grant writing

Who is the Nonprofit’s Executive Director?

A nonprofit operates or doesn’t based on their executive director. In many cases, the ED is the nonprofit.

There is rarely a deputy making the ED the only one managing the operations. Their morals and ethical values reflect directly onto the non-profit.

Everything runs based on their personality, style of management, and ability to solve problems. Also, the attitude of the staff will mostly reflect the attitude of the ED. Just like leadership in any organizations, small or large.

To write grants, it is important to know the ED because they are the “face” of the nonprofit. It is the ED carrying the nonprofit’s message to the public. They are the person that donors, foundations, media, and others recognize when talking about the nonprofit.

There are other people involved in the nonprofit who can influence operations. Such as the board president (ED’s boss) and other board members. However, they are not usually involved in daily, routine operations.

A grant writer should first have the same values as the ED, but also understand the influence that can be exerted from others.

Build the Project’s Funding First

Before I write a grant application, I build a spreadsheet with all of the project’s funding information (revenue and allocation or expense). I use the template pictured above. Once I know exactly what I’m funding, the writing goes a lot easier.

This template is only for a project, a subset of the organization’s mission. A foundation usually requests the nonprofit’s total budget as a separate attachment. Also, many foundations want to see operating funds separate from a project, not together. A grant application should be specific.

(Hint: many foundations fund a specific project rather than the more general operating funding.)

The critical part of building a project’s funding is the percentages. Foundations want to be a partner in a project, which generally means less than a fifty percent investment. What the percentage is depends on the foundation. I try not to go above thirty five percent in any category. But, this is only my guideline based on my opinion, which is not necessarily a good opinion or a valid guideline.

In any case, a nonprofit should be flexible when building a funding plan. Salaries can be included as long as they are for the project and the foundation allows salaries funding. If not, then I list salaries in Other Cash Support. Either way, I never have the foundation pay for the employee benefits. These costs give the impression of operating costs.

Besides the percentages, the other important part is the categories. The template has standard categories meant to be general, while being somewhat specific. Making things too specific can create confusion. A lot of foundations are okay with these categories.

Some foundations have their own budget template. I can complete their template with all the information from my spreadsheet. Plus, I have done the analysis that they may do to figure out how much of the project they are funding.

Writing a grant request is not easy. Getting the costs settled makes the writing less complicated. After all, it is mostly about the money.

Special Grant Requests

As I posted before, nonprofits should always keep a conversation going with people who might support their mission. This year, I was involved in grant requests from two foundations. Both foundations solicited requests outside their application period and focus areas.

The first (foundation A) had a new director who wanted to expand the foundation’s area of interest. Maybe there were other internal motivations. The other (foundation B) received an unexpected endowment.

News for both grant requests came mostly through word-of-mouth. Foundation A representatives came to the area and attended meetings where they spread the word. Foundation B already had a grant request process, which had closed and decisions made. They notified those nonprofits who had applied.

Both foundations posted information on their websites listing what they fund, what they won’t, and guidelines. The normal stuff. However, this information was not complete and not really that clear.

I called foundation A and the administrator easily explained what they wanted in the application. Such as what to mail and who to address on the application. I also got some background information as to why this foundation was soliciting grant requests, which helped in the grant write up.

Foundation B had a special link on their submission webpage to get the application. However, the special focus areas meant several nonprofits would not qualify. Someone else made the call to the foundation and found out that everyone who applied under the regular application process was eligible, regardless of the special focus areas.

In both cases, everyone who found out about the special grant requests were eligible for money. Many nonprofits in the area did not apply either because they had not heard about these grant requests or never contacted the foundations to clarify what was required for the submission.

Lessons learned.

Branding

Every grant submission is an opportunity for a nonprofit to brand themselves. This means anyone seeing the logo (yes, you should have one) or unique acronym (you should have this, too) will know who the nonprofit is and what they do.

Businesses use branding to attract customers. Branding in nonprofits let foundations and donors know immediately what they are funding. Seeing the logo and acronym is an eye catcher for people to remember the nonprofit’s purpose. Of course, branding is not easy.

Coming up with a logo and acronym is difficult (be sure no one else has it). But, it’s not impossible (yeah, easy to state). Despite the difficulty, nonprofits should create a branding before writing grants or asking for donations.

The branding should be why the nonprofit is helping people. Those working and volunteering at the nonprofit should take the lead in designing the brand and not hand it over to strangers who may charge a large fee. In the end, use a graphic business who may charge little in exchange for advertisement or other benefit. Keep a branding simple.

An example of a branding could be some use of the letters in a nonprofit’s name (a.k.a. acronym). Also, use of a unique font (minimize color choices). Definitely make everything legible. Also, a logo and acronym can be the same thing.

No one knows a nonprofit more than the people who are there every day. They should help in creating the logo and acronym because they are the ones who first must accept it.

Branding helps a lot in grant writing, particularly in lengthy requests where the brand can be placed everywhere for emphasis. This is what writing a grant is about – having as many people as possible know who the nonprofit is by a glance.