Why Apply for a Grant?
The first thing to consider when looking for grant funds is whether there is a specific need for which the funds will be used. Funders want to meet needs and solve problems. Simply seeking or applying for funds as a financial enhancement for your business or organization would be an inefficient use of your time and most likely result in an unsuccessful grant application. The key is to identify the need that you will be asking a funder to help meet, and to demonstrate how meeting that need will make a positive impact on those you and/or your organization serve.
What Do Funders Want?
Funders want clear, concise proposals about projects that achieve the goals they outline in Grant Announcement (GA). They have a mission to distribute funds that will achieve specific goals outlined in the GA. Your proposal must clearly demonstrate how your project will achieve the goals outlined in the GA. Remember that there will be many applications for funders to review. Funders will judge your application on whether you are eligible to apply, whether your project meets their needs, whether you complied with all their requirements, and your ability to complete the project as you described it in the proposal. More than likely, each application will be given a score so that the reviewers can compare applications. A proposal that is clear and concise and addresses as many of the application requirements as possible is likely to receive a higher score than one that does not.
Determine Your Eligibility
Read the Grant Announcement (GA)carefully to see if you are eligible. If your organization is not eligible, consider a partnership or collaboration with one that is eligible. If it is unclear to you whether you are eligible, contact the funder before proceeding. The funder is there to address your questions throughout the process. It is best that you have thought through the project before making the contact so that you can describe your project and answer the funder's questions.
Determining Organizational Readiness
Determine if the grant makes sense with your business or organizational goals and objectives. If it does, then write a brief sentence or two that explains why you are eligible and how this initiative fits with your organizational mission and goals. Be sure to include this information (as applicable and allowable) in your proposal if you decide to apply for the grant.
Determining Capacity
- Problem to be Solved - Write a few sentences that demonstrate how your project meets one or more of the goals outlined in the Grant Announcement.
- Your Inputs - Write a list of resources you already have available to complete the project (your experience, people, capital, success on similar projects, equipment, etc.), and determine how much it will cost you to use these resources for the project. Include this information in your proposal. Will doing this project take critical resources away from your primary mission?
- Grant Funded Inputs - Write a thorough list of the resources you will need to acquire to accomplish the project goals (people, capital, partners, equipment, etc.). Then you will need to assess what each item will cost and whether you need the grant to cover the cost. This cost information is normally required for a grant. Funders will want to see how you plan to spend their funds and assure that you will follow their spending guidelines.
- Contacts - Create a written list of other organizations you will need to work with to complete the project. Ask questions like: Do they have the resources to help? Will you have to seek permission to operate? How will you get the word out about the project?
- Action Plan - Write a detailed list of action items (goals and objectives) you will need to take and when each must be completed in order to finish the project by the grant deadline. Do not forget to budget for unexpected delays.
- Outputs and Outcomes - Write down how your project will achieve the funder's goals and who will benefit from this project. Explain the long-term outcomes that will result from this project. The funder wants to know that the grant funds will make an impact. If you decide to write the proposal, more information can be found at The Role of Outputs and Outcomes in Grant Writingon the Penn State Extension website.
- Evaluation - Write a few sentences about how you will gauge the quality of your work. How will you measure the impact of the project? Consider things like: How many people will be served? How will people or a community be better off after you complete the project?
- Check Time Constraints - Determine if you have time to gather costs, make decisions, contacts partners, assure project feasibility, and write the grant before the deadline. Finally, determine whether you really can do what is being asked in the time frame allotted by the grant and whether you can sustain the project on your own once the grant funds are gone.
- Sustainability - Write a few sentences about how you will keep this project going after the grant funds are used to see if it is realistic.
A Final Review Before You Decide to Submit
After looking at your capacity to achieve all the requirements, evaluate whether it is worth your effort to write the grant and whether it will be worth your time to carry out the project if your proposal is funded. It may be beneficial to share what you have written so far with a colleague to get feedback and input. Chasing dollars at the expense of your regular operations may not offer any long-term benefits. Incomplete planning may require that you contribute more time or resources to the project than you originally estimated so it is important to plan for unforeseen costs or time constraints as a project unfolds.
Also, grants require fiscal reporting that can be time-consuming and detailed. You must follow grant spending guidelines and report your progress to the funder at designated intervals. Do you have the time and staff needed to meet grant financial reporting requirements? Someone will need to document and record exactly how funds were spent and write reports about project progress. Understand that if you are unable to complete the goals outlined in the grant or if you do not follow grant guidelines, there may be penalties.
Review the Grant Announcement (GA) grant application requirements once again to make sure you can address all the specific requirements. Read every detail of the grant to make sure you do not miss anything and that you understand what the funder requires of you. Funders are very specific for a reason and you need to follow every requirement that is outlined from font size to including required attachments. Again, you need to assess your ability to meet GA requirements in the proposal as well as during the completion of the project.
If you do decide to write the grant proposal, ask a colleague to give the proposal a critical review before you submit. Have them explain to you what they think you are proposing and evaluate the plausibility of achieving the goals you outlined. At a minimum have someone proofread the proposal for clarity and accuracy.
Remember
Funders are concerned with meeting their goals. Your goals, objectives, and outcomes need to support their goals while achieving the mission of your organization. Sound project planning and design is critical to determining if the grant will move you toward your goals without depleting your resources or exceeding your capabilities. This needs to be conveyed in a clear and concise manner so that funders can determine whether you and your project are a good match for their funds.
