1. Getting Started
The purpose of this workbook is to serve as a guide to best practices for each step of the project planning and proposal development process.
Proposal writing is a craft, and like any other craft, it can be mastered with time, knowledge, and practice. The purpose of this workbook is to serve as a guide to best practices for each step of the project planning and proposal development process. The workbook can be read in its entirety, or specific chapters can be consulted on an as-needed basis. In addition, toolkit sections following the chapters provide topical and agency-specific information and web links.
Understand the Importance of Good Grantsmanship
At
the core of any competitive grant application – no matter what the
field of endeavor – is a great idea, one based on strong scholarship
and/or excellent science, and one that is fresh, innovative, and
significant. Such ideas may fill gaps in the existing knowledge base,
thereby advancing scholarship in the field, or may address important
needs or lead to the development of useful applications. In a highly
competitive grant environment, however, it takes more than a good idea
to be successful in obtaining a grant award. After all, the majority of
grant competitors also have good ideas. To make a grant application as
compelling and competitive as possible, a good idea plus good
grantsmanship are essential.
A successful proposal represents the accumulation of marginal advantage gained from a series of decisions made during each step of the project planning and proposal development process. Each of these steps will be discussed in depth in subsequent chapters of this workbook:
- Assessing readiness. Before preparing a grant application, the investigator should determine – as objectively as possible – not only that a compelling idea is being developed, but that the qualifications, resources, and preliminary data required to be competitive are also in place. Competitive applications exhibit strength in all of these areas.
- Identifying funding opportunities. Before preparing a grant application, the investigator should identify the kind of funding mechanism required (i.e., to conduct a full-scale research project, to gather preliminary data, to purchase equipment, to obtain a fellowship, etc.). Competitive applications include requests only for allowable funds.
- Analyzing the funding agency. Before preparing a grant application, the investigator should research the target funding agency to gather information on its mission, strategic plan, and investment priorities. Competitive applications closely align with and support the agency’s goals and objectives.
- Reading the proposal solicitation. The investigator should read the proposal solicitation carefully and in its entirety to garner as much information as possible about the kind and scope of research the program will support and to identify specific proposal requirements. Competitive applications fully address all of the solicitation’s requirements, and do so in the order and manner requested.
- Understanding the review process. The investigator should learn as much as possible about the reviewers, the review process, and the review criteria being used to evaluate an application. Competitive applications fully address all review criteria.
- Drafting the application. The pages
of a grant application are the only means of communicating a proposed
idea to reviewers. Therefore, it is critical that the investigator
communicate his or her idea in the most organized, logical, and
understandable manner possible. After all, if reviewers have
difficulty understanding the proposed idea, they will be unlikely – and
perhaps even unable – to advocate on the investigator’s behalf during
the review. Competitive applications communicate ideas clearly and
convey passion, excitement, and commitment to the proposed project.
Set Aside Ample Time to Prepare a Grant Application
Crafting a competitive application – one that presents a great idea and supports the presentation of that idea with good grantsmanship – can require a significant investment of time. At the outset, lead time is needed to identify, refine, and assess the proposed idea. In short, the investigator needs time to think – to reflect on the idea, consider it from every angle, allow related ideas to surface, synthesize these ideas, and, finally, bring everything into sharp focus. This is a highly iterative process, and one that should not be rushed. Attempting to do so by playing the role of the “midnight warrior” and feverishly cranking out a proposal the week before it is due rarely results in success. Lead time is also needed to identify appropriate funding opportunities, obtain and analyze background information on the target agency, download application forms, become familiar with the application instructions, and identify potential collaborators. A significant amount of work time is needed to draft the application, have the application vetted by colleagues, revise and edit the text, and request and obtain supplementary materials such as letters of support. And, finally, wrap-up time is needed to route the application and budget and to upload the proposal (if submitting electronically) or photocopy and mail it (if submitting a hard copy). Setting aside ample time for all of these activities greatly enhances an investigator’s ability to prepare a robust and mature proposal and increases the likelihood of funding.
Create a Proposal Production Schedule
During project planning and proposal development, investigators quickly discover that preparing a proposal is a fairly complex undertaking, often requiring that they juggle a number of tasks at any given time. Therefore, investigators often find it beneficial to prepare a proposal production schedule that lists all proposal tasks and assigns firm due dates for each of those tasks. When completing this schedule, investigators should strive to anticipate potential glitches (e.g., computer crashes, etc.) and build at least a bit of leeway into the schedule so that, should such a glitch occur, they will still have time to complete and submit the application.
