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Grants. We all know what they are, how they work and how they can benefit our school. We also know that they are time-consuming to write, can cause a lot of anxiety during the writing process, and can be difficult to manage. Those of us new to the process look at those experienced in the “grant procurement and management world” with awe and wonder. How do they get those grants? How do they find the time to manage them? Knowing some of the basic rules will help you become comfortable and familiar with the process of grant management. The grant management process actually begins well before you receive the grant. It starts with the writing of the grant proposal itself. Below are a number of tips to help you write an effective, comprehensive grant that is competitive and will help you achieve your goals and the goals of the grant itself. |
| Hire a professional Adhere to guidelines Proofread Network |
Whenever possible, hire an experienced
grant writer with a proven track record of receiving public grants (state,
county, federal, etc.). This individual will know the “ins and
outs” of the grant writing process and will work with you to ensure
your program or idea is a good fit for the purpose of the grant and
to ensure your vision and purpose for the grant are written succinctly
and effectively. If you choose to write the grant yourself, ensure that
you follow all the guidelines, include all attachments; and keep the
grant proposal simple, reasonable, easy to read and understand, and
professional. Seek out an objective colleague to proofread the grant
for spelling, grammar and content. Also, don’t hesitate to network
with other grant writers within or outside your organization to get
their input and suggestions on writing an effective grant. |
| Keep the end product in mind | Remember to keep the “end product”
in mind when writing a grant. If you receive the funding, you will have
to carry out the project, so avoid “pie in the sky” objectives
and activities that will be difficult to accomplish. |
| Cohesion between school and grant | When writing the grant, make sure the grant and
your school’s vision are cohesive. Do not change your school’s
mission, vision, focus, or goals just to satisfy grant requirements.
You may have to modify or alter some of your school’s programs
in order to accommodate the activities in the grant, but do not wipe
the slate clean in order to procure a grant. |
| Include grant manager | As you write your grant’s budget, include
a line item for a grant manager to oversee the project, achieve the
project goals and objectives, and write or assist with the program evaluation.
This individual can assist you in writing the grant to ensure all the
activities are doable and then will take the lead responsibility for
ensuring all goals and activities are completed accurately and on time.
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| Establish a timetable | Establish a timetable to complete the grant activities
as you write your proposal. Work out what needs to be accomplished,
by whom and when they will complete the activity. |
| Follow the instructions Proofread |
Follow all instructions, including formatting and
mailing the document, from the Request for Proposal (RFP). You want
to infuse some creativity in your grant writing to make it easy for
the evaluator to read; however you do not want to be creative in interpreting
direct instructions from the RFP in regard to page length, spacing,
margins, how to package the grant for mailing, etc. Again, have an experienced
grant writer or colleague review the RFP and your grant to ensure you
have not missed any of the grant requirements. |
Your grant has been submitted and now, several months later, you are notified that you were awarded the grant. After your excitement wears down, you are faced with the daunting task of performing your grant objectives. Now what? Your first task is to secure a grant manager to begin facilitating the program. Here are some tips to find this individual and to ensure you carry out your program as described in your grant.
Understanding
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When hiring a grant manager, insure
the individual has a strong understanding and vision of the activities
outlined in the grant. |
| Meet Often | Meet often with your grant manager to review the
objectives, activities completed to date, and to ensure you are completing
everything according to the timeline. This will help keep all parties
focused on what is supposed to happen with the grant and how close you
are to completing all grant activities. |
| Documentation | Document all grant activities completed and purchases
made. You will save yourself hours of time and a great deal of aggravation
by keeping track of these items as you conduct the project, rather than
waiting until it is completed. |
| Communication | If you are experiencing any difficulties completing
the activities, contact the grantor immediately. These individuals are
happy to provide advice on how to get back on track and to help you add
any of the activities that need to be added based upon how the project
is progressing. I have done this on a number of occasions and was very
pleased with the help and assistance I received, including getting approval
for budget changes needed for the project. |
Gravity Griffith is the grant manager for RCB High School. Over the past 3 years, he has assisted in writing and managing grants for the schools, with awards over $1.7 million. If you have any questions about grants management, please contact him at ggriffith@rcbhighschool.com.
