and finds ways to overcome “the invitation-only” obstacle to get your foot in the door (relationship maps – etc…) Our timing not great – you can at least use these opportunities to gain some experience, plant some seeds, get some practice.
• #22: Time: 5 MinutesI have given you a head start – using my prospecting and research methods – attached is a list of 50-100 institutional contacts to get you started. Cultivation: You need to come up with ideas that will work from you. From what I have heard (second hand) you have great release events – so why not use that as “point-of-entry” event for prospects- are you doing this – I mean, an assertive, coordinated effort that involved getting them there and following up?Personalize –personalize – personalizeConvene donors/prospect at Donor Appreciation LuncheonUse RFS example - best way to convert prospects to donors is to introduce them to other enthusiastic donors – doesn’t work for most national prospects – but you can SHOULD invite them – and if they cannot come, keep them in the loop.Show your prospects that you publicly thank your donors in a tasteful way.
• #23: Time: 3 MinutesThis is a cultivation cycle – it begins with gathering prospect input – incorporates input into proposal (and thus program) – cultivates and acknowledges them and ends with soliciting new donor’s input into strategic plan – image – Image: Think of a clown in the circus spinning lots of plates on long poles – you are balancing a bunch of donor going through an individualized, but synchronized donor cycle. I say clown – because there MUST be an element of fun/play/humor.
• #24: Time 2 MinutesLet’s quickly review this process – in a nutshell – this is what it takes to stack the deck – to maximize the odds of SECURING a major grant. And remember….as the grantwriter, that is your job – getting the grant award. You are a “grants winner” – not just a grant writer!Sounds cheeky I know – but the mentality you need to succeed.
• #25: Time 2 MinutesLinks to important resources. I stuck only with the free resources – except for # six – it costs $39.95. 11. The Charleston Field Office has a limited amount of discretionary funds for endangered species recovery projects. We accept proposals from researchers and others. We occasionally help develop projects, write proposals, and/or secure additional project funding beyond our own funding capabilities. Please contact Public Affairs Specialist Jennifer Koches concerning research or other recovery projects involving threatened and endangered species.
• #26: Time 1 MinuteI can lend you my “Marked up” and thrice-read copy of Bauer’s book. He is a national guru in the grant-writing world. I took a three-day seminar from him in the nineteen-nineties.MLA – academic standards for citing resources – please do this – ground your numbers in rich soil.It will help you edge out the competition.
• #27: Time – 10 minutes?