Take It For Granted

Which Comes First the Search for Funders or Writing the Proposal?

2009-11-19T12:20:00.005-05:00

Similar to the old adage regarding the chicken and the egg-which do you do first when seeking grant funding? Do you find the funder or write the proposal? There is no magic formula to obtaining grant funds, however if you have a written program plan in place prior to searching for funders you can really narrow down your search criteria. It may seem counter intuitive to have a grant proposal (or program plan) already written before looking for the right funder, but I do typically find a higher level of success when making sure everything including the budget is written out in plain language before even searching for potential funders.

Write out the program plan first, which can then be adapted to individual grant proposals that meet the individual funders guidelines. Then begin to search for potential funders that have similar interests, and may want to fund your program or organization.

New Look

2009-09-15T11:42:00.002-04:00

Check out my blog's new look. Please let me know what you think. You can also follow Grant Consulting Services on Twitter @ Grantwriter, become a fan on Facebook @ Grant Consulting Services, become a friend also on Facebook @Valerie A. Nelson, and get connected through Linked In under Valerie A. Nelson. Hope to see you there!

The Philanthropist

2009-06-24T12:40:00.003-04:00

NBC has an interesting show premiering tonight called the Philanthropist. One of the tagline's used in the promo spots is "He can have whatever he wants, but he just wants to help." The description of the show as seen on the website is:

"Teddy loves money, women and power, but following a severe flood in a Nigerian town, he is haunted by the memory of a young boy he rescued. Teddy is spontaneous and impulsive and quickly decides to channel his passion, power and money into helping those in need. The danger and risk to his life is the only way Teddy can feel genuinely alive and he'll do anything in order to achieve his goals and keep the adrenaline pumping; putting his business head and money-making skills to good use through bargaining with the self-righteous, making deals with drug barons, and trading with the nefarious."

I watched a few of the clips, and the show looks quite interesting. Another show about giving to people in need is always welcome. It looks like the Philanthropist will be action packed and filled with adventure. I am looking forward to watching it

Federal Grant Opportunities

2009-06-02T13:22:00.002-04:00

There is a light at the end of the tunnel...We all know the toll that the current economic landscape is taking on America-and the world. Corporate bankruptcies and consumer's spending less have everybody nervous. However, there is some good news on the horizon.

To date the Federal government has allocated over $126 billion in grant funding through the American Recovery and Reinvestment Act. $36.7 billion has already been paid out to states and other organizations. Some of these funds are being spent to help states to improve their infrastructure (Roads), education programs, and increased unemployment benefits.

Government agencies are releasing Requests for Proposals (RFP's) on a daily basis. Typically the due dates for grant applications are about one month after the RFP's are released. The applications can be quite arduous-to say the least, so it is important to have a project or program that is at least in the later part of the concept stage when responding to an RFP.

There are a lot of new funding opportunities available for new technologies that especially relate to greening the planet. To keep track of new grant opportunities, check out grants.gov, and also look at the Obama administration's Recovery website.

Much work is yet to be done, but we should begin to realize the positive impact of these grant funds within the next several months.

Recovery Act Update

2009-04-16T16:13:00.003-04:00

Today, I had the honor of meeting Michigan Governor Jennifer Granholm during a town hall meeting about the Recovery and Reinvestment Act. The meeting was extremely helpful in getting a better idea of how the funds will reach the state and local levels. A majority of the funding is being released through formula grants to already existing programs. For example, people eligible for unemployment benefits will see an increase of $25 per month as well as an extension of benefits to 79 weeks. This is not a new program, rather an increase in the already existing program.

Some individuals will benefit directly from the Recovery funds through tax credits-such as the newly increased Earned Income Credit. People over the age of 65 and/or people living with disabilities will receive a stimulus check for $250.

Non-profit organizations have a chance to apply the Recovery Act funds as well. There are many grant opportunities to date that are considered competitive grants and are open to all qualifying organizations. Some of the categories that these competitive grants will be awarded in are: Economic Development, Education and Research, Energy, Environment, Health & Human Services, Job Training, Public Safety, and Technology. Almost all of these grants will need to be applied for directly through the Federal Government. Some of the specific grants that will be awarded will be for projects such as: Early Head Start agencies to expand and increase the number of families served in existing programs, funds to supplement and expand ongoing efforts to provide shelter, food and supportive services for the nation's hungry, homeless and people in economic crisis, as well as grants to provide part-time employment opportunities for low-income seniors.

It is expected that the majority of the grant applications will be due within the next 90 days or so. In addition, there will be more arduous reporting requirements for organizations that receive the Recovery Act funds.

Grant Consulting Services can assist your organization with the grant application and reporting processes.

Economic Stimulus Package

2009-03-04T10:26:00.004-05:00

By now most have heard about the enormous $780+ Billion dollar Recovery and Reinvestment Act of 2009, that was recently signed by President Obama. The measures are so enormous that it is difficult to understand precisely what is included in the package and how it will eventually affect nonprofit organizations and the people they serve. I am compelled to do my due diligence and understand where the funds will go, so I am taking the time to read the over 400 page stimulus plan.

At times, I would rather be curled up with John Grisham's latest novel or another great read, but want to try to understand how the organizations I work with will benefit from the money that will eventually reach the state and local levels.

Don Griesmann has already done a fabulous job of researching program areas that offer funds to community organizations in his blog article titled "24 Economic Stimulus Programs for Non Profits."

The Obama administration has also put together a nice website at Recovery.gov that gives details about the program and its expenditures. You can also read the legislation in full by clicking on the following link: http://frwebgate.access.gpo.gov/cgi-bin/getdoc.cgi?dbname=111_cong_bills&docid=f:h1enr.pdf

Non-Profits Anxious for Stimulus Package

2009-02-16T14:06:00.002-05:00

Today, President Obama is expected to sign the multi-billion dollar economic stimulus package. All sectors of society are waiting-more like hanging on for dear life for the benifits of these measures to reach them. Non-profit organizations are especially strained for funds and other resources due to reduced giving trends and organizational cutbacks.

In response to the budget strain, Michigan Governor Granholm is cutting back nearly all arts and cultural grant funding. In addition the Governor is recommending increasing the non-refundable grant application fee from $300 to $1,000. This move will make it nearly impossible for smaller organizations to apply for the very small pool of arts funding still available through the State.

Smaller organizations that relied on these grant funds in the past will need to cut back their services and/or join forces with other arts organization as well as seek funding from other sources.

Non-profits will have to continue hanging on until the benefits of the stimulus package are realized at a local level. That will likely take more time.

What To Do in This Economy?

2009-01-15T09:25:00.003-05:00

This is the question on most people's minds whether working with a for-profit or non-profit organization. I am hearing from non-profit organizations that are cutting back on services, marketing and donor relations. All of these actions will have an impact on the organization and the community in which it serves.

Obviously cutting back on services will greatly affect the people who receive services. Plan and communicate service cutbacks carefully. Organizations that handle this poorly can gain a bad reputation that could take years to recover from. Engage the people whom you provide services for in the planning stages. Listen to what they are saying. Ask one or several members of the community you serve to become your spokespeople in the community to help soften the tough message of cutbacks.

Marketing budgets are typically the first to be cut. This is often seen as a non-essential function in an organization. Many non-profits don't even have a "Marketing " line in their budgets. Be very cautious here when evaluating what to cut. Do not mistakenly cut out activities just because they have a low return on investment. For example: perhaps you send out a quarterly newsletter and cannot attribute one donation directly to that newsletter. The reality is that if you have a well written, eye pleasing newsletter it can be a fairly inexpensive way to maintain relationships and even help people that are unaware of your organization to become more familiar with it. Other options could be switching to an online e-newsletter to save on printing and postage costs, or submitting the newsletter twice a year instead of quarterly. Sometimes seemingly low return on investment activities have benefits that are not measured in dollar value.

Lastly, if at all possible, do not cut back on donor cultivation. This means cultivating individuals, corporations and foundations. This reaction will harm the organization over the long run for several reasons. The first being-other organizations are cutting back in donor cultivation. You could have the competitive edge if you continue or even dare to increase your relationship building activities. If you don't someone else will and your donor will get bored with your relationship and eventually take their hard earned dollars elsewhere. Also, this economic downturn will not last forever. Donors will give more and more frequently again. It will be great if you cultivate relationships through these tough times and it pays off big for you in the future!

Roller Coaster Ride

2008-11-06T17:13:00.004-05:00

Tracking the economy and its effects on nonprofits lately has me feeling like I am on a roller coaster ride. I have that kind of sick to my stomach feeling just after you leave the highest point of the ride and begin the lightning speed descent downward. I am glad we are securely strapped in.

It looks like working through the current economic conditions may take a while. According to an article published today by Guidestar titled "Fasten Your Seatbelts: It's Going to Be a Bumpy Giving Season" gave results of a recent survey. The survey states that 35% of respondents noticed a decline in giving. This is the largest percentage of organizations that have seen decreases since 2003. For comparison-only 38% of respondents noted increases this year in giving-compared to 52% last year that reported increased giving to their organization.

These are uncertain times for all of us. Next time, I will offer strategies for non-profits to weather the storm.

Trickle Down Theory

2008-10-15T09:43:00.004-04:00

Today I am joining thousands of others by writing this post for Blog Action Day. The theme for 2008 is poverty. The idea behind this movement is to get as many people as possible to blog about poverty on this day in order to raise awareness and move toward viable solutions. I don't know if the organizers chose this theme in light of the current economic conditions, or if it is a very ironic coincidence.

Obviously the current economic downturn is going to affect how non-profits do business, just like it is affecting for profit businesses. I am hearing about cutbacks in services and personnel at non-profits because of the economy. As discussed in the last Take It For Granted post titled "The Economy and Reality" I cited an article from the New York Times that discussed how the assets from the foundations that were set up by Lehman Brothers, AIG and others have plummeted.

The majority of foundations in America have a large portion of their investments in the stock market. When foundation assets decline, foundations give less to organizations. When organizations receive less funding, they cut back on services.

This means that the impoverished, and I don't mean just cash poor people, but others who will loose their health care, or jobs, and the hungry will all loose out. For some people, they will be worse off than when they started receiving services from the non-profit organization that can no longer for example-help pay for childcare services. That single mom will loose her job due to lack of child care and then her car will be repossessed and she will be unable to find another job. She will be right back in to the cycle of poverty that she is so desperately trying to escape.

It looks like President Reagan's trickle down economic theory really is true. Only in this case the poor will just get poorer and the executives at the bankrupt businesses will get their millions in severance pay and bonuses.

The Economy and Reality

2008-10-02T13:15:00.003-04:00

It seems as if the whole world is on edge the past few weeks due to the spiraling economic conditions in the U.S. I don't believe it is the end of the world, but I do think that the current events will have a negative impact on charitable giving in the immediate and foreseeable future.

Finally, someone with teeth agrees with me. Check out this NY Times article titled "Economy Expected to Take a Toll on Charitable Giving" I believe the most interesting point in this article is the vastness of the ripples that each of the bankrupted/overtaken corporations (or their foundations) will have on non-profits that serve communities of people.

Stay tuned for more...

Where Oh Where Have All The Grant Funds Gone?

2008-09-17T12:53:00.006-04:00

Americans are feeling the economic effects of higher gas and food prices as well as the recent major issues in the financial markets. Nonprofit organizations are no exception. Or are they?

According to a June 28, 2008 article in the Philanthropy Journal, Americans "donated $306.39 billion to charity in 2007, more than ever before." Giving USA states that is a "3.9% increase compared to 2006." To put this in perspective, individuals give just about 75% of that $306+ billion dollar figure and half of that amount was directed to religious organizations. Giving from foundations rose 12% and corporate giving fell by less than 1% in 2007.

So where are these funds going? Nonprofit executives that I talk to around the country are scratching their heads. Across the board their organizations are experiencing declines in grant funding. These are the people on the front lines providing services to people in need, and they are cutting back. They are scaling down services, staff and using other cost savings methods.

So again, where are these funds going? It is my unscientifically proven belief that more individual, grant and corporate gifts are going to disaster relief efforts. Rightfully so. Communities ravaged by earthquakes, fires and hurricanes need help-and a lot of it.

Meanwhile organizations that serve other needs are continuing to scramble to keep their doors open.

GRANT CONSULTING SERVICES OPENS NEW LOCATION IN SAN DIEGO, CA

2008-05-31T12:45:00.000-04:00

At a time when many companies are laying off their employees, or closing up shop, Valerie Nelson, President, of Grant Consulting Services announced the opening of a new office in San Diego, CA. “The decision to open another location is based on the desire to better serve our increasing base of national and international clientele.” Grant Consulting Services assists non-profit organizations in meeting their goals and objectives through comprehensive grant development services. These services include program/project planning, funding research, grant proposal writing, and grant reporting.

Heading up the West Coast office is Amanda Guerin, who has over 20 years of experience in working with expanding markets in varied roles. Amanda’s experience in living and working in locations around the world, such as West Africa, Israel, and the Grand Cayman Islands brings dynamic skills to the company that will empower the organization to better serve the unique needs of non-profit organizations.

Grant Consulting Services serves nonprofit organizations around the globe. The mission of the company is to affect positive change through the written word. Excellence and high value for nonprofits are unique and important aspects of the company.

For information: www.GrantConsultingServices.com or
Contact: info@GrantConsultingServices.com
Telephone: (248) 761-6256 Midwest Office
(619) 252-7189- West Coast Office

New Website

2008-05-13T12:46:00.002-04:00

Check out our new website at www.GrantConsultingServices.com

More exciting changes will be announced soon!

Help Wanted

2008-02-26T10:57:00.002-05:00

Grant Consulting Services is in need of an experienced grant proposal writer to subcontract on an as needed basis. Hourly pay with no other benefits, except the ability to work from home.

Federal grant application experience is a plus.

Your writing skills could help to positively affect hundreds of thousands of lives.

Please send your resume and cover letter to Grantstuff@wowway.com or fax to 248-786-6866.

The State of Nonprofits

2008-02-14T15:45:00.003-05:00

Blackbaud-the makers of the highly used nonprofit software-Raisers Edge, released their study on the State of Nonprofits in the United States. You can view the full report at the Blackbaud website.

To summarize, the outlook looks favorable for nonprofits around the country. Need for services is expected to rise. Staffing projections are on the rise. Revenue from charitable donations are expected to increase. The report notes that "Corporate donations, foundation grants, and special events were also believed to be the areas of greatest revenue improvement." Only 20% of respondents expect revenue to decrease, which is very positive considering the doom and gloom economic reports we see on a nearly daily basis.

What does this mean for grant proposal writers? Keep on cranking out those proposals! Of course the level of giving depends on many factors, such as the type of programs you offer, what new initiatives you will offer over the next year, and the region your organization serves. Regardless of those factors, a well designed fundraising plan that includes grant income can help your organization to increase its revenue, and the good it does in the community.

Year End Checklist

2007-12-11T15:42:00.000-05:00

It's hard to believe that 2007 is almost over. I always like to take some time at the end of the year to reflect on personal and professional milestones and evaluate what worked and what did not.

This is also a great time to submit grant proposals-it's not too late! Many foundations meet during the month of December before the holidays to wrap up their giving for the year. Be sure to look at their printed materials for specific deadlines, or call the foundations if printed guidelines are not available.

One of the best things you can do now to enhance your future grant proposals is to assess the programs that are already in place. Be sure to engage your program people in this process. After all, they are the ones on the front lines delivering the services. They will have a unique perspective as to what is working and what isn't. Some of the items that you want to review are:

Were all of the grant funds spent?
How were the funds spent? What did you purchase?
How many people did you serve?
Demographic information such as: Age, race, sex, and other information that is important to your particular program or project.
What specific activities took place to help meet the needs of your constituents?
What were the outcomes, or what benefits did your constituents gain from the program activities? How were their lives enhanced.
What methods did you use to evaluate the effectiveness of the program? These could be simple participant surveys, or more elaborate data collection methods.

If you get all of this information on paper now, you will have a nice report to send to your funders-even if they don't require one. You can also utilize this information for an annual report or other communication tools.

Happy Grant seeking and Happy Holidays!

The Magical Money Tree

2007-09-07T11:13:00.000-04:00

My father frequently muttered something about money not growing in trees. He was right. Not even grant awards, which some people refer to as free money fall from the trees.

As a grant development professional, I would like to be able to wish up on a star, or plant a magic seed in order to help bring in the funding my clients need. It just does not happen that way.

Far too often, I receive emails or telephone calls from people who work with non-profit organizations and are in dire need of money to help them stay in a positive cash-flow situation. They want me to write a few quick grants to help solve their problems. Grants are not the answer. The process takes too long and is not inteded to take the place of other fundraising opportunites, or be a debt reduction strategy.

According to an article in the Charity Navigator, " Americans gave over $260 billion in 2005. Individual giving is always the largest single source of donations. It rose by 6.4 percent to an estimated $199.07 billion. It accounts for 76.5 percent of all estimated giving in 2005." Corporate and foundation giving totaled a little over $40 billion.

Based on these facts, a good rule of thumb that I like to use is that grant funding from corporations and foundations should make up about 20% of your organizations revenue. The other 80% should come from individuals through varied tactics such as events, annual appeals, and good old fashioned relationship building.

Don't count on grants to meet all of your organizations needs. However, grant awards can help you start new projects or improve projects you already have.

Rejection Hurts

2007-08-30T10:38:00.000-04:00

You have strategically planned, done all of the appropriate research, written a flawless proposal, and sent it off with enough time to spare before the deadline. Ahh a sigh of relief at a job well done. A few months pass by and you finally receive a nice letter from that nice potential funder that starts with:

We regret to inform you....

Ugh! What do you do now? Bang your head against your desk, quit your job and become a recluse, write a seething response letter? No. Feel the pain of rejection for a few minutes and then try again.

It might help to know that only one in three grant proposals actually get funded. In some parts of the country people have told me that the average in their region is more like one in five. It is also beneficial to realize that the one funder that does offer the grant award may not give you 100% of what you asked for. Ugh again!

What is a grant development person to do?

1. Approach more than one funder at a time.

2. Utilize diverse funding sources for each and every program. Remember giving by individuals outpaces corporate and foundation giving by a ratio of 80:20. In other words, individuals give approximately 80% of all donations, while corporate/foundations give about 20%.

3. Don't give up. Build relationships with colleagues and others in the field. Learn your craft, and grow in your skills.

Summer Time Writing Part 2

2007-08-07T18:27:00.000-04:00

The vacation that I joked about in my last post really turned into a joke. Over the past two months, I have submitted 19 proposals. This is a grueling pace-even for an old seasoned pro like me. Sure, a seasoned pro who really needs a vacation now more than ever:).

Some of the submissions went very smoothly, others did not. Guess which ones were well planned and thought out? You got it-the ones that went smoothly. I will always preach that grant writing is a process that starts with the recognition of a need, has clearly defined goals and outcomes. After all of the necessary documentation is in place then organizations should search for matching potential funders to help meet the specific need.

In the real world of grant development, sometimes-great opportunities come up that are a good match for an idea that has not actually made it entirely on paper or through the planning process. When this occurs try to get as much information on paper to include the goals, objectives, specific activities, outcomes (what the grant funds will help you do), and a budget before submitting the proposal. Utilize this written information to craft the proposal. Make sure all the responsible parties understand exactly what it is they are committing to do, should you receive the grant award.

Meet with the key stakeholders and go over the document to ensure their buy-in and clear up any potential miscommunication that will occur through rushed phone conversations and quick emails.

Quick proposals are not a good idea, and I try to avoid them like those dangerous summer UV rays, but every once in a while they provide funding for much needed services.

Now where is my sunscreen and beach umbrella…

Summer Time Writing

2007-06-06T09:58:00.000-04:00

Fundraising-including grant writing should occur year round as part of a vibrant fundraising plan for your organization. I recently read an article that encouraged school based organizations to continue submitting grant proposals over the summer. I can understand why schools might slow down or stop some of their fundraising activities over the summer, but I don't encourage seasonal stops in fundraising for any type of organizations.

Your fundraising plan should have year round revenue streams that help the organization to reach its goals and objectives. Know your granting agency's due dates. Many funders have summertime deadlines, others do not.

Last year, I stopped grant activities during the summer months with an educational organization that I consult with. This was at their request, and my strong recommendation that we do not stop work because of the potential for lost momentum and eventually lost dollars.

I am sad to report that when we picked up our work together again in the fall, we spent several months creating past due grant reports that no one else bothered to file. Now, six months later we are just getting back on track with hammering out new program plans, and submitting proposals. We lost a lot of ground during our three month hiatus, and are still feeling the negative effects.

Don't get me wrong, if I could work nine months of the year and spend three at the beach, I am all for it. We all need to take breaks to get refreshed. With proper planning-our programs and our constituents do not have to take a break from providing or receiving services due to lack of funding.

Now I have to go shopping for that waterproof, sand proof laptop I can take with me to the beach...

Governor Puts Grants on Hold

2007-04-16T09:55:00.000-04:00

Last week, Michigan Governor, Jennifer Granholm, ordered a moratorium on payment of the majority of state funded grants in order to help alleviate the nearly $1 billion State budget deficit. Grant expenditures, with a few exceptions will be deferred through the fiscal year, which ends on September 30th.

Many times, state granted funds are awarded to agencies on a reimbursement basis meaning that the organization must first pay for the goods or services and then seek reimbursement for these qualifying expenses on a monthly or quarterly basis. For already cash strapped non-profit organizations that typically do not have a cash reserve, this moratorium could be catastrophic. Especially to those organizations that rely heavily on grant funding. I am concerned for the organizations that I work with in Michigan as well as the people they serve, who will ultimately be the ones that loose the most out of this deal.

Probably the only good thing about this bold move by the Governor is that it will add more validity to the point that I always emphasize to the non-profits I work with, which is to make sure that their funding comes from diverse sources. For agencies that have varied revenues streams this moratorium may be challenging, but will not likely cause them to close up shop. I fear for the others who heavily rely on this state grant funding. One thing is for certain in the world of grants-they are never guaranteed.

The full article is available at Crain's Detroit Business.

Spring Planning

2007-03-31T16:04:00.000-04:00

I can't believe it is the last day of March already. I still have a few things on my to-do list , but I do not feel too bad about that because it has been a productive first quarter of the year.

I have been very involved in planning with several organizations over the past few months and it has been both exhilarating and exhausting! Creating and going through the process of planning new organizations, programs and projects is like watching the tulips push through the soil this time of year. I look at them and wonder if they will survive through the still cold nights, what color they will be when they bloom, and how long they will last. In a similar way, I brood over the organizations I work with to help them through the grant development process.

Many times people will come to me asking for help in writing grant proposals, but what they really need is help in strategically planning for their programs. There are many different ways to approach planning. Planning might include:

Identifying constituent needs
Creating organizational goals and objectives to meet those needs
Crafting a reasonable time line
Assigning personnel and monetary resources
Targeting potential donors

These listed above are just a few aspects of the planning process. Whether you are trying to expand your services, or just stay afloat with your current programs, find a system or process that works best for your organization. As you enjoy the spring weather, remember the deeper the planning, the better the results.

Different Types of Funding

2007-03-13T20:12:00.000-04:00

When researching potential funders you will likely see interesting terms for the various categories of support they like to give. It is important to understand what the jargon means so that you are not asking an organization for an in-kind gift when you really want to ask for funding for an endowment fund. You also want to make sure you are not asking an organization for seed money that only gives to building renovations.

I can imagine your heart beating faster and your palms starting to sweat at the thought of these bizzare terms. Don't worry, you will probably catch on quickly, well at least more quickly than say... learning Greek.

Some of the more common terms include the most sought after and most elusive type of funding-General Operating Support. This will pay for pretty much anything you want in your organization. It is typically granted for general rather than specific purposes, and is least likely to be given by funders because they like to give to specific projects that will have specific results.

Building/renovation money is used for construction or renovation of buildings. These funds may be part of a Capital Campaign, which typically takes place over a longer period of time and typically is supported by a multitude of organizations and people for large causes-such as a new science building at a university.

An Endowment is typically a large gift or several small to mid size gifts that are invested to provide income for ongoing support of a particular program or other organizational expenses. Ideally, organizations grow their endowment fund (s) so that a portion of their expenses can be paid through the earned interest while the principal stays in the fund.

Seed Money is used to start a new organization or new program within an established non-profit. Ongoing or Continued Support are pretty much what they sound like-grants to help maintain the work of an established organization or particular project.

Finally, funders understand the importance of organizations exploring what/how their programs are doing and sometimes offer Program Evaluation grants to measure the effectiveness of a program.

There now...you don't have to say that grant lingo is "All Greek to me."

What is in a Name?

2007-02-27T19:12:00.000-05:00

..."That which we call a rose. By any other word would smell as sweet." Said young Juliet to Romeo. What might this theatrical prose have to do with grant proposal writing? Mm mm nothing really except the vague connection when you are first attempting to gain employment in the non-profit world or writing your first proposal, some of the language might sound a bit Shakesperian.

If you don't know the difference between an input or outcome or a community foundation vs. an operating foundation-don't fret. Like most professions, non-profit organizations have their own lingo. You might think that you need a secret decoder ring in order to understand a grant application or have a conversation with a development officer. Not so. All you need is a little help understanding the lingo and you can feel extremely confident that you will wow your colleagues at the water cooler tomorrow with your new found knowledge.

First and foremost and the one phrase that I have seen too many people get hot under the collar about is the term "Grant Writer." We do not write grants. That would imply that I have the power to actually write out grant checks. Ahh that would be wonderful. Oh the power, the prestige the....ahem, pardon me. Anyway, most of us refer to our type of work as being Grant Proposal Writers. Off my soapbox now.

Lets look at the different types of grant making organizations. First you have your Government agencies. Typically Federal government agencies receive their funding through the Federal budgeting process. The money goes to particular government agencies to run specific programs. Sometimes these funds trickle down to the regional or state level and every so often make it to the county or city level. One non-profit group usually does not obtain federal funding via the Feds. Typically, your non-profit needs to belong to a group or consortium of other non profits that do similar or complimentary type of work in the same region in order to receive Federal government grants.

According to the Foundation Center a foundation is a non-government, nonprofit organization with its own funds, and program managed by its own trustees and directors that was established to maintain or aid educational, social, charitable, religious or other activities serving the common welfare, primarily by making grants to other non-profit organizations. Whew, that's a mouthful!

Types of foundations include:

Independent foundations-These are usually established via an endowment from a beloved, departed family member and often referred to as a "Family Foundation."
Company Foundations-Funds are gained from a profit making company, but the foundation is independent of the parent company. For example PepsiCo is a company and maintains a foundation in order to do good in the community.
Corporate giving programs are slightly different than corporate foundations as the company gives direct charitable gifts to non-profits without sending the funds through a foundation.
Community Foundations-manage funds from many different people or groups and disperse grant awards based on the donors wishes.
Operating foundations provide direct services to clients or other non-profit organizations. These foundations rarely give funding to one, if any other non-profits.

Next time we will discuss the definitions of the different types of support grantmaking organizations give.

Feedblitz

2007-02-20T19:47:00.000-05:00

I recently came across an interesting service that melds blog and email services together. Through Feedblitz readers can sign up for free to receive new blog entries via their e-mail. This convenient service garnered my attention because:

1. It is free.
2. It is easy to sign up.
3. Now readers don't have to remember to come back to my blog site every now and then to check out new entries on the wonderful world of grants.
4.Did I mention it is free?

If you would like new Take It For Granted articles delivered right into your inbox, just scroll down a bit on the left and insert your email address where it directs you to subscribe. This will take you to another nice site that asks you to put in a super secret code word in order to fight spam, and voila you will now receive the most up to date, important information about grants that you could ever imagine. Plus I promise not to sell your email to anyone!

First Quarter Submissions

2007-01-22T11:23:00.000-05:00

Grant cycles and deadlines tend to be cyclical-meaning they usually occur at the same time each year. Knowing when the funder you targeted accepts applications is crucial. If possible, try to submit your application during the first funding cycle of the year. Why? Typically, the first quarter of the grant year is when the largest pot of money is available. This is not always true, but properly researching your potential funder might reveal some interesting information.

Read the funding guidelines carefully. Call someone at the organization if possible and ask if their Board prefers to receive grant proposals during a certain season. Look at the organizations latest form 990 at Guidestar where you can register free, or purchase a package for higher-level access to non-profit information. Look at several different years and study the dates (if given) to determine if there is a specific giving pattern that favors giving more or larger grant awards during a specific time of year.

Whenever you decide to submit your grant request, make sure it is a well thought out part of your organization's overall fundraising plan. Submitting scattershot proposals without properly assessing your needs, or researching and targeting potential funders will likely prove to be very unfruitful.

Half of a Check

2006-12-12T13:24:00.000-05:00

You are sorting the day’s mail when you come across an envelope from the XYZ foundation that you sent a proposal to three months ago. You had already wondered twice this week when you would hear back from them. You eagerly rip open the envelope, and unfold the creased three-page letter. Great news-your organization has been awarded the grant! In the amount of… Hey, wait a minute. This is only for half the amount that we asked for. What is going on? What are we supposed to do with half the money-give half of a meal or half of a winter coat to our clients?

Why would they do this you might ask? The fact is that many times foundations and other funding agencies do not award all of the grant funds that you need for a project. The hard truth is that you need to submit grant applications to more than one funder for the same project.

Funders are not out to shake your world up. Typically, they have several focus areas (such as education or youth development) that they are trying to promote change in as well as funding multiple organizations. I read recently that many foundations can only fund approximately 5-10% of the grant requests that they receive. One way of helping more people is giving yours and other organizations a lesser amount than requested. Funders expect you to work collaboratively with other organizations including other funders. The more community support that an organization has, the more stable they will appear. The old saying “Don’t put all of your eggs in one basket” applies to both funders and the organizations they support. You want more than one donor for your project.

Even though it might not feel like it at the time, getting less funding than you asked for is really a great opportunity to create a relationship with a new funder or build on an existing relationship with a current funder.

The Grant Contract

2006-11-29T11:12:00.000-05:00

You have gone through months of planning, researching and writing your proposal to the funder. After weeks or even months of waiting for a response, the day's mail brings you the envelope you have been waiting for. Encouraged because it seems thicker than the typical one page denial letter, you eagerly rip open the envelope. Your heart beats with joy as you quickly scan the document that explains how your beloved funder has decided to give life to your project with their generous funds. You thumb through the rest of the document. Wait…what is the rest of this information? A contract, this sounds serious. Your pulse slows and breathing may seem a little more labored as you read several pages of lingo that must have taken a team of lawyer’s years to develop. Do not fear. For many foundations and all government agencies, the grant contract is a standard business procedure.

This contract may spell out the precise terms of the award. Some of the components may include allowable expenditures, specific reporting requirements, expected deliverables (Program outcomes) preferred recognition/publicity methods and much more. Study this document before you sign and return it to the funder. Make sure you are able to do exactly what is required.

If there have been program changes since you submitted your proposal, now is the time to call and discuss them with your funder-before you sign the legally binding grant contract and send it back to the funder.

Not every funder requires a signed contract when awarding a grant. Each contract will vary based on the funding organizations requirements. If a funder requires a contract, typically the check will be sent after you return the signed contract. Look at everything very closely, and if you have questions, call your contact person at the funding agency.

Capturing Data

2006-11-16T16:26:00.000-05:00

Once upon a time, a level headed grant-writer worked night and day to help his organization receive the funding they needed for its programs. He wrote strong needs statements, helped create reasonable goals and objectives, and a nice evaluation plan. Everything was perfect. The generous funders delightfully gave their grant dollars to help the wonderful people he described in his proposals.

The level headed grant-writer smugly put his feet up on his desk and crossed his arms behind his head feeling very satisfied with himself. He knew all was well in the world. As soon as that thought flashed through his mind, he remembered that the work had only just begun. He knew that now they would have to do what they said they would do and report their progress at appropriate intervals.

Reporting requirements vary from funder to funder, but all funders will want to hear from you about the progress you are making. They want to make sure they have invested wisely. Some funders want an annual report, while others require a monthly status update. Make sure you understand what your funder requires, and that you can fulfill their reporting expectations before you cash their check.

Determine what data is the most necessary to collect as you move forward for both reporting requirements and effectively evaluating the outcomes of your program.

It is prudent to collect appropriate data at regular intervals. If you run a homeless shelter, count the number of meals served daily as well the number of occupied beds each night. Tabulate the totals on a daily, weekly and monthly basis.

If possible, try to have the program officer fill out a brief one page monthly report to keep you informed about the progress of the program. Do not wait until a week before the final report is due to a funder to look at your data. You cannot create data for an entire year for a report. This will make you and your staff very grumpy, and your funder will see right through it. In addition, you want to be able to evaluate the effectiveness of your program on a consistent basis so that you can make adjustments as needed. Consistent qualitative and quantitative data collection will help you to evaluate your activities and outcomes in a fair, honest manner.

What about the "Writing" in Grant-Writing?

2006-10-14T14:38:00.000-04:00

Grant Proposal writers know that they wear at least two hats when writing for their organizations or clients. Writing and fundraising are two of the more relevant duties that a grant proposal writer performs.

The fundraising portion of a grant writer's responsibilities can often overshadow the need for excellent writing skills. As grant writers, we need to be able to follow funder’s guidelines precisely while telling a great story about the non-profit organization and the people it serves.

Funders want to know the facts. Each proposal must include quantitative data and the fiscal history of the organization to help funders determine if your organization will be a good steward of their funds. They also want to hear from you at a more human or personal level. This is where your excellent writing skills come in handy.

Put yourself in the place of a funder who is trying to decide whom to give its money. Read the following paragraphs. Which might look or feel more heartwarming to you as a funder?

Our program can help 50 women gain necessary job skills that they need to turn their lives around and be productive citizens that contribute to their families’ needs and society as a whole. Many of these women have had troubled pasts including drug addiction, prostitution, and abusive living situations.

OR

Our program will help 50 women from disadvantaged backgrounds to enhance their life skills. Women like Patricia, who lost her eyesight in her left eye due to an abusive husband's frequent beatings. Patricia came to us with two small children and one small suitcase, which contained everything that she was able to escape with. She feels fortunate to have gotten out of her abusive situation alive. Over the past six months, Patricia began working through the issues that brought her to our center. She sincerely desires to move forward, provide a stable home environment for her children, and learn the skills she will need in order to live a healthier lifestyle and provide for her children. Our center will continue to offer shelter, counseling and job skills training for Patricia and the dozens of other women like her.

The first paragraph does state important information, but the second paragraph grabs at the heartstrings. You want some of both in your proposal. You want to show the problem and how your organization's services will help the population you are targeting. In addition, you want to show how it will make a difference in the life or lives of others.

As grant writers, it is important to gain skills in writing as well as fundraising. To continue building your writing abilities, take a writing class at your community college or online. Last week I attended what was billed as the first ever-online writer’s conference. Much of the material covered was fiction related, but I still learned a lot and had a lot of fun in the process. You can also look for writing resources at your local library. Join a writer’s critique group that will review your non-fiction proposals.

Funders appreciate well-written proposals that are clearly within their funding focus.

Grant Writing- An Accidental Occupation

2006-08-28T16:12:00.000-04:00

I fell into the profession of grant writing quite by accident. I had studied social work, hotel and restaurant management and ended up with a degree in business management. While working as a volunteer coordinator for a nonprofit organization in Northern Virginia, a grant opportunity with a very short deadline became available to the organization. The desire to be a team player and learn a new skill prompted me to actually volunteer to write this grant proposal. The organization was awarded the grant and a new career was born.

After several more years and a move to another state and work with another nonprofit, I was ready to become a freelance grant writer. Grant Consulting Services began in September 2000 out of a desire to serve organizations that help people in need.

The Market

The nonprofit sector has seen tremendous growth over the past decade. According to the National Center for Charitable Statistics there are over 1,397,263 nonprofits in America-a growth of 28.8% over the past eight years. While as a group nonprofit organizations cover a wide spectrum of size, scope and mission, the vast majority of nonprofit organizations, in the United States are small, with fewer than fifty staff, and have a mission focused on service.

Nonprofit organizations provide a wide array of services from healthcare, education, youth development, homeless shelters, adoption, crisis response, services to assault victims and batterers and much more. Services are typically provided at low or no cost to the beneficiaries, so other revenue must be obtained to help offset the cost of providing services. Grant writers help to obtain a portion of that revenue.

Grant writing straddles two business categories: writing and fund raising. The proposals must be written exactly to the individual specifications of each funder. Even when a grant proposal is perfectly written it is not always awarded, in fact I have been told that only one in three proposals are actually funded. So it seems that grant writers and hall of fame baseball players have something in common; a baseball player can bat at an average of .300 and be inducted into the baseball hall of fame. A grant writer can get a hit on only one out of three proposals and be considered successful. In the fundraising side of the business: networking, who you know in the community and getting your foot in the door to speak to the appropriate funder can really increase your chances of success. Grant writers work with people at foundations and agencies and not necessarily with individuals like other fundraising professionals who spend the majority of their time building relationships with individuals.

Necessary Skills

There probably aren’t many grant proposal writers who decided that pleading for money was their dream job when they were 9 years old and relentlessly pursued the profession. Nevertheless, sufficient training is necessary to hone your writing and fundraising skills. More and more professional organizations and colleges are offering classes in grant writing such as The Center on Philanthropy at Indiana University that offers a certificate in Fund Raising Management.

Many community organizations offer introductory grant writing workshops or seminars. Look for one that is sponsored by an organization that provides services that are of interest to you. For example, if you are interested in the healthcare field, check your local hospital to see if they ever offer grant writing seminars, or if you are interested in education, check with your school district to see if introductory seminars are available. Depending on the area you live in, you may need to look at a county, state or even regional level to find the right opportunity. The Foundation Center offers a great introductory course to grant proposal writing titled Proposal Writing Short Course that gives an easy to understand overview of the grant writing process.

A combination of different skills are needed for success in the grant writing profession. In addition to some type of professional training, grant writers have to have the ability to collaborate, write like there is no tomorrow due to the looming deadline, have excellent written and verbal skills, understand needs of different people groups, and convey how the program or project will help to alleviate the need. Working with other organizations or multiple people within the organization is essential to proper program development. All aspects of the program or project must be planned out prior to writing a grant proposal. The writing of the proposal is typically one of the last steps in non profit program development. Most importantly people working with non profit organizations need to have a high level of compassion and desire to help meet the needs of people who may be experiencing very trying circumstances.

Hanging out your own shingle

Grant proposal writing is a profession that is easily managed from a home based office. A computer with a word processing program, fax, cell phone/business line, and copier are necessary equipment. The majority of draft and finished grant proposals can be sent to your clients via email.

Some states require a grant writer to be licensed and bonded so check with your state and local governing authority to determine if you are required to be licensed as a professional fundraiser. Follow all other sensible and legally mandated business practices.

Nonprofits typically hire consultants by word of mouth, so your marketing and advertising should include a very heavy emphasis on personal networking. The Association of Fundraising Professionals has local chapters in major metropolitan areas that offer wonderful networking opportunities. Go to as many non-profit networking type meetings as possible and get to know the who’s who of the nonprofit organizations in your area, and make sure they get to know you too.

Article originally published in:
The Dabbling Mum™ E-zine
National Publication for BUSY Parents
July 17,2006 Edition

Copyright, Valerie Nelson, 2006

One Year Anniversary

2006-07-28T12:59:00.000-04:00

It is hard to believe that I have been blogging for one year now on the topic of grants. I have enjoyed blogging so much that I began blogging for another organization several months ago. Those articles can be viewed at Families.com , and are written on the subjects of education and parenting. This assignment is more time intensive than this blog, as I have a minimum word count and must blog 5 days a week to meet the number of posts goal, but nonetheless it has helped me to write on a daily basis which is a good tool to practice in the profession of grant writing.

I was also recently published in an e-zine with an article called "Grant Writing-An Accidental Profession" describing grant writing as a profession and how I fell into it.

I am looking for ideas and reader suggestions for future blog articles. If there is a particular subject you would like to see written about please reply to this post or email me at Grantstuff@wowway.com.

As grant writers, we are often viewed as the red headed step-child (No offense to any red headed step-child) in the fundraising world. In the mix of writing professionals, I think we are not always taken as seriously as fiction or writers of other genres. In fact, I believe that grant-writing is another genre that needs to be practiced and developed like any other form of writing. We need to understand our audience and write to them utilizing personal stories intermingled with facts and driven by a need. We need to be able to convey a need to a potential funder in such a way that they are moved enough to provide funding to meet that need. Of course the grant proposal is not the only step in this process, but it needs to be written professionally while following the funder guidelines.

Making the Ask

2006-06-22T17:04:00.000-04:00

Some people wonder if a grant proposal is the right place to ask for money, or is it better to give information about the organization first. The answer is-make the ask very clearly and succinctly. Also, it may be tempting to create a ten page document that gives heart wrenching stories and fabulous statistics that all lead to the crescendo of asking the funder to give money for your spectacular program; resist that urge.

The majority of funders prefer that the amount and purpose of the grant be spelled out in summary format on the first page of your proposal so that they do not have to through your entire proposal so they can determine exactly what you want. Don't make the person that might help fund your program and target audience dig through pages of information just for effect. He or she might just throw your proposal in the trash-just for effect. Foundations may get hundreds of proposals per funding cycle, so don't give them any reason to reject yours.

In some cases the proposal is the first contact you will have with the potential funder, so you want to give a positive impression the first time. Follow their guidelines perfectly, and don't be afraid to ask them specifically for what you want. Do not give ambiguous information such as: "Look at our website for further details", or "We will leave it up to you to decide how much money you want to give us toward the program." They won't take the time to look at your website and they will decide not to fund you with those wimpy statements.

Do your research and make sure the potential funder gives money to organizations in your geographic area, with your focus and within the range you are asking. It makes no sense to ask for $1 million for a capital campaign for a homeless shelter from an organization that gives grants in the amount of $5,000 for arts organizations. Always do your homework.

LOI vs. Full Proposal

2006-05-31T08:47:00.000-04:00

In our acronym crazy world even seasoned grants professionals sometimes need a secret decoder ring to figure out the grant jargon. One of the more confusing acronyms is “LOI”. This three letter tyrant can stand for several different types of grant requirements.

A Letter Of Inquiry is a brief, usually two pages, letter requested in lieu of a full proposal by grant-making institutions as a screening device to determine if the funder might be interested in learning more about your program or project. Sometimes if the program officer or the Board of Trustees like the way you presented your program in your LOI, they will ask you to submit a full proposal with a budget, financial statements and all the other bells and whistles.

Letters Of Interest are typically the same thing as a letter of inquiry. Both terms are used interchangeably.

On a side note, did you know that Duilio Loi {born April 19, 1929) is a retired Italian boxer who held the Italian and European lightweight and welterweight titles, as well as the world junior welterweight championship. Loi fought from 1948 to 1962, and retired with a record of 115 wins (26 KOs), 3 losses and 8 draws.(Interesting fact found at Wikpedia.com ) Alas, I digress; back to grant LOI’s.

A Letter Of Intent is often utilized by federal and state agencies and is a required element of a grant application. Typically the letter of intent is due well before the actual application and lets the particular agency know that you plan on applying for funding under a particular RFP (Here is yet another acronym-this one means Request for Proposals). The primary reason that agencies may require the letter of intent is to try to determine just how many proposals they will receive, therefore ensuring they have enough proposal reviewers to judge your application.

The important thing to remember no matter if you are answering an LOI, or RFP-follow each individual funders specific guidelines and know your grant acronyms.

More On Following Those Rules

2006-05-09T12:22:00.000-04:00

One of the more important yet simple procedures to follow when writing a grant proposal is to follow the funders guidelines explicitly. The majority of grant making organizations have set guidelines that they publish regarding the required contents for each proposal. Find out what those requirements are, get a copy and comb through line by line to make sure you understand what is expected. Many proposals are prematurely tossed out because the author used a 10 point instead of 12 point font.

The instructions for Federal and State proposals can sometimes be almost as long as the proposal itself. Before starting on a complicated proposal- read through the instructions first, then go back and begin to pick each section apart. At this point you will want to determine who on your grant team will be responsible for each required element. You can utilize a software program such as Microsoft Project, keep a running written document with each person’s assignments and deadlines or use a simpler method such as marking up with color coded highlighters.

Many times even small family foundations will have written instructions such as, “As a first step, please submit a two page letter of inquiry explaining the projects goals, objectives and attach a program budget.” You want to follow those instructions to the “T” as well. Do not send a three page summary with your full organizational budget, and your latest glossy annual report. If they need more information they will ask for it.

If the guidelines are non-existent, not clear about what to send and you are unable to contact a person directly at the foundation, then it is best to send less. If you can’t contact someone chances are the organization does not have the resources to read a lengthy proposal. You can send a short letter asking for their written guidelines, or submit a brief one to two page letter outlining your project, making the ask for a certain dollar amount and politely let the organization know you can provide further information should it be required.

Incredible Shrinking Awards

2006-04-12T10:30:00.000-04:00

I have noticed an interesting situation over the past 6-8 months: With the exception of two grant awards, ALL of the grants that have been awarded to my clients recently have been lower than the original requested amount. Of course this does happen frequently and over the past eight years I have experienced the rush of receiving an award and at the same time the disappointment of realizing the awarded amount is lower than the original ask amount. However, the reduction in award amounts seems to be happening more frequently with foundations and corporate giving programs.

In my quest to find out why, I discovered that there is not currently a good answer. At first, I thought that I could blame it on the economy since it is a catch all blame basket for whatever is ailing the country. Then I thought that it was because more giving was diverted from the usual funding areas to help with hurricane relief efforts.

However, the latest statistics show that in 2004 giving increased by 5%. A report released last month by the Foundation Center noted that grants made only by foundation grantmakers increased in 2005. "Giving by the nation's close to 68,000 grantmaking foundations reached a new milestone in 2005. Estimated giving totaled $33.6 billion, up from the previous high of $31.8 billion recorded in 2004" (Foundation Growth and Giving Estimates Current Outlook, p.1).

So if giving is increasing then why are the grant amounts typically smaller? Several factors come to mind. Funding for the natural disasters over the past two years have only slightly diverted funds from other more traditional areas such as education, arts, and research. In addition the number of nonprofit organizations that need grant funding to operate has grown dramatically over the past ten years to over 1 million organizations in the United States alone.

Lastly, corporate and foundation assets have remained relatively flat or only slightly increased over the past three years. Foundations in particular calculate their grant budgets for the next year based on their assets from the past three to five years. When budgeting for 2006 many foundations utilized figures that may have reflected their 2001 assets. If you recall, 2001 was a tough year financially for many including foundations that lost millions with their investments.

More focused giving, higher competition for grant dollars and lack of perceived assets are part of the reasons why many organizations are giving smaller than the requested amount of grant dollars.

Next time, I will explain what to do when you receive a smaller check than expected.

More on Federal Grants

2006-03-09T13:43:00.000-05:00

I am one of the few people, I believe, that actually enjoy writing Federal grant proposals. Now before you write me off for good, let me explain why. All Federal proposals that I have worked on have clearly defined instructions that explain in detail exactly what is needed for each section. Most Federal proposals are scored on a point system and typically the higher scored proposals are the ones that are funded. Usually the issuing agency is even kind enough to give you a rubric, which explains how each section in the proposal will be scored. For example under the target population section the rubric may show that 10 points are awarded for services provided to multiple ethnic groups, 5 points for services to one or two ethnic groups and 2 points for services serving only one ethnic group.

Perhaps it is because I thrive when I am organized, but I much prefer this knowing exactly what is expected of you method than to writing only two pages that describe the organization in detail and explain precisely what the organization will accomplish over the next three years with such limited word space. I guess I am a person of many words, as is the case with most writers!

Back to grants. Each Federal agency has its own criteria and instructions, which can sometimes be larger than the proposal itself, for their grant programs. The step after properly planning the program is to get a hold of the RFP or application and sit down with a nice cup of tea or java or whatever you prefer and comb through every word on every page while taking notes about action steps. After you are done with that, go back through your notes and prioritize each action item and create a timeline which assigns responsibility for completion of each action item for each team member. Remember that most organizations applying for Federal funding are collaborationg with other organizations. Keep in mind that you may need to obtain information from other agencies that have different ways of disseminating information than you are used to. Allow extra time when collaborating with others.

Now to the attachments. The Feds are particular about non profit organizations performing lobbying activites, discriminating against people groups, employing criminals and many other such pesky matters. Forms are provided by the government for the agency that is applying for the grant to sign and include as attachments to the proposal. These are pretty straightforward forms, just don't forget to include them.

The EPA in connection with Purdue Univesity has a nice grant tutorial that offers practical grant proposal writing information and a writing activity.

Yes, the Federal proposals are very time comsuming, can be emotionally draining if the program is not properly planned out, and can be donwright frightening for the first time Federal proposal writer, but the payoff can be huge in terms of dollar amounts awarded and people served through the program.

The Maze of the Federal Grant Process

2006-02-22T10:41:00.000-05:00

Getting that large federal grant sounds like the answer to all of your agencies problems doesn't it? That evaluation is not always accurate. Government funding, especially at the federal level, can be difficult to obtain, and just as difficult to keep due to arduous reporting requirements, program restrictions, and non-allowable expenditures.

First and foremost your program has to be properly planned for several reasons:

1. Typically Government Request For Proposals (RFP's) are issued and the deadline to submit the proposal is typically within 1-2 months after the RFP is made public.

2. The proposal itself is very detailed and time consuming. An agency can expect to work an average of 100 hours on each proposal, and that is if it is well planned out prior to the RFP release.

3. Generally Federal programs require that you work with one or more other agency to help serve a larger number of people. Cooperative agreements will need to be drawn up declaring which agency will be responsible for each part of the program.

Usually RFP's are issued at the same time each year depending on the agency. For example if HUD issues its SUPERNOFA in the spring of each year, you can usually count on it being released each spring. Of course you don't want to miss an RFP because of the short turn around time, so you can subscribe to the Federal Register, which is published each weekday and contains all rules, executive orders and grant information by agency. Another must see site is the Grants.gov website that allows you to review federal grant opportunities, and in many cases submit your proposal online. Online submissions are now required for many proposals, so if you plan on submitting a federal proposal, familiarizing yourself with this site will be essential. The Grants.gov site is much more user friendly than the Federal Register site.

Check out those sites and next time I will discuss the actual application process included the dreaded attachments in more detail.

So you got the grant, great! Now what?

2006-01-16T12:10:00.000-05:00

You have done your due diligence and submitted the proposal and have been awarded the grant. Great news. Now you can relax right? Wrong! Your work has just begun.

Now you have to actually do what you said you were going to do in the proposal. Hopefully you set realistic goals, objectives and activities. You need to be able to track those as well as the financial expenditures. The most effective way to do this is to utilize some type of software. For the financial component you may be able to use your organization's current financial software such as QuickBooks, or Quicken. Whatever you have be sure to track each and every penny of the granting agencies funds. Creating a simple excel spreadsheet might be all you need to use to track activities. Use software that will give you the best ability to track your progress. You will need the information at a later date and it can be tedious trying to remember what you did seven months ago.

With the check you will probably receive an award letter that outlines when reports are due, how the funds can be expended and other important information. Review this letter immediately and store in a prominent place in case you need to refer back to it.

There should be an internal process in place to book and track the funds. This process needs to have the capability to differentiate grant funds from individual gifts or endowments. Often times funders will require you to place the check in its own separate account so that interest can be calculated and expenses made specifically for the program or project that they funded. Make sure your bank can do this for you.

After six months or a year, funders normally require an accounting of how you spent their gift in the form of a progress or final report. Since budgets are projections and necessitate educated guesses, sometimes the funds need to be expended in a different way than originally proposed. Some organizations will allow for a certain percentage of the total amount to be moved between line items. For example, lets say the funder gave $40,000 for salary, $2,500 for equipment, $2,500 for consulting and $5,000 for supplies for program X. The director of the program leaves the organization after six months. After two months without replacing the program director you have additional funds available in the salary line, while you have depleted the funds in the consultant line because you have had to rely more heavily on the consultant to meet the constituent needs. Let's say the funder allows you to move 10% of the total grant ($50,000), you may be able to move $5,000 from the salary line to the consultants line to defray the additional cost. Remember that unless the project or program completely stopped when the program director left, someone was doing the work. If another staff member took on the responsibilities of the program, he or she should be compensated with a portion of the grant funds. When in doubt contact the funder to find out what they will allow as far as line item changes.

This brings up a very important point-contact the funder throughout the course of the grant on a regular basis, especially when challenges arise. Invite the program officer to the event they are sponsoring. Send that press release to the funder even if it is not directly tied to the program they are funding. Send your quarterly newsletter, and annual report. You want to use every opportunity to market your entire organization, not just the program they are funding. Making them aware of other programs or projects that your organization is involved in may boost potential interest in those programs from the funder in the future. They may not have time to read the press release or decline your invitation, but contact has been made and that is important. It shows them that you care about their support. Of course, don't harass the funder by sending weekly updates, but don't wait until the final report is due to let them know about the progress that has been made.

A colleague recently wrote an excellent article called Stewardship: What Happens after the Grant is Won that nicely details the relational aspects between granting and recipient organizations.

Grant checklist for the new year

2006-01-04T09:46:00.000-05:00

I hope that everyone had a wonderful holiday season. Mine was refreshing and relaxing, but now it is time to get back in to the world of grants.

I enjoy setting goals for myself, family and business at the beginning of the year. It helps me to stay focused and I am able to gain a sense of accomplishment when I am able to complete the activities and objectives that correspond with each goal. Grantwriters and other organizational planners can and should create a plan during the year to keep their organization's mission at the center of what they do. The steps to this planning process could include:

1. Work with your organization's key stakeholders to determine organizational priorities for the year. Identify the needs of the people being served by the organization. This will vary from year to year depending on both internal and external circumstances.

2. If a new program is being introduced, the key stakeholders develop a plan and formalize it in the form of a concept paper. If this is an ongoing program, the plan needs to be updated to reflect changes over the past year and anticipated changes over the next year. The concept paper could include the following details:

A. An overview of how the project serves the needs of the constituents
B. Goals, objectives, activities and tasks
C. Staff and equipment needed
D. A three-year preliminary budget (For new programs)
E. Outline of evaluation methods and/or assessment tools to measure outcomes
F. Post grant sustainability plan.

3. With the plan in hand, thoroughly research and identify potential funders. How do you know if granting agencies will fund the program? Know your funders. Start with the city or region that your organization is headquartered. Look at the areas major corporations, nearest community foundation, philanthropic families, and foundations. Many tools are available to research prospects on the internet. A good place to start is the Foundation Center. Check your nearest University, they may have the Foundation Center collection available for your use. There are many other resources available. Do a Google search to find one that meets your specific needs. Research as much as possible to determine if your program fits into their focused area of giving. If the funder is a foundation (Not a corporate giving program) look for their IRS Form 990 on Guidestar, which will give a wealth of information such as their total assets, previous grant amounts and sometimes provide guidelines to submitting a grant.

4. Don't try to fully fund a program with only grant funding. This is dangerous. Diversify your revenue streams with other types of funding such as an annual appeal, special events, individual donations, in kind gifts, and endowments. Generally speaking, only one in three grant proposals are funded. Be prepared to approach more than one potential funder.

5. Begin building relationships with the funder(s) whenever possible. Some granting agencies appreciate face to face visits, others prefer telephone calls or email. A colleague recently mentioned that more and more foundation staff prefer to correspond via email or letter as it gives them the ability to respond to inquiries as their schedule allows. Some organizations do not want to be contacted prior to submitting a Letter of Inquiry or full grant proposal. Follow their guidelines to the T! No use getting off to a bad start with someone you want to help meet your organizational goals.

6. Your program plan can be used to create a grant proposal based on the funder's specific guidelines. Some funders want a two page letter of inquiry, others want a ten page detailed full proposal. Again follow their specific guidelines. Having the program plan pre-written will be extremely helpful when submitting government grant applications. Typically Federal Government agencies only allow a one to two month turnaround time between when their Request for Proposals(RFP') are released and the grant application is due. These government applications can be extremely arduous and time consuming. Without a well though out plan the chances of being awarded a large government grant is very unlikely.

7. Work through the editing process and when possible include the organization's key stakeholders. Again follow those grant guidelines, don't forget the attachments such as your IRS tax-exempt letter and drop it in the mail (or email it if they prefer).

Next time I will discuss what you should do when you get the grant!

The year of...

2005-12-12T13:15:00.000-05:00

The end of the year always inspires me to look back over the past twelve months and reflect upon my life and noteworthy events. When you look back over this past year what do you think about most? I can't help but think that 2005 will be remembered as the year of disasters. We saw unprecedented disasters such as the tsunami in Asia (Ok I know the tsunami happened in 2004, but it really impacted the beginning of 2005), Hurricanes in Florida and the Gulf Coast, and earthquakes that stopped time for too many.

For as many pictures shown in the media that made me hold my breath and want to turn away for a moment, just as many great stories of people responding to help meet the needs of others were presented. People and organizations around the world have given billions of dollars to charitable organizations, they have given their time, possessions, prayers, and more to help alleviate suffering that the victims of disasters have somehow endured. These gifts do make a difference, nonprofits organizations and businesses as well as individuals have helped to some degree to relieve the burden of those who have suffered.

Through the devastation that flowed through the past year I take heart in the fact that the response was overwhelming and unprecedented. Through further reflection, I will decide whether 2005 will be remembered most for the suffering endured by too many or the generosity to help alleviate the suffering given by many more.

What will you remember most about 2005?

Speak to the need

2005-11-15T13:00:00.000-05:00

Philanthropy is an interesting phenomenon. It amazes me how generous people can be. In 2004 Americans gave over $240 Billion in philanthropic gifts.

I recently watched a popular news show that interviewed people who are literally giving their inheritance away. One person that was interviewed lived a very humble lifestyle by American standards, while giving away a good portion of his yearly income to worthwhile charities. Another young woman is really giving her inheritance away for the greater good.

People will donate most anything-money, their time, blood, their vehicle, jewelry or anything else that is perceived as useful or of value to another person or organization. Why do people donate? What is the motivation behind the gift? I am sure there are teams of sociologists at some institution of higher thinking trying to identify the motivators of giving. The funny thing about human nature is that what motivates one person may not motivate another person.

My very simplistic belief is that people give when they see a need and perceive value in giving to help alleviate that need. This is evident with the recent outpouring of donations for the Katrina/Rita hurricane relief efforts, and Asian Tsunami disaster relief. People could tune in to CNN or Fox News and immediately see the devastation, and decide how they would respond to the need.

According to the American Association of Fundraising Counsel "About 70 to 80 percent of Americans contribute annually to at least one charity. Being a 'philanthropist' does not merely mean making huge gifts; it means giving to any cause that you value." The majority of Americans see a need and respond through charitable giving. The charity of choice varies with each individuals belief system or desire to help a particular cause.

Does this need based giving also hold true for foundations and corporations? I believe it does. When presenting programs to corporate or foundation officers, speak to the need. Help them see the need clearly, and then demonstrate how their help i.e. charitable funds will work to relieve the need. Use statistical data and real life human stories to demonstrate the need. Make it clear and concise and you will have the advantage that motivates the majority of individual Americans to give.

Follow Those Guidelines!

2005-11-01T16:49:00.000-05:00

I recently finished two very long and time intensive grant applications. Within the next week, I will start another Federal Grant application. Actually I already started working on that application last week. I eagerly downloaded the application instructions the first day the agency made it available online. I have been combing through the pages of instructions making a to do list of important information that must be either included or done to complete the application. These things include: the due date, the number of copies that must be sent with the proposal , margins, font type and size, required number of letters of collaboration, and/or letters of support and so on.

It is essential to make reading the grant proposal guidelines a part of the grant writing process. These guidelines give special instructions like those mentioned above and sometimes will give more clues as to the funders preferred area of funding, and special initiatives.

Typically, the larger the organization the more complex their application requirements will be. Federal and State agencies require more time intensive, exhaustive information with their proposals. Corporate and family foundations tend to be less strenuous in their application requirements. Of course there are exceptions.

I have found that the more complex instructions can be dissected page by page and a timeline of needed materials established very early in the process. This timeline can be given to department heads or other team members to complete with very specific due dates.

If the application won't be released for several more months and you are chomping at the bit to get started, reviewing the prior years application is helpful to understand what the organization may require in future funding cycles.

I like to try to find out as much as I can about funding priorities or special areas of interest that organizations hold so that I can slant the proposal in that direction to appeal to their interests. Larger applications will often include a rubric or point system the organization will use when scoring the application. Try to write toward the highest score in each category while remaining honest about what the program will be able to offer. Grant application instructions often hold the key to getting your project funded or just remaining another great idea.

Surviving Disasters

2005-09-23T11:23:00.000-04:00

Several people have recently asked me if donations to nonprofit organizations will be affected by this years disasters such as the Tsunami in Asia, and Hurrican Katrina. My simple answer is "Yes".

A recent study conducted by the Association of Fundrasing Professionals showed that 20% of donors who responded to the survey admitted that they had diverted their charitable gift(s) from organizations they traditionally supported to the tsunami relief efforts.

Americans will continue to donate generously, but will give more to catastrophic relief efforts, and will have to decrease their giving to their regular or favorite charities. After the September 11, 2001 attack on America, charities outside of relief efforts felt the strain of reduced giving as people gave to help the those most affected by the attacks.

Katrina is another domestic disaster that individuals and corporations immediately responded to by providing goods and monetary donations. Since this is a national crisis and not one experienced overseas, Americans will dig even deeper to donate their time and money. This will profoundly impact the ability of other than disaster relief non-profits to maintain the same level of revenue as they have in recent years.

As noted above, 20% of individuals stated that they diverted giving to their regular charity in order to provide assistance to the Tsunami efforts in 2005. We can assume that at least 20% of Americans will do the same with the Katrina relief efforts, although I believe it will be a much higher percentage since this disaster took place on American soil. 20% of the $1.2 billion reportedly raised as of September 22, 2005 by the Chronicle of Philanthropy for the Katrina relief effforts means that approximately $240 million has already been redirected away from other non-profit groups because of donor diversion. This will affect the homeless shelters ability to provide hot meals, elder care will be reduced, and museums and art facilities will have close their doors early.

Yes, the impact of Katrina is being felt across the nation and will continue to be felt for years to come throughout the entire country.

Communicating With Potential Funders

2005-09-15T09:24:00.000-04:00

Now you have done your research and and found potential funders for your program or project. Do you just submit the grant proposal, cross your fingers and hope for the best? Not if you really want to get funded.

Contacting the corporation or foundation prior to submitting the application is crucial. Sometimes funders will change their published focus of funding from year to year. Events such as the recent Katrina hurricane in the Gulf Coast states can and will affect an organizations giving strategy. Perhaps at the beginning of August some organizations would consider a gift to a museum or university. Now, since the disaster that same organization is changing its focus to help primarily with hurricane relief. A telephone call or email to the appropripe person to discuss their current ability/desire to give to your organization will help you to avoid wasting time in submitting an application to the wrong organization.

So how do you call or email if they do not publish that contact information or state in their literature "We do not accept telephone calls?" Some organizations want you to call and talk to them while others do not have the personnel to field calls or email. This is where your Board of Directors, friends, community partners and others who have a stake in your organization can help. Submit a list to those people that contain the names of the funding organizations Board of Trustees, and staff. Find out who knows who on that list. Perhaps one of your Board members knows one of their Board members through the Rotary club, church or other personal arena. Your Board member can make an informed call or request a meeting to discuss the impact that your program will have on the community. This person will hopefully be able to advise you based on information they know about the funder.This enhances the research you have already collected.

The point is that grantwriting is a team effort. No one person should be expedted to be the Lone Grant Ranger. You can have the best proposal ever written and yet it may be rejected because of limitations the funder may have. The more information you have the better prepared you will be to submit your grant request to the appropriate organization. It really is more about who you know than what you know or do in this field. Of course this is not the case with government funding sources. More on that another time...

Our hearts go out to the people affected by Katrina. If you would like to donate to a reputable organization click the links below to go to their website(s):

Red Cross
Salvation Army
Bush-Clinton Katrina Fund

Finding Funders

2005-08-31T13:35:00.000-04:00

Now that you have a well thought out program plan on paper, and your executive leadership have made the program an organizational priority you are ready to move on to the next step in grant development.

There is no magic wand to wave in order to find potential funders for your program or project. This will take a lot of time to research and build appropriate relationships with potential funders. The key is to identify funders that have the propensity to give to organizations with programs like yours. Oodles of funding search software and online programs are available to help your research efforts. Currently one of the the most comprehensive sets of data can be purchased through the Foundation Center. The data can be obtained online, via CD or through books. Many other companies offer resources that are less costly and sometimes free of charge. The Foundation Center library can be accessed through many universities across the country.

Whatever source you use, start locally. Businesses and smaller foundations in your city or region are more likely to give to an organization in their own hometown. You are less likely to receive funding from the larger foundations such as the Bill and Melinda Gates Foundation, or The Ford Foundation that may have more assets than your local family foundation, but receive hordes of grant proposals each year.

Make sure you check each funders grant guidelines or area of focus. This can normally be done through their website if they have one or by writing or calling for their application instructions. Determine if the organization is a good match with your program. This means if the foundation (or corporation) guidelines state that they do not give funding for capital campaigns/building renovations, don't send an application to them asking for funding for your new roof. Check their areas of interest. Have they funded educational or health related organizations in the past? More in depth research can be done regarding the Foundations prior years grant giving, assets and other financial information through Guidestar. This is a free service, but you must register.

Once you believe that a potential funder is a good match, contact with the organization should be made. More later on how to contact potential funders and begin building those all important relationships.

Goals and objectives and activities.. oh my!!

2005-08-08T14:15:00.000-04:00

Much like Dorothy and her friends in the Wizard of Oz felt when entering the forest chanting lions and tigers and bears, the process of identifying goals, objectives and activities can be downright intimidating. A goal is defined in the Websters New World Dictionary, Third College Edition, as "An object or end that one strives to attain." According to Dictionary.com, objective is defined as " Something worked toward or striven for; a goal." Now then those definitions make the difference as clear as mud right? So what is the difference?

For the sake of program planning, goals are directly tied to the problem and the mission of the organization. The goal is the result of the main problem being addressed. In simpler terms, the goal explains the benefit that the project will have on the target population. An example of a goal for a new charter high school may be "To provide a solid educational foundation for each student." A program or project can have more than one goal, but they should be broad and somewhat generalized.

Objectives spell out what needs to be met in order to achieve the goal. These must be specific and measurable. For example-93% of all high school seniors will graduate within four years. This shows that students are gaining knowledge and able to succeed in school.

Other objectives should be indicators that students are receiving a solid education, which is the goal. Realistically there should be about 4-5 objectives per goal in order to make each objective obtainable. This will vary depending on the scope of the program.

Finally, activities are the bread and butter of the program. They show exactly who will do what to meet the objectives and ultimately the goal. Examples of activities may include- Students and their teachers will formulate a learning plan each semster to increase their chance of successful graduation. Another activity may be-The school counselor will meet with each student on a monthly basis to ensure the student is following his or her learning plan. Activities should be carefully planned as actual people will be responsible for their delivery.

But I need to have something to write about...

2005-08-01T23:21:00.000-04:00

If I had a nickel for every time someone asked me to "Just write up a grant..." I could live very comfortably. I often reply that "I need something to write about." I cannot just create a proposal out of thin air. There needs to be a plan to convey to potential funders.

Planning is key to developing a well thought out program or project. Grant proposal writing is actually one of the steps in program planning, it is not the plan itself. Many non-profits bypass the planning stage due to limited staff size, or eagerness to bring an initiative to life.

Planning should include, at a minimum, the following basic elements:

The Project Goal-What benefit(s) will the project bring?
The Target Population-Who will benefit?
Documentation of Need-Why is this project needed?
Objectives-What objectives need to be met in order to achieve the goal?
Activities-Who will do what to meet the objectives?
Staffing Needs
Timeline of Activities
Estimated Budget (3 years for new programs)
Evaluation-How will you measure whether or not the goal has been reached?

The program plan is very similar to a business plan for a corporation. There are helpful websites and software that can take you through the planning process step by step. Business Plan Pro offered through http://www.paloalto.com is a comprehensive business plan software package that takes you through a series of questions, with a nonprofit option built into the program, in order to formulate the basics of a comprehensive plan.

It is essential that key staff, the Executive Director and even Board members take the time to properly plan a new program. Ideally the new program or project should be planned out for three years.

It is also recommend that current or ongoing programs continue planning through the evaluation process. During evaluation the organization is asking what did or did not work and what adjustments need to be made in order to ensure the program's continued success.

More later on the differences between goals, objectives and activities.

Welcome!

2005-07-28T10:49:00.000-04:00

I am very excited about joining the world of blogging! I will utilize this forum to share my experiences as a professional fundraiser and writer. My area of expertise is working with non-profit organizations to develop their programs and projects to the point where they are grant-worthy.

I will discuss the full gamut of grant development such as:

Developing a plan
Searching for funders
Building strong community relationships
Grant proposal writing
Grant reporting
Evaluation methods
And much more...

I will attempt to add to the blog at least once a month. My next post will discuss why planning is so important to the grant writing process.

Valerie

Grant Consulting Services