GETTING GOOD AT
GRANTS
a.k.a. ~ Quit Wasting Your Time!
Our Goals for Today
2

Highlight Good Habits and Better Systems
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Internalize What The Experts Tell Us
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Create A Better Sense of “The Plan”

Raise Your Comfort Level
Robin Lynn Grinnell - robin@grinnellconsulting.org
The Agenda
3

Grant Seeker’s Top 10
From the Proverbial Horse’s Mouth

Lunch
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Let’s Write!
Your Plan
Robin Lynn Grinnell - robin@grinnellconsulting.org
Learning Management
4
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Break times and lunch
Restrooms and so forth
Quiet those dastardly cell phones 
Minimize side conversations
Challenge appropriately
If you hear it more than once, consider it emphasis
Enjoy the day!

NETWORKING 101: Who is here??
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Robin Lynn Grinnell - robin@grinnellconsulting.org
Get Your Head in the Game
5
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Take out a piece of paper

Answer these three questions:
1.
2.
3.
What do I need to find funding for?
What is one specific program/activity I can FOCUS
my thinking on today?
Why is this program necessary? (What is the need,
what will it accomplish?)
Robin Lynn Grinnell - robin@grinnellconsulting.org
Grant Seeker’s Top 10
6
1.
2.
3.
4.
5.
Understand What You
Need
Allocate Time – and
Stick To It
Research, Research,
Research
Initiate (or continue)
Relationships
Review What’s
Already Been Done
6.
7.
8.
9.
10.
Assemble Your Team
Follow the Directions
Communicate Broadly
Double Check
Everything
Learn From Your
Mistakes
Robin Lynn Grinnell - robin@grinnellconsulting.org
1. Understand What You Need
7
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How much money do you need for this particular
grant/project?
How much of your annual budget comes from grant
funding?
What role do grants play in your overall fund
development plan/strategies?
What current environmental factors are going to
impact your chance for success?
Are grants the right source of funding for you to
pursue?
Robin Lynn Grinnell - robin@grinnellconsulting.org
2. Allocate Time and Stick To It
8

Determine the amount of time you should invest in
grant seeking (research, writing, relationship
development)
 Let’s

work through a formula here…
Build that time into your schedule on an ongoing
basis – if raising the money is non-negotiable, the
time you need to do your work well should hold
equal priority
Robin Lynn Grinnell - robin@grinnellconsulting.org
2. Allocate Time – Part II
9


Develop a strategy to manage all members of your
grant writing team in a cohesive manner
Create a submission timeline, and stick to it!
 Due
Date
 At least three days prior: proposal complete and
ready to mail
 One week prior: proposal to review team for final
review
 Two weeks prior: draft review; financial review;
internal communication for alignment and input
Robin Lynn Grinnell - robin@grinnellconsulting.org
3. Research, Research, Research
10




Mission alignment - PARAMOUNT
Geography and other
considerations
Timing
This is where you should spend
MOST of your time.
Robin Lynn Grinnell - robin@grinnellconsulting.org
Locating Government Grants
11

Michigan EGrants http://www.michigan.gov/egrants/0,1607,7-20241337_45826---,00.html

Economic Stimulus - www.michigan.gov/recovery

Federal Grants – www.grants.gov

MSU Cooperating Collection

http://staff.lib.msu.edu/harris23/grants/index.htm
Robin Lynn Grinnell - robin@grinnellconsulting.org
Locating Foundations
12

Council of Michigan Foundations Grantseeker
Resources
 http://www.michiganfoundations.org/s_cmf/sec.asp?CI
D=516&DID=2541

The Foundation Center
 http://foundationcenter.org/getstarted/nonprofits/

MSU Cooperating Collection

http://staff.lib.msu.edu/harris23/grants/index.htm
Robin Lynn Grinnell - robin@grinnellconsulting.org
Things to look for:
13

Annual Report(s)
 Current


and past grantees
990-PFs
Current/Recent Funding Guidelines
 Even
if they’re outdated, they can give you a
framework from which to work


Name of a Program Officer
Summaries, Abstracts, or examples of great
proposals (http://www.tgcigrantproposals.com)
Robin Lynn Grinnell - robin@grinnellconsulting.org
Foundation Support for Grantseekers
14
C.S. Mott Foundation
http://www.mott.org/resources/overview.aspx
 Includes samples of all forms that grantees may have to
submit

W.K. Kellogg Foundation Knowledge Center
http://www.wkkf.org/knowledge-center/knowledge-centerlanding.aspx
 Includes toolkits for communications, evaluation and policy

Robin Lynn Grinnell - robin@grinnellconsulting.org
4. Initiate (or continue) Relationships
15


Call potential funders and make a friend – be nice
to the person who answers the phone!
Ask to speak to a program officer with specific
questions (no fishing expeditions, please)
 Ask
for 10 minutes to share the outline of your idea and
gather opinions on relevance and fundability
 Ask for recommendations of resources for you to review
 Ask for evaluation reports and/or other resources
recommended by this particular funder to inform your
planning and program development
Robin Lynn Grinnell - robin@grinnellconsulting.org
5. Review What’s Already Been Done
16

Review previous proposal submissions from your
organization – GOOD AND BAD
 Make

Review successfully funded proposals from other
organizations
 Make


notes
notes
Gather existing data in centralized files (org
history, evaluation frameworks, etc)
Find the info for your other appendices
Robin Lynn Grinnell - robin@grinnellconsulting.org
6. Assemble Your Team
17

Successful proposal writing is not a one-person job
 Financial
 Evaluation
 Human
Resources
 External partners/collaborators
 Legal (to review for liability and external contracts)
 Program experts
 Other (service recipients, affected constituencies)
Robin Lynn Grinnell - robin@grinnellconsulting.org
7. Follow the Directions
18


Seriously. Follow the Directions.
Recognize that everybody’s directions are slightly
different.
Robin Lynn Grinnell - robin@grinnellconsulting.org
8. Communicate Broadly
19
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Let others in your organization know you’re
applying – check against fund development plan
Ask for ideas and input
Give key personnel (finance, evaluation,
communications) a heads up – and block time on
their calendar for participation
Engage your constituents – focus group for program
design; board members for collaboration or
support, etc.
Robin Lynn Grinnell - robin@grinnellconsulting.org
9. Double Check Everything
20
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ONE chance to make a good first impression
Spell check; grammar check
Double check against application guidelines and
specifications
Have finance people check your numbers
Have someone UNRELATED read your proposal to
see if it makes sense
Have someone who knows the business read your
proposal for accuracy and reality
Robin Lynn Grinnell - robin@grinnellconsulting.org
10. Learn From Your Mistakes
21
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
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Don’t “mildly amend” an old proposal that was
unsuccessful
Ask funders for feedback on proposals that were
declined and heed their advice
Include organizational learnings as part of the
documented need, program design, etc. - funders
like programs who are honest enough to own up to
mistakes, and who can demonstrate they LEARN
from them
Robin Lynn Grinnell - robin@grinnellconsulting.org
Four Reasons Proposals Are Declined
22
From :
1.
The Insider’s
Guide to
Grantmaking,
Dr. Joel J.
Orosz
© 2000
2.
3.
Jossey-Bass
Publishing
W.K. Kellogg
Foundation
4.
Request is a much larger amount than
the foundation is willing or capable of
paying.
Idea lies outside the scope of the
foundation’s funding guidelines.
Idea is within the scope of the
guidelines but is inferior in quality.
Idea is within scope, of good quality,
but less promising than others.
Robin Lynn Grinnell - robin@grinnellconsulting.org
12 Characteristics of a Good Proposal
23
From :
The applicant’s idea is innovative.
1.

The Insider’s
Guide to
Grantmaking,
2.
Dr. Joel J.
Orosz
3.
The applicant has expertise, but also
an understanding of its weaknesses.
The applicant has done the needed
homework.
© 2000
Jossey-Bass
Publishing
W.K. Kellogg
Foundation
But innovative is relative.
a)
b)
About the project
About the foundation
Robin Lynn Grinnell - robin@grinnellconsulting.org
12 Characteristics of a Good Proposal
24
From :
4.
The Insider’s
Guide to
Grantmaking,
5.
Dr. Joel J.
Orosz
6.
© 2000
Jossey-Bass
Publishing
W.K. Kellogg
Foundation
7.
8.
The applicant is doing the project WITH,
not TO, those it is trying to help.
The applicant is other-centered, not selfcentered.
The applicant will invest its own money in
the project.
The applicant is determined to do the
project, no matter what.
The applicant has devised a comprehensive
approach.
Robin Lynn Grinnell - robin@grinnellconsulting.org
12 Characteristics of a Good Proposal
25
From :
9.
The Insider’s
Guide to
Grantmaking,
10.
Dr. Joel J.
Orosz
11.
© 2000
Jossey-Bass
Publishing
W.K. Kellogg
Foundation
12.
The applicant will work collaboratively
with others who can help.
The applicant is willing to have an
evaluator assess the project.
The applicant will continue the project
after foundation funding ceases.
The applicant’s project has the
potential for broader impact.
Robin Lynn Grinnell - robin@grinnellconsulting.org
What You Need to Write
26

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Cover letter (or, if you’re lucky – a letter of
application!)
Proposal
Case statement
Needs statement
Goals and objectives
Evaluation strategy
Budget
Robin Lynn Grinnell - robin@grinnellconsulting.org
The Proposal Format
27

A Michigan Model:
Council of Michigan Foundation’s
Common Grant Application
& Common Report Form
http://www.michiganfoundations.org/s_cmf/bin.asp?CID
=2528&DID=10304&DOC=FILE.DOC
Robin Lynn Grinnell - robin@grinnellconsulting.org
The Proposal Format
28
Common Grant Application
1.
2.
3.
4.
5.
6.
Exec Summary
Purpose of Grant
Evaluation
Budget
Narrative/Justification
Organization Info
Attachments
NP Guides
1.
2.
3.
4.
5.
6.
7.
Cover Letter
Cover Sheet
Narrative
Budget
Qualifications
Conclusion
Appendices
Robin Lynn Grinnell - robin@grinnellconsulting.org
The Narrative/Purpose of Grant
29
Common Grant Application


Statement of Needs
Goals, objectives, action plans
and statements

Timetable for implementation

Partners

Competition

Involvement of constituents

Qualifications of staff

Long term funding beyond grant
NP Guides

Needs Assessment

Goals/Objectives

Methodology

Evaluation
Robin Lynn Grinnell - robin@grinnellconsulting.org
The Proposal Format
30

Nonprofit Guides tutorial
www.npguides.org
The BEST way to learn to
WRITE proposals is to READ
them.
Robin Lynn Grinnell - robin@grinnellconsulting.org
Mission-critical Questions
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What problem are we trying to address?
What program are we offering to address the
problem?
Why is this important?
Who is our market?
Who are our competitors? (duplication?)
What are the financial needs of supporting this
initiative?
Do we possess the organizational capacity to carry
this through?
Who should support our efforts?
Robin Lynn Grinnell - robin@grinnellconsulting.org
Painting the Picture
32

Statistics
 Reliable
sources
 Appropriate comparisons
 Paint by numbers: stats can tell your story



Anecdotes: short, sweet, related
Focused on needs of community v. needs of
organization
Community voice is key
Robin Lynn Grinnell - robin@grinnellconsulting.org
Goals and Objectives
33


Goals are the large statements of what you hope to
accomplish but usually aren't very measurable. They
create the setting for what you are proposing.
Objectives are operational, tell specific things you
will be accomplishing in your project, and are
measurable.
 Outputs:
bean counting (immediate or short-term)
 Outcomes: behavioral/environmental change
Robin Lynn Grinnell - robin@grinnellconsulting.org
Think Term Paper Outline
34

Mission
 Program
 Goal

Objective
 Activities
 Goal

Objective
 Activities
Robin Lynn Grinnell - robin@grinnellconsulting.org
For Example
35

Education Program to Prevent Dating Violence
 What
are GOALS of such a program?
 What
are MEASURABLE OBJECTIVES of such a
program?
 Outputs
 Outcomes
 What
will SUCCESS (long-term impact) look like?
Robin Lynn Grinnell - robin@grinnellconsulting.org
Effective Evaluation
36

Effective evaluation answers the question,
“So what?”
Robin Lynn Grinnell - robin@grinnellconsulting.org
Your Evaluation Strategy
37
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Evaluation plans should be developed concurrently
with program plans, staffing plans, funding plans to
ensure that the pieces of the puzzle fit
What do your wide array of stakeholder’s care
about?
You can’t measure everything, so focus on what
matters most
If you ask the question, you must be able to
answer it
Robin Lynn Grinnell - robin@grinnellconsulting.org
Things to think about
38




Evaluation is a full-circle activity
Find out which model your (potential) funder prefers
AND which model works for YOUR ACTIVITY
Your EVALUATION MEASURES = your objectives
Key Resource:
www.wkkf.org – Evaluation Tool Kit
Robin Lynn Grinnell - robin@grinnellconsulting.org
Typical Budget Line Items
39
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Personnel (salary and benefits)
Consultants (salary)
Instruction
Equipment
Supplies
Communication (telephone/postage)
Materials preparation
Travel
Rental of facilities
Evaluation
Other expenses
Indirect costs (costs that your organization requires)
Robin Lynn Grinnell - robin@grinnellconsulting.org
The Budget Narrative
40





Show Your Work (formulas are helpful)
Be Realistic
Check Your Addition
Explain Every Line (make no assumptions)
Too much detail makes you “thorough” – too little
makes you “suspect”
Robin Lynn Grinnell - robin@grinnellconsulting.org
Aspects of Sustainability
41

Financial resources

Community ownership

Human resources: the people power to get it done

Long-term plan of action vs. short-term reaction
Robin Lynn Grinnell - robin@grinnellconsulting.org
Grant Writing Resources
42

http://www.npguides.org
http://tgci.com/magazine/proposal.shtml
http://www.grantproposal.com/funders.html
http://www.northskynonprofit.org/resource.php

Books:



 Insider’s
Guide to Grantmaking (Orosz)
 Grant Writing for Dummies (Browning)
Robin Lynn Grinnell - robin@grinnellconsulting.org
Let’s Write 
43



Go back to your program you started thinking
about this morning (or pick one now)
Write a clear statement on how this activity
advances your nonprofit mission
Define 2-3 GOALS
 For
each GOAL, define both an OUTPUT and an
OUTCOME
 For
each OUTCOME, define what you will need to do to
measure/evaluate to determine whether or not you have
been successful
Robin Lynn Grinnell - robin@grinnellconsulting.org
Questions?
44
Robin Lynn Grinnell
robin@grinnellconsulting.com
Robin Lynn Grinnell - robin@grinnellconsulting.org