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By Martin Wall, Chapter Member
Lindsey Frazier is a Technical Communicator with experience in writing and editing for science and technology companies and for nonprofits. She currently develops proposals for competitive grants and contracts, manages projects, and participates in the Master’s in Technical Communication (MSTC) program at NC State University.
As a Technical Communicator, I write many different types of documents, but I was particularly interested in writing grants because they provide organizations with the resources they need to address societal problems and fulfill important needs. It’s rewarding to know that a successful grant proposal can feed the hungry, shelter the homeless, employee the unemployed, or improve quality of life for a large group of people.
Before I started writing grants, I thought the first step was to identify a funding opportunity that seemed interesting, attainable, and beneficial and then write a proposal based on the requirements of that particular request for proposal (RFP). I later learned that the process begins with initiating collaborations and developing concepts that align with the organization’s long-term goals. Ideally, the project concept should drive the identification of potentially viable funding opportunities.
Proposals are often written in collaboration with many diverse stakeholders, but it can be challenging to select the appropriate collaborators, facilitate communication across physical and cultural barriers, coordinate logistics, guide the team through the application process, manage timelines, and keep everyone’s brilliant ideas within the scope of the funding opportunity. The Grant Writer must play a leadership role while juggling several different tasks at one time, which can be chaotic.
The most rewarding part of grant writing comes when the funded project is closed out and the impacts are measured. Seeing how an organization’s project has contributed to a group of people, a field of study, or the public is a gratifying experience.
I incorporate an organization's branding guidelines into the proposal’s text and images while also adhering to the format prescribed by the RFP. I also make a point to parrot the funder’s language back to them throughout the proposal to demonstrate camaraderie and understanding.
I begin by reviewing the RFP several times to gain a clear understanding of its requirements. I then outline the proposal based on the headings and/or evaluation criteria from the RFP and use the organization’s concept summary, input, and other resources to fill in the outline. Once our team has developed a first draft, we share it with subject matter experts and senior leaders to gain feedback that we can apply to the next draft. The reviewers’ comments help us make the proposal more innovative, competitive, and impactful. It is natural for grant proposals to evolve and change many times throughout the development process, especially when there are several different collaborators involved.
Grant proposals typically follow a standard format: executive summary, abstract, table of contents, introduction, problem/need statement, goals/objectives, data management plan, evaluation plan, budget and budget justification. However, the sections and structure of each proposal may vary depending on the format prescribed by the funding agency.
If the proposal is rejected, then I request to see the reviewers’ comments so the team can understand the weaknesses and/or other reasons for rejection and learn from the experience. Some reviewers provide the comments along with the rejection letter, but some will only share the comments if the team requests them.
If a federal proposal is accepted, then it’s time to plan the trip to the national kick-off meeting, if applicable. This is where the awardees meet with the Program Office to receive all the information and resources they need to implement their funded projects. We also hold an internal kick-off meeting with all the stakeholders involved in our project so each person understands the expectations, major milestones, timelines, and his/her roles and responsibilities.
It is important to recognize that grants are about more than money; they are a means to an end. Grants are a tool that allows organizations to bring their innovative ideas to fruition, achieve long-term goals, and benefit the target population and beyond.
How and when to pay Grant Writers is a heavily debated topic, but it is unethical to pay Grant Writers on a commission basis under the condition that a grant is awarded. There are many factors that go into the selection process and even the best written proposal can be rejected for reasons outside of the Grant Writer’s control. Everyone deserves to be compensated for the work they produce, even if it doesn’t win an award.
Thank you for reading Lindsey's thoughts and experiences in the world of Grant Writing. Share in the comments your thoughts about this article and share it on social media. If you would like to be interviewed or share your experience in the field of Technical Communication, email us at newsletter at stc-carolina dot org.
Martin Wall can be reached at mdwall1234 at gmail dot com. Read more articles by Martin Wall.
Things you need to know before taking the plunge into Grant Writing: Interview with Lindsey Frazier
Lindsey Frazier
Lindsey Frazier is a Technical Communicator with experience in writing and editing for science and technology companies and for nonprofits. She currently develops proposals for competitive grants and contracts, manages projects, and participates in the Master’s in Technical Communication (MSTC) program at NC State University.
What drew you to grant writing technical communication?
As a Technical Communicator, I write many different types of documents, but I was particularly interested in writing grants because they provide organizations with the resources they need to address societal problems and fulfill important needs. It’s rewarding to know that a successful grant proposal can feed the hungry, shelter the homeless, employee the unemployed, or improve quality of life for a large group of people.
How is the process similar to, or different from, what you expected when you first started out?
Before I started writing grants, I thought the first step was to identify a funding opportunity that seemed interesting, attainable, and beneficial and then write a proposal based on the requirements of that particular request for proposal (RFP). I later learned that the process begins with initiating collaborations and developing concepts that align with the organization’s long-term goals. Ideally, the project concept should drive the identification of potentially viable funding opportunities.
What are the most challenging aspects of grant writing?
Proposals are often written in collaboration with many diverse stakeholders, but it can be challenging to select the appropriate collaborators, facilitate communication across physical and cultural barriers, coordinate logistics, guide the team through the application process, manage timelines, and keep everyone’s brilliant ideas within the scope of the funding opportunity. The Grant Writer must play a leadership role while juggling several different tasks at one time, which can be chaotic.
The Grant Writer must play a leadership role while juggling several different tasks at one time, which can be chaotic.
On the other side, what are the most rewarding aspects of grant writing?
The most rewarding part of grant writing comes when the funded project is closed out and the impacts are measured. Seeing how an organization’s project has contributed to a group of people, a field of study, or the public is a gratifying experience.
What kind of impact (if any) do different recipient organizations and funding organizations have on the style, word choice, and other factors in your writing?
I incorporate an organization's branding guidelines into the proposal’s text and images while also adhering to the format prescribed by the RFP. I also make a point to parrot the funder’s language back to them throughout the proposal to demonstrate camaraderie and understanding.
Tell us about your draft process. Who reviews the proposals and what do they look for? What kinds of changes usually take place before you get to the final product?
I begin by reviewing the RFP several times to gain a clear understanding of its requirements. I then outline the proposal based on the headings and/or evaluation criteria from the RFP and use the organization’s concept summary, input, and other resources to fill in the outline. Once our team has developed a first draft, we share it with subject matter experts and senior leaders to gain feedback that we can apply to the next draft. The reviewers’ comments help us make the proposal more innovative, competitive, and impactful. It is natural for grant proposals to evolve and change many times throughout the development process, especially when there are several different collaborators involved.
It is natural for grant proposals to evolve and change many times throughout the development process, especially when there are several different collaborators involved.
Briefly describe to us the different parts of the draft proposal. Do you sometimes leave some parts in or out depending on the need? If so, why?
Grant proposals typically follow a standard format: executive summary, abstract, table of contents, introduction, problem/need statement, goals/objectives, data management plan, evaluation plan, budget and budget justification. However, the sections and structure of each proposal may vary depending on the format prescribed by the funding agency.
Grant proposals typically follow a standard format: executive summary, abstract, table of contents, introduction, problem/need statement, goals/objectives, data management plan, evaluation plan, budget and budget justification.
What is the process of accepting the sponsor organization's acceptance/rejection?
If the proposal is rejected, then I request to see the reviewers’ comments so the team can understand the weaknesses and/or other reasons for rejection and learn from the experience. Some reviewers provide the comments along with the rejection letter, but some will only share the comments if the team requests them.
If a federal proposal is accepted, then it’s time to plan the trip to the national kick-off meeting, if applicable. This is where the awardees meet with the Program Office to receive all the information and resources they need to implement their funded projects. We also hold an internal kick-off meeting with all the stakeholders involved in our project so each person understands the expectations, major milestones, timelines, and his/her roles and responsibilities.
If you have any other insights into grant writing that are unique, informative or just cool to know, please tell us those too!
It is important to recognize that grants are about more than money; they are a means to an end. Grants are a tool that allows organizations to bring their innovative ideas to fruition, achieve long-term goals, and benefit the target population and beyond.
Also…
How and when to pay Grant Writers is a heavily debated topic, but it is unethical to pay Grant Writers on a commission basis under the condition that a grant is awarded. There are many factors that go into the selection process and even the best written proposal can be rejected for reasons outside of the Grant Writer’s control. Everyone deserves to be compensated for the work they produce, even if it doesn’t win an award.
Thank you for reading Lindsey's thoughts and experiences in the world of Grant Writing. Share in the comments your thoughts about this article and share it on social media. If you would like to be interviewed or share your experience in the field of Technical Communication, email us at newsletter at stc-carolina dot org.
Martin Wall can be reached at mdwall1234 at gmail dot com. Read more articles by Martin Wall.
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