Objective 3: Upgrade production equipment.
These goals and objectives suggest the proposal will request
support for recruitment activity, production training, and equipment
purchase. In contrast, a different proposal with the same goal might
focus only on equipment upgrades.
- Decide who will benefit. Benefits may extend beyond the
direct beneficiary to include the audience, other institutions,
etc.
- Draft expected project outcomes in measurable terms.
- Draft a timeline that includes the planning phase, the
period of searching for funds, proposal writing, and the
intended project start date. Periodically update the timeline as
you learn more about submission deadlines, award timetables,
etc.
2. Identify the right funding sources.
- Foundation centers, computerized databases, station
development offices, publications, and public libraries are some
of the resources available to assist your funding search.
- Do not limit your funding search to one source.
- Look for a match between your project and the grants you
seek by looking for consistency between the purpose and goals of
your project and the funder. In addition, pinpoint specific
funding priorities and preferences.
- Make direct contact with funders to support projects like
yours.
- Request proposal guidelines. Also request a list of projects
previously funded. Perhaps an annual report is available.
- Inquire about the maximum amount available. Also, find out
the average size and funding range of awards.
- Determine if funding levels of the grants you select are
appropriate for your project. Note whether there is a funding
floor or ceiling.
- Find out whether the funder has other grant sources for
which your project is eligible.
3. Contact the funders.
- Think of the funder as a resource.
- Identify a project officer who will address your questions.
- Some funders offer technical assistance, others do not. Ask
for technical assistance, including a review of proposal drafts.
- Inquire about how proposals are reviewed and how decisions
are made.
- Inquire about budgetary requirements and preferences. Are
matching funds required? Is in-kind acceptable as a portion of
applicants' share? What may be counted as in-kind, and how might
it be applied? Learn about payment processes, including cash
flow.
- Remember, the contacts you make may prove invaluable, even
if not for now.
4. Acquire proposal guidelines.
Guidelines usually tell you about:
- submission deadlines
- eligibility
- proposal format: award levels forms, margins, spacing,
evaluation process and restrictions on the number criteria of
pages, etc.
- review timetable
- budgets
- funding goals and priorities
- award levels
- evaluation process and criteria
- whom to contact
- other submission requirements
Additionally:
- Read the guidelines carefully, then read them again.
- Ask the funder to clarify your questions.
5. Know the submission deadline.
- Plan to submit your proposal on or preferably before the
deadline.
- Be realistic about whether you have time to prepare a
competitive proposal that meets the deadline.
- Know the funder's policies on late submissions, exceptions,
and mail delays.
- Find out how the funder will notify you about the receipt
and status of your proposal. Factor this information into your
timeline.
6. Determine personnel needs.
- Identify required personnel both by function and, if
possible, by name. Contact project consultants, trainers, and
other auxilliary personnel to seek availability, acquire
permission to include them in the project, and negotiate
compensation. Personnel compensation is important budget
information.
7. Update your timeline.
- This is a good point at which to update your timeline, now
that you know about submission deadlines and review timetables.
Factor into your schedule time to write multiple drafts, gather
relevant and permissible materials, and prepare an impartial
critique of your proposal for clarity, substance, and form.
WRITING THE PROPOSAL
Structure, attention to specifications, concise persuasive
writing, and a reasonable budget are the critical elements of the
writing stage.
There are many ways to organize proposals. Read the guidelines
for specifications about required information and how it should be
arranged.
Standard proposal components are: the narrative, budget, appendix
of support material, and authorized signature. Sometimes proposal
applications require abstracts or summaries, an explanation of
budget items, and certifications.
1. Narratives
- Statement of need - purpose, goals, measurable objectives,
and a compelling, logical reason why the proposal should be
supported. Background provides perspective and is often a
welcome component.
- Approach - method and process of accomplishing goals and
objectives, description of intended scope of work with expected
outcomes, outline of activities, description of personnel
functions with names of key staff and consultants, if possible.
- Method of evaluation - some require very technical
measurements of results. Inquire about expectations.
- Project timeline - paints a picture of project flow that
includes start and end dates, schedule of activities, and
projected outcomes. Should be detailed enough to include staff
selection and start dates.
- Credentials - information about the applicant that certifies
ability to successfully undertake the proposed effort. Typically
includes institutional or individual track record and resumes.
Tips on Writing the Narrative:
Narratives typically must satisfy the following questions:
- What do we want?
- What concern will be addressed and why?
- Who will benefit and how?
- What specific objectives can be accomplished and how?
- How will results be measured?
- How does this funding request relate to the funders purpose,
objectives, and priorities?
- Who are we (organization, independent producer) and how do
we qualify to meet this need?
The HOOK:
There are many ways to represent the same idea. However, the HOOK
tailors the description of the idea to the interest of a particular
funder. The HOOK aligns the project with the purpose, and goals of
the funding source. This is a critical aspect of any proposal
narrative because it determines how compelling reviewers will
perceive your proposal to be.
2. Budget
Budgets are cost projections. They are also a window into how
projects will be implemented and managed. Well-planned budgets
reflect carefully thought out projects.
Funders use these factors to assess budgets:
- Can the job be accomplished with this budget?
- Are costs reasonable for the market - or too
high or low?
- Is the budget consistent with proposed activities?
- Is there sufficient budget detail and explanation?
Many funders provide mandatory budget forms that must be
submitted with the proposal.
Don't forget to list in-kind and matching revenue, where
appropriate.
Be flexible about your budget in case the funder chooses to
negotiate costs.
3. Supporting materials
Supporting materials are often arranged in an appendix. These
materials may endorse the project and the applicant, provide
certifications, add information about project personnel and
consultants, exhibit tables and charts, etc.
Policies about the inclusion of supporting materials differ
widely among funders. Whether to allow them usually depends upon how
materials contribute to a proposal's evaluation. Restrictions are
often based on excess volume, the element of bias, and relevance.
Find out if supporting materials are desired or even allowed.
Be prepared to invest the time to collect resources, produce a
tape, document capability, update a resume, collect letters, include
reference reports or whatever is needed.
4. Authorized Signatures
Authorized signatures are required. Proposals may be rejected for
lack of an authorized signature. Be sure to allow the time to
acquire a needed signature.
5. Specifications
Tailor proposal writing to specifications found in the
guidelines. Include only the number of pages allowed. Observe the
format. Is there a form to complete? Must the proposal be typed,
double spaced, on 8-1/2 x 11 inch pages? Are cover pages allowed or
desired? Caution! - the beautifully bound proposal is not always
appreciated or allowed. Be concise. Elaborations should add depth
and scope, not page fillers. Be prepared to write one or more
drafts.
6. Submission checklist
a. The proposal must be NEAT, COMPLETE, and ON TIME, with
the requested number of copies and original authorized
signatures.
b. Address the proposal as directed in the guidelines.
c. Be sure to include required documentation.
FOLLOW-UP
Contact the funding source about the status, evaluation, and
outcome of your proposal. It is important to request feedback about
a proposal's strengths and weaknesses, although this information is
sometimes unavailable, especially with a large volume of
submissions.
Reference information may also be useful if you choose to
approach the same or different funder again with your idea.
