Tagged strategic plan

Grant Writing = Remodeling: Need or Want?

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This is the sixth of a series of posts comparing grant writing to house remodeling.

As mentioned in an earlier post, remodeling and grant writing are not linear processes.  As you are doing your research, conducting your assessments,  and developing your strategic plan, you will begin the process of creating your program and identifying your wants and needs.

Our small crowded kitchen

Our small crowded kitchen

While doing research, Kevin and I conducted an assessment of our needs and wants. We drew up our master remodel plan and divided the remodel project into three phases (strategic plan).  We determined the most important need we had was remodeling the kitchen.  That was Phase One, and where I will focus for this piece.  Once we decided the kitchen remodel was the highest priority, we looked at elements – the needs and wants – of the kitchen remodel (objectives and strategies). Below are a few examples of the needs and wants we addressed.

We wanted a larger kitchen/dining area and our assessment supported that we needed a larger kitchen/dining area.  We like to cook, bake, can the fruits of our garden, and entertain.  The original kitchen was so small that it was crowded with two people!  And where do people hang out when they come over – the kitchen.  The adjacent dining area was barely large enough for a table with four chairs. In this situation the want and need were both supported by our assessment– we added on to the house.

In assessing the appliances, we wanted all new appliances.  However, to stay within the budget, we determined that the only appliance that needed updating was the stove.

Our completed kitchen/dining addition

Our completed kitchen/dining addition

We wanted cherry cabinets, but only needed cabinets that were of good quality. Through research we found a cost effective way to have quality cabinets that had a unique design and looked like antiqued cherry.  In fact, the company that made our cabinets added them to their selection, and is a popular choice for their customers.

We wanted granite counter tops, but needed to stay within the budget. We chose tile. We  receive lots of compliments on both the cabinets and tile counter top!

While doing your research and developing your strategic plan, a needs assessment needs to be done to ensure you are addressing the real needs, and not perceived needs.  Just as Kevin and I worked together to determine our needs and wants, it is important to include all who are part of your organization in determining the real needs and of course, their wants. You will want to include your clients, staff, board members, other organizations who provide services similar to your organization, government and more.  It is important to learn directly from the clients you serve what they believe are their needs – do not assume you know their needs, or wants. Nor assume which need is the priority. Learn from your constituents. Below are a few examples of needs and wants.

The library wanted to purchase ten new computers. However to stay within the budget they determined that five computers sufficiently met the need.

The organization wanted a van to transport its clients to the main building. After the assessment of its clients, the need was to meet with clients at their home.

XYZ non-profit wanted and needed to hire five tutors.  To stay within budget, they researched and collaborated with the library to share resources. This has become a model program for similar non-profits.

Discerning your need from your wants helps ensure an effective use of resources and the budget; something funders always look for in the programs they fund.

Grant Writing = Remodeling: Research is Critical

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This is the fifth of a series of posts comparing grant writing to house remodeling.

Before starting the actual remodel, Kevin and I did LOTS of research.  We researched techniques, the latest trends, installation processes, how-to, materials, and more.  We subscribed (and still do) to a couple of home remodeling magazines.  It seemed that every time we walked into a home building store, we explored the magazine rack searching for resources and “how-to” books.  We spent hours hovering these magazines or books. We organized our research using multiple methods – three-ring binder with pages torn out of magazines, dog-eared many a page in the magazines and cloth bags for grouping and for easy movement from one place to the next.

RemodelingDoing research prior to the remodel helped us to understand in greater depth what we needed to do and the materials and equipment needed to accomplish a successful remodel.  And, we continued to do the research throughout the remodel, which yes, led to a few change-orders as we discovered new ideas and processes.

Research is critical to a successful grant proposal.  What is the quantitative and/or qualitative data locally?  How does it compare to the region, state, and nation? Have others addressed the same challenge(s) you are addressing?  What did they do?  Were they successful?  Why or why not? What research supports your proposed program? Funders want to know what evidence or research supports your proposed program.

It is important for you to know if others have had the same or similar challenges.  How did they address them?  Can you model your program on their successful program?  Basically, why re-invent the wheel if someone has successfully implemented a program that addresses the same or similar needs you are addressing.  Yes, you may need to tweak to make it your own. However, modeling your program after an evidence-based program validates what you are proposing to the funder.

Doing this research helps you gain a wider breadth and deeper understanding of the need you are addressing and the key elements needed for a successful program design and implementation.  The research should occur prior to, during, and after writing the grant. As you do your research, start a file to organize the information.  This file can be electronic and/or paper.  Having this research current and easily accessible also helps you to be grant ready.

Grant Writing = Remodeling: Prepare Your Toolbox

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This is the fifth of a series of posts  comparing grant writing to house remodeling.

As Kevin and I were planning the remodeling, we identified the basic tools needed for most remodel projects. Fortunate for us, Kevin is a handy man so we had most of the basic tools such as hammers, drills, squares, measuring tape, chalk line, and more.  If we were missing something, we purchased it and added it to our basic tool kit. He is also very organized.  This meant the tools were systematically organized.  This saved us valuable time. It definitely cut down the stress as we did not have to go searching for the basic tools as we knew where they were located.

Just as we needed the right tools and gadgets in our tool box before we started remodeling, your organization needs to have certain tools in its basic grant writing toolbox. So often, organizations end up searching for the same required organizational documents each time they write a grant.  The items are usually located in different areas or with different people. And then, no one remembers who or where and the frantic search begins!  If these basic items are not organized, it will delay your progress and may even cause you to miss the deadline! Below are items to include in your basic grant writing toolbox BEFORE applying for grants:

Governance: Charter & Bylaws, Policies & Procedures, Annual Reports, Impact Reports, Board of Directors with their Name, Organization, Position, Contact Information, Term

Financial: Annual Operating Budget, List of In-Kind Donations, Strategic Plans: Fundraising, Capital Campaign, Sustainability, Audits, EIN#, Duns & Bradstreet

Legal: IRS Letter of Determination, Articles of Incorporation, Licenses, State Sales Tax Exemption Letter

Programs: Mission and Vision Statement, Community Needs Assessments, Organizational Chart, Process for Managing Letters of Support, Matching and In-Kind Documentation, Timelines, Strategic Plan, Brief Description of Services/Programs Provide, Resumes/Vitae of Key Staff, Key collaborators list, Timelines, Budget, Job Descriptions, Testimonials, News Room: clips, videos, newsletters, pictures, publications

Organize these items in a system that fits your organization – three ring binder, files, and/or electronic. Having your basic grant writing tool box ready before you start will make the grant writing process a whole lot less stressful!!

Grant Writing = Remodeling: Not A Linear Process

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Although there is a sequential process per se, remodeling is not a linear process.  Yes we developed our master plan to guide us. However, before and during the master plan development and remodeling, we were doing lots of research and decision making. What is the best way to make the kitchen/dining area larger?  What are the best materials that fit the budget?  What is trending?  What permits and/or licenses are required?  How are we going to fund the project?  What have others done? What is the best method to install plumbing, wiring, windows, etc.  We had stacks of magazines with dog-eared pages, and folders of pages torn from magazines.  We also conducted research on the Internet.   During the remodeling, there were a few change orders as some things that we thought would work, would not. Sometimes there were a few surprises along the way as we started tearing down sheet rock, moving walls, installing wiring, and more.  But, we always kept our mission, vision and goals in the forefront whenever we made the change orders.

Grant writing is not a linear process either. Generally, grants are assembled in the same order: Summary, Introduction, Problem Statement/Needs Assessment, Goals and Objectives, Methods, Work Plan, Timeline, Evaluation, Budget.  However, that does not mean that is the order in which you construct the grant.  As in remodeling, start with a master plan – your strategic plan.  Within that strategic plan is the project/program on which you focusing for the grant application.  As you are developing the program you are doing research – Are there model programs? What are the statistics? What does current research say? What are the funding options?  What staffing is needed? As the project/program plan develops, there will be many options and possibilities from which to choose. You will have a folder (or two or more) “stacked” with information.  The components of the program may change from your original thoughts or ideas of how to address goals as you answer the questions and do research.  Just remember, your mission vision and goals should always be in the forefront when making decisions specific to the program.

Grant Writing = Remodeling: Master Plan

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There are many things that need to be done before starting the actual remodeling. The first is a master plan. In developing the master plan, we identified our “mission, vision, and goals”. Fortunately, Kevin took some drafting classes in college. Using good old fashion drafting equipment, Kevin drew our master plan. As we were designing the remodel, our “mission, vision and goals” were modified several times. After many weeks of drawing, erasing, and re-drawing, we finally came up with a design of what the remodeled house would look like when we finished. The draft was a visual of our “mission, vision and goals”. Next, we broke it down Read more