The Art and Craft of Writing Successful

Proposals

Dr. Amjad Idries

What we’ll be discussing• Writing your idea down

• Content• Budget

A grant proposal is a selling document written to:

• Influence decision-makers• Convince them to commit dollars in support of a specific activity• A winning proposal addresses an important question with an

innovative idea, well expressed, with a clear indication of methods for pursuing the idea, evaluating the findings, and making them known to all who need to know

• Research skills • Sales capabilities• Written and oral communication skills• Ingenuity and flexibility• Administrative capabilities (from leadership to accounting)• Human relations skills• Persistence, dedication, patience, and the capacity for hard work• Political acumen• Integrity

Successful Writers

· Start with a good idea !¨ Poor ideas will not be successful regardless of how well

they are “packaged”¨ Good ideas are often not approved because they are not

packaged well¨ For every good idea that is funded, there are others that

aren’t – not packaged well

· Then improve the packaging !

• You have to play by the Rules• Get the (most recent) guidelines• Read the guidelines• Follow the guidelines

Writing a Grant Proposal is like Playing a Game

Things You Must DoUnderstand criteria used to evaluate proposals

¨ Templates normally contains the criteria that will be used by reviewers to evaluate your proposal

¨ Understand these criteria BEFORE you begin preparing your proposal

¨ Provides a greater understanding as to where to put the greatest efforts during proposal preparation

Things You Must Do

Understand criteria used to evaluate proposals¨ Typically review criteria include:

Scientific merit Relevance to program priorities Qualifications of project personnel Planning and administration of project

Things You Must Do

Write the proposal logically and clearly¨ Most important section of the entire proposal is the

activity summary or abstract

¨ Summary captures the essence of your proposal – must be clear, concise, well articulated and logical

¨ Typically the only section that every reviewer reads

Things You Must Do

Write the proposal logically and clearly¨ Organize proposal according to outline in the plan.

¨ Following the prescribed format makes reviewers happy and more generous.

¨ Making reviewers work hard hurts you.

Things You Must Do

Write the proposal logically and clearly¨ Background establishes the need for the activity (activity is

important and interesting)

¨ The need can be readily identified with the priorities of the program ….. make sure you say it in the proposal !

important

Things You Must Do

Write the proposal logically and clearly¨ Overarching goal

¨ Specific aims or objectives

¨ Methodologies with associated timelines

¨ Expected outcomes and impacts

Things You Must Do

Write the proposal logically and clearly¨ Reviewers must be convinced that:

Goals reflect major priorities of the program If objectives are accomplished, you will attain goals If methodology is followed, objectives will be attained Expected results are directly related to overall goals and

priorities of the program

Things You Must Do

Write the proposal logically and clearly¨ Reviewers must be convinced that:

Goals reflect major priorities of the program If objectives are accomplished, you will attain goals If methodology is followed, objectives will be attained Expected results are directly related to overall goals and

priorities of the program

Things You Must Do

Prepare budget with a strong justification¨ Use timeline to compute amount of time personnel will

spend carrying out each portion of the project¨ Unreasonable budgets hurt proposals¨ Keep budgets within guidelines - they are judged on the

degree of reasonableness

Obtain critical input from the team¨ One who has significant expertise in the topic area

¨ Another who has only passing familiarity (or less) with the subject matter

¨ A third who is an excellent writer

Things You Must Do

Most Common Criticisms

· Poorly written

· Not well justified

· Lacks convincing preliminary data

· Poor logical frame

· Poorly designed objectives

Create or use a unified template

• Disturb/Irritate• Spelling errors• Overusing technical terms• Using acronyms

• Confuse• Writing overly complex sentences• Failing to attend to paragraph coherence issues• Using passive voice• Including non-parallel lists

• Diminish Credibility• Failing to address criteria• Abstract, problem statement, budget disconnect• Failing to address assessment and administration• Including extraneous information

Writing Issues

Writing the Proposal• Follow the guidelines exactly

• Guidelines can usually be found on the web, or from the funder. Use them to craft your outline and refer to key words from the guidelines in your narrative.

• Walk the fine line between being compelling and overselling• Avoid jargon

• Remember—generalists and not experts may be reading your proposal. Explain jargon and acronyms.

• Do not insert extraneous verbiage• Don’t be wordy! Remember the reviewers!!!

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Components of a proposal• Cover Page, Title Page and/or Abstract

• Section I: The Needs Statement

• Section II: Project Description

• Section III: Budget Request

• Letters of Support and Agreement/Commitment

• Appendix Materials

Components of a typical proposalCommon Heading Answers the QuestionCover Sheet Who are we?Abstract What’s the big picture?Background What is the context?Need Statement Why should we do this now? Or Rationale.Goals/Aims What are we trying to accomplish?Measurable Objectives What will be different?Procedures/ tasks What exactly are we going to do and when?Facilities Do we have the necessary tools/resources/capacity?

Personnel Who will do the work? Are they qualified?Deliverables What will be accomplished and measured?Budget How much will it cost? References Whose work are you building on?Appendices What else do the funders need to make a decision?

The Abstract should answer the basic questions: • What: Topic of project, goals, objectives. What do you intend to

do?

• Why: Problem/Issue to be addressed. Why is the work important?

• How: Methods, procedures. How are you going to do the work?

The Abstract should answer the basic questions:

• Who: Target population, group served or studied

• When: Project dates, duration

• So what: Significance, outcomes expected

Beginning the writing process

• A clear writing style greatly aids in getting your point across• Unclear writing makes the reviewer have to work harder, and it

will usually cost you in the end• Start with an outline, containing important points you want to

make for each section of the proposal• Then, develop a single paragraph for each point you want to

make.

Background • This part describes the background relevant to the activity at

hand.• You also use this section to convince the reviewer that you are

aware of the important background literature for the subject area.

• You usually want to discuss what benefits will be produced by the proposed work.

Purpose of background statement• The introduction is a credibility statement that establishes the

significance of your idea.• Important to put the activity in context.• Novice proposal writers focus on their own need for funds instead of

using the introductory section to link their project with the sponsor's priorities.

Need Statement• Your statement of the need represents the reason behind your proposal. • Experienced grant seekers know it is the single most important part of the

proposal that influences funding success.• The problem statement specifies the conditions you wish to change. It

should be supported by evidence drawn from your experience, from statistics provided by authoritative sources, and from appropriate literature reviews.

• Do not assume that everyone sees the problem as clearly as you do.• Even if the problem is obvious, your reviewers want to know how clearly

you can state it.

How to Write an Effective Needs Statement• Use supportive evidence• State the contributing factors• Identify gaps· Discuss “promising” programs or “best practices”· Put a face to the problems or needs by using quotes and

anecdotes

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Key Questions to Answer. As you write your statement of problem or need, answer these questions. Does your problem statement

1. Demonstrate a precise understanding of the problem or need that you are attempting to solve?

2. Clearly convey the focus of your project early in the narrative?3. Indicate the relationship of your project to a larger set of problems or issues

and justify why your particular focus has been chosen?4. Establish the importance and significance of the problem?5. Justify why your problem should be of special interest to the sponsor?6. Demonstrate that your problem is feasible to solve?7. Make the reviewer want to read further?8. Indicate how the problem relates to your organizational goals?9. State the problem and outputs in terms of human needs and societal benefits?

Objectives• S – Specific• M – Measurable outcomes• A – Achievable, attainable• R – Realistic• T – Time-bound, achievable

in a specified time period

What to Do if You Have Questions ?

Contact the

Program Staff ! ! !