AI technologies, including natural language processing models like GPT-3, are capable of generating text content and assisting with various writing tasks. However, writing a grant proposal involves more than just generating text; it requires a deep understanding of the specific goals, objectives, and requirements of the proposal, as well as knowledge of the subject matter and the context in which the proposal will be submitted.

While AI can help with certain aspects of the writing process, such as generating introductory or background sections, it may not be able to fully replace human expertise in crafting a persuasive and well-structured grant proposal. Human input is crucial for understanding the unique aspects of a project, tailoring the proposal to the needs of the funding organization, and incorporating a compelling narrative. This involves a level of domain-specific knowledge and creativity that AI does not fully possess.

If you’re considering using AI to help with your grant request, it’s advisable to stay updated on the latest developments, particularly in the field of natural language processing. Additionally, always review and refine any AI-generated content to ensure it meets the specific requirements of your proposal and effectively communicates your project’s goals and significance.

That said, the field of AI is dynamic and advancements are made regularly. It’s possible that, in the future, more sophisticated AI models or dedicated tools could offer substantial assistance in writing grant requests.

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Ingredients    

1. Excellent match between the grant proposal and the donor’s priorities
2. Answering the “so what” question of your research
3. Simple prose and white space on the paper
4. Examples of the approach
5. A clearly written proposal
6. The grand finale: the significance of the results

Preparation

Read the entire RFP, from top to bottom. Once you clearly understand the directions that the donor provided, you can begin to put the pieces of the proposal together. Double check that you and your organization are eligible for the grant you are seeking, and that your project or research aligns with the donor’s mission. This makes certain that the match is made between yourself and the donor, and preparation of the pieces of the proposal can begin. These segments will be the product of extensive research on your part to move in the right direction. The pieces are:

1. Abstract – This will take careful preparation since it is the most important part of the application. It is the first impression, the precise summary of the entire proposal, and the evidence that success is possible.
2. Introduction – This is where you will present the problem or question to be addressed. The “so what” question for your project or research must be apparent, and should begin or lead into the narrative.
3. Need Statement/Statement of Significance – This is where the convincing argument for the project takes place. You will tell your impressive story, citing research and examples with enthusiasm and clarity.
4. Plan of Operation/Methodology – This is the heart of the proposal. Your plan should be tightly structured and consist of the goal (or hypothesis), objectives (or Specific Aims), and activities. Each segment will clearly illustrate the way your proposal will unfold in a logical manner. The evaluation follows, which should be clearly outlined in the incremental measurements of each activity – and these will be used to ensure your success in meeting your goal.
5. Outcomes and deliverables– This will be the section that demonstrates how the outcomes have unfolded, and what you are delivering to your constituents and the donor. In short, this is the resulting product of your proposal.

Presentation

Your presentation should be memorable. Don’t assume that reviewers will overlook sloppiness because your idea is phenomenal. You can achieve a superior presentation with images, graphs, and Gantt charts, which are easy to understand and memorable. Most importantly, if your proposal will make a significant impact, it should be stated as such. For instance, provide examples of how your work will make a difference, change the field, save lives, or set the stage for future change. Whether the presentation necessitates the elegance of a fine dining restaurant or the simplicity of a well-prepared meal at home, the true mark of success lies in what was expected and what has been delivered in an impressive manner.

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The following is how grant writing know-how can help you stand out and secure a job:

Strong Communication Skills:

Grant writing requires clear and persuasive writing, which is a highly sought-after skill in many job roles. Your ability to communicate effectively can set you apart from other candidates during the application process and in the workplace.

Attention to Detail:

Grant writing involves meticulous attention to detail to ensure that proposals are accurate and well-organized. This skill is valued in many positions, especially those that involve data analysis, quality control, or project management.

Project Management Abilities:

Grant writing often entails creating project plans, budgets, and timelines. These skills are transferable to roles that require effective project management, whether you’re leading a team, coordinating tasks, or ensuring deadlines are met.

Research Proficiency:

Successful grant writing involves thorough research to understand funding opportunities and tailor proposals to specific requirements. This research skill is applicable to various jobs that involve data gathering, analysis, and strategic planning.

Strategic Thinking:

Crafting grant proposals requires strategic thinking to align your organization’s goals with potential funders’ priorities. This ability can be valuable in roles that involve business development, marketing, or sales.

Financial Literacy:

Grant writers often work on budget development and financial projections. This financial literacy is relevant to jobs in finance, accounting, and budget management.

Collaboration and Networking:

Grant writers often collaborate with colleagues, partners, and funders. This experience can be advantageous in roles that require teamwork, relationship-building, and networking.

Innovation and Creativity:

Developing unique and innovative proposals to secure funding highlights your creativity and problem-solving abilities. These traits are attractive to employers looking for candidates who can bring fresh ideas to their teams.

Results-Oriented Approach:

Successfully securing grants demonstrates your ability to achieve tangible results. Employers appreciate candidates who can showcase their track record of achieving goals and driving positive outcomes.

Industry Relevance:

If you’re applying for a job in a nonprofit, research, or academic setting, having grant writing expertise can demonstrate your understanding of funding processes and your ability to contribute to securing resources for the organization.

Higher Education Advancement:

Faculty promotion, advancement, and tenure are often directly tied to your success in grant procurement.  This in turn relates to your reputation as a researcher and the prestige of your institution.

When applying for jobs, be certain to highlight your grant writing experience on your resume, cover letter, and during interviews. Emphasize the transferable skills and qualities you’ve developed through grant writing that make you a well-rounded and capable candidate. Even if the job doesn’t involve grant writing directly, your expertise can make you a more attractive candidate by showcasing your ability to bring valuable skills to the table.

The post How Does Grant Writing Experience Help Me Get a Job? appeared first on Grant Training Center Blog.

• Strong Research Skills:

Can identify relevant funding opportunities, understand the funding organization’s priorities and requirements, and gather supporting data and evidence for their proposals.

• Clear and Concise Communication:

Are able to communicate their ideas and proposals clearly and concisely. The best writers effectively convey complex concepts in a straightforward manner, making the proposal easy to understand for both technical and non-technical readers.

• Attention to Detail:

Pay close attention to guidelines, formatting requirements, and deadlines. They meticulously review their proposals for errors, inconsistencies, and clarity before submission. The end result is a well developed and polished proposal.

• Grant Writing Expertise:

Possess a strong understanding of the grant writing process. They are familiar with best practices, strategies, and common pitfalls in grant writing. They know how to structure a proposal, tell a good story, use persuasive language, and address evaluation criteria effectively.

• Strategic Thinking:

Align their proposals with the funding organization’s priorities; thus creating an effective match and partnership. In addition, they emphasize the project’s significance and impact, address potential challenges and risks, and consider long-term sustainability and potential collaborations.

• Collaboration and Networking:

Are skilled at building relationships, seeking input and expertise from others, and incorporating diverse perspectives into their proposals. They understand the value of partnerships and collaborations in strengthening grant applications.

• Time and Project Management:

Are adept at managing their time and resources efficiently. They can prioritize tasks, meet deadlines, and handle multiple projects simultaneously. They have strong organizational skills and can effectively coordinate with team members and stakeholders.

• Continuous Learning:

Understand the importance of continuous learning and improvement. They stay updated on funding trends, policy changes, and best practices in grant writing. They actively seek feedback on their proposals and incorporate lessons learned from previous applications.

• Persistence and Resilience:

Understand that grant writing can be a competitive and challenging process. Successful grant writers exhibit persistence, resilience, and a positive mindset. They do not get discouraged by rejections or setbacks and continue to refine and improve their proposals.

These characteristics are extremely valuable, and it’s important to note that grant writing is a skill that can be developed and refined over time. When combined with the universal ingredient of enthusiasm for their project and it’s positive outcomes, a grant writer becomes truly successful.

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The LOI should be written to communicate at least three things:

• That you have researched the donor and know the project fits their guidelines as well as their culture and language.
• That this is a substantial and needed project with real outcomes that serve the constituents.
• That you, your team, and institution are capable of succeeding if funded.

A Letter of Intent should be composed as follows:

• The opening paragraph should include the summary statement, which will be the roadmap of your proposal. This first section should stand alone and address: what, who, how much, and over what period.
• The Statement of Need (1-2 paragraphs) will include the problem, the science/field as it currently stands, what is unknown, what is proposed, and who will benefit by the intervention.
• The Project Activity or approach will address: what and how, innovation, partnerships, and all activities to be undertaken. This will be the bulk of your letter.
• Outcomes (1-2 paragraphs) will relate directly to your measurable objectives, will contain the specific deliverables/outcomes, and will show how you propose to achieve them.
• Credibility/credentials will address the project director’s and team’s credibility and why they are best equipped to carry out the project. Indicate awards, rankings, and tangible measures that set you apart from your peers. Also, describe what each team member will contribute to the project and how they will work together.
• The Budget (1-2 paragraphs) should be abbreviated; save the detail for the complete proposal. Instead, write a few sentences addressing other funding you have received or plans to raise the rest, and how the program will be sustained after the project is complete. Try to imagine the questions the reviewer will ask.
• The Closing Paragraph should refer to the solicitation instructions and the contribution that the intervention will make to the field/constituents. If it is a scientific research, reference should be made to the contribution you will make to your science and science in general.

Additional tips:

• Visualize your proposal and how it will unfold.
• Address the match between the donor’s mission and yours.
• Ensure that you avoid jargon, unnecessarily flowery language, superfluous adjectives and adverbs, and remove indefinite terms such as “might” “possibly” and “hope.”
• Get feedback from your colleagues.
• Review, if possible, other LOIs written to your donor.

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Ultimately, manuscript writing is primarily individualistic, whereas grant writing is a team effort that can include colleagues across disciplines. The transition from one set of skills to the other is not an easy one, since most academics have not been trained in the art of selling a product. This certainly does not mean that learning grant writing skills is an insurmountable task. It simply implies that a transition needs to be made in the presentation and description of ideas.

The post A Fatal Error: Confusing Manuscript Writing with Grant Writing appeared first on Grant Training Center Blog.

Let’s begin with Joan Didion, who talked about the “infinite power” of grammar: “To shift the structure of a sentence alters the meaning as definitely and inflexibly as the position of a camera alters the meaning of the object photographed.”

She reminded me of Gopen and Swan’s seminal paper, “The Science of Scientific Writing,” which replaced the standard rule-focused approach to writing improvement with an interpretative approach focused on readers’ expectations.

Your readers — the reviewers of your proposal — are looking for answers to specific questions. But more importantly, they expect to find them in particular places. When the answers aren’t where they expect them, they’re more likely to miss your point entirely, or worse, assume that whatever they do find there is the real point.

Their first question is ”whose story is this”, and they look for that answer in the subject of your sentence. Consider these two sentences, which describe the same activity but have different subjects:

• Training in responsible conduct of research will be provided.
• Students will receive training in responsible conduct of research.

For the first sentence, reviewers are more likely to expect details about the curriculum; for the second, details about how many or which students will be trained.

Their second question is “what is this about”, and they look for the answer in a strong and active verb. Too much academic writing converts strong verbs into nouns — a process called nominalization. Usually, this requires adding a weak or auxiliary verb. Consider these sentences:

• The team will meet monthly.
• The team will have a monthly meeting.

Those two extra words seem negligible here… but if you nominalize just half your verbs, you’ll waste a full page in a 20-page proposal.

The reviewers’ third question is “how does the material link backward and forward?” They look for context and perspective at the start of a sentence or paragraph – what Gopen and Swan call the topic position. To maintain your proposal’s logical flow, reserve the topic position for old material and connect it to what follows. If you put new material here, you’ll change the focus of your story and increase the chance readers will follow the wrong trail.

Their final question is ”what material warrants my attention?” They expect to find new and important material at the end of a section, paragraph, sentence, or even a clause. This is the stress position – and Gopen and Swan claim that the misplacement of stress-worthy information is the number one writing/reading problem.

The topic and stress positions are especially important in panel reviews which have a mix of “expert” and “lay” readers. Even a National Institutes of Health (NIH) study section which appears to be populated by experts in your field will include people who are less attenuated to the fine points of your arguments.

The lay readers need context to understand where you’re headed. They’re more likely to parse the topic position closely but defer to the experts’ judgments about their details. The opposite holds for the experts — they’ll skim the topic position but read the stress position closely to evaluate your theory and methods.

You will win more grants if you align your points with reader expectations. This reader-oriented approach echoes Joan Didion’s thoughts about sentence structure. Rhetoric is like real estate: the three most important concerns are location, location, and location.

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What does that mean in practical terms?

It turns out that professional writers—novelists, essayists, and journalists—have a lot to say about that. If you google “writers on writing” you’ll find hundreds of quotes. Here are five of my favorites and how they apply to proposal writing:

Elmore Leonard: “Leave out the parts the readers tend to skip.”

Simply put, most proposals have too much information. A Pew study showed TV weather reporters actually became more skeptical of climate change as they accumulated knowledge. Articles, book chapters, and books aim to inform; proposals are meant to persuade. To do so, give an expert audience only as much background as it needs to see that you’re grounded in best practice; focus on what you’re doing that’s new. Conversely, give lay readers only what they need to understand the elegance of what you’re proposing and what they’ll get from it.

Practically, this also alleviates the ubiquitous and crippling struggle against page limits.

Steven King: “Kill your darlings, kill your darlings, even when it breaks your egocentric little scribbler’s heart”

This can apply in several ways. You might have a profound insight that puts a whole new wrinkle on the field but doesn’t change your work plan in any meaningful way. Discussing it here distracts the reader from other concepts. Save it for a book or article. Or, you want to do something that is really cool and are burning to share it… but there isn’t enough time or treasure in the budget to actually do it right. Leave it out of the proposal and talk about it with friends over a distilled beverage. The most common way this comes up is when you share your document with colleagues and there’s something that no one understands. Maybe that idea isn’t ready for prime time.

Joan Didion: “All I know about grammar is its infinite power. To shift the structure of a sentence alters the meaning as definitely and inflexibly as the position of a camera alters the meaning of the object photographed.”

Gopen and Swan’s seminal article “The Science of Scientific Writing” cites research showing that readers interpret your writing based on six expectations.² Among these: they expect to find any new or important information at the end of a discursive unit (i.e., a clause, sentence, paragraph, or section). If it’s elsewhere, they are likely to miss it and interpret what is there as your main point. Conversely, they expect to find context and perspective at the start of the unit. Violating these expectations increases the likelihood that your writing will be misinterpreted.

Kurt Vonnegut: “Give the reader at least one character he can root for.”

The most persuasive arguments use three rhetorical devices: logos (logic), ethos (authority), and pathos (emotion)—but the academic argument shuns pathos. Granted, it isn’t relevant for most single investigator research projects—but it is somewhat relevant for center grant proposals, more so for projects that include trainees, and highly relevant for fellowship applications. Even on single investigator research proposals, you can make an emotional connection with the reader using metaphors to bring your vision into their world. Effective use of pathos to augment strong arguments from logic and authority can provide a competitive edge.

George R.R. Martin: “There are two types of writers: architects and gardeners.”

Architects plan in advance – where will everything go, what each paragraph will say. Gardeners plant a seed but don’t know how the plant will develop. Martin is a proud gardener, but he doesn’t have to address formal review criteria. You, on the other hand, need architectural drawings—storyboards—that lay out the structure and content of each section (and even each paragraph). That’s how to ensure your proposal addresses all the review criteria, mirrors the language in the program announcement, and gives proportional attention to the factors that go into the evaluation.

The post How to Write Persuasive Proposals appeared first on Grant Training Center Blog.

How to prepare

How well do you know the donors? What is their culture and language? With whom will you communicate even before you write the first word? Unless you understand what the donors want, you will not know how to communicate with them. Unfortunately, many grant writers I come across believe that the donor will give them money as long as they have a good idea. In reality, grants are awarded to those who have the ability to deliver on the donor’s interests.

How to persuade

Once you understand the donor, you can then seek to be understood. Your grant must be an idea that the donor wants to fund, and it will need to be explained precisely. This idea will best be captured by its simplicity and not its complexity. It is important, however, not to misconstrue simplicity as a “dumbing down” of ideas, but rather as complexity that is easily understandable. Next, you need to persuasively demonstrate the difference your idea will make in the lives of your constituents. Your introductory paragraph should have a strong impact statement that catches the reader’s attention. Open with the importance of the problem in terms of numbers or a forceful statement. For example: “Driving while talking on a cell phone, even hands-free, results in as many accidents as drunk driving.” This will awaken the interest of the reader and will provoke him/her to think seriously about your proposal.

How to connect

Now you are ready to invite the reader on an adventure using the art of storytelling. Competence alone is not enough to connect. When the message relies only on competence, writers become rigid and often get caught up trying to prove why their thoughts, ideas, or messages are the “right” ones. They focus only on themselves and they miss small moments to meaningfully connect and build trust with their audiences. Facts don’t change people; stories change people. The most successful grant writers are the best storytellers. They realize that stories bring facts to life.

Your goal is to capture the hearts and minds of grant reviewers. You will need to utilize an empathic grant writing style – your proposal cannot be a sterile, robotic document. The basis of your proposal is your good idea, which should be strong, innovative, well-thought out, and sincere. Your research will demonstrate that the problem you are addressing can be solved and your story will convey the overall impact of resolving a difficult problem for your constituents.

How to address the key parts of your proposal

The first impression: You will begin this process on the introductory page – your abstract. There, you will make the first impression of who you are, what you want and how you are going to achieve it. This first page will be a work of art, the snapshot of your entire proposal and the roadmap of your grant. It should never be an afterthought, since you never get a second chance to create a first impression.

The need: The need statement, which will be about thirty percent of the total proposal score, will be a persuasive argument that will include research, data, illustrations, and possibly well-structured anecdotes and specific examples. If your idea is solid, even though there may be some flaws in the approach, you stand a good chance of being funded. Your statement of need will include interventions that are innovative, make a real and tangible difference, and touch the lives of your beneficiaries.

The plan of operation: This section is the cornerstone of the strategic approach you need to take to execute your proposal. You will define the roadmap of your grant via the goal, measurable objectives, activities, timelines, personnel, evaluation, and budget. The direction of your proposal will now become immediately clear. You will speak as a person who fully understands the execution of your grant, tying every piece of the puzzle together.

At the end of the day, you will need to conceive of the grant package as an artistic endeavor. Be aware of the flow or the “music”, the visual rhythm via the illustrations you include, and assure that you have a mutual ethos, conversation, and communication with the funder. Be conscious of the ultimate gestalt of the package. Your goal – WOW!

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Use short sentences

You have to keep in mind that reviewers normally have 15 to 20 proposals to read and when they come upon the one that makes their lives easier, and is interesting and profound, they pay attention. You do not ever want length and verbosity of your writing to confuse its meaning. If long sentences are not crafted carefully, this can easily happen. Shorter sentences allow the reader to digest a difficult idea quicker. When Hemingway was asked to tell a story in six words, he came up with the following: “For sale: baby shoes, never worn.” Although this is an example of extreme brevity, the proposal writer should strive to write sentences as short and clear as reasonably possible when explaining his or her purpose, selling the idea or describing details.

Use short paragraphs

As with concise and clear sentences, the same rational applies to the paragraph. It should initially capture the importance and meaning of an idea, and then follow with detailed explanations of how the idea will unfold. The NSF effectively achieves this in their definition of interdisciplinarity:

NSF has long recognized the value of interdisciplinary research in pushing fields forward and accelerating scientific discovery. Important research ideas often transcend the scope of a single discipline or program. NSF also understands that the integration of research and education through interdisciplinary training prepares a workforce that undertakes scientific challenges in innovative ways. Thus, NSF gives high priority to promoting interdisciplinary research and supports it through a number of specific solicitations.

The first sentence introduces the topic and is the most general part of the paragraph. The following sentences support the initial idea with precision and detail. The concluding sentence summarizes the ideas and makes the transition to what will follow.

Be positive, not negative

A grant proposal should never use negative writing; it should instead use persuasiveness framed in a positive manner. This positions the reviewer to think positively about your idea, and at the end of the day, recommend it for funding. One rule of thumb is to never complain about shortcomings like lack of resources or support. Instead, speak of the resources you currently have that are helpful in phase one of your work, and how they will be augmented in phase two (by your proposed grant). In terms of language, positivity is important. Thus, rather than saying something is inexpensive, you might say it is economical. Language affects perceptions and shapes how we are interpreted and remembered.

Tell the story with vigor, images and purpose

Vigorous language comes from passion, focus and intention. It is the difference between being bland and being memorable. For example, we can use imagery to imagine that the economy is “ailing” like a sick patient and requires constant and long-term care. Next, consider a city with a high crime rate. We could paint two different vivid pictures by referring to the crime epidemic as either a “beast” or a “virus”. If we choose the word “beast”, the implication is that we need to bring a team of people to fight or eliminate it. If, on the other hand, we use “virus”, the implication is that preventive solutions might diagnose and lessen the problem. Knowing your audience will determine the best approach, so it is important to strategically think of the words that will create the impact and the visual image of the story you want to tell.

Write a masterpiece rather than just words

Hemingway once said: “I write one page of masterpiece to ninety-one pages of [expletive].” The expletives he committed to the waste basket. This seems to be most difficult to achieve when we are in a hurry, writing a proposal that we understand well in our heads, but which does not easily translate to the page. It is that translation word by word, expression by expression, that will lead to that one page that makes the difference and conveys well articulated, clear, and immediately understood ideas. The NIH Specific Aims Page and the NSF Summary Page are great examples of how one page can be a masterpiece. On these pages every word is made to count and nothing is included that does not move the reader from one important and needed thought to the next, until the complete story is told.

In all grant proposals, writers are telling the donor what they need to achieve and why they should receive the funds to achieve it. Standing apart from the crowd will require what Oliver Sacks was so effectively capable of, using language to put his ideas in terms that his audience could both connect with and understand. Ultimately, good ideas deserve to be, and must be, expressed clearly, succinctly, strongly, passionately, and with conviction.

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