It seems since everyone is
online, everyone knows how to communicate online. As a grant writer, researcher and consultant (www.cloudlancerwriting.com), I deal with nonprofit organizations throughout the United States. Surprisingly, I find that many of them are
unprepared for online applications and some even avoid them. That’s like
refusing a bottle of fine wine or turning down a pot of money because you don’t
like the package.
As organizations of all types
downsize to control costs, the online grant process is becoming more common.
Unfortunately, there is no nationwide standard for formatting an online
application. Some foundations simply turn their paper application into a pdf file
and expect you to print it and submit it via snail mail or in person, while
others have every step painstakingly (and sometimes painfully) detailed online.
Some allow unlimited text entries in the narrative section, while others barely
allow enough room to enter a headline for your entire mission or program. In
short, if you have created a standard or boilerplate application packet, it may
not work online. Here are some hints to make the process less stressful.
Make everything “attachable”
In nearly every case, the
application will ask you to attach a file when submitting online. Convert your
determination letter, audited financial statements, most recent 990, and your annual
report to e-files. Unless your accountant is still using a 1953 Royal
typewriter, all of your financial information resides in their server or on a
disc somewhere. Ask them to send you a copy. If the information is original to
your computer system, I recommend saving a copy as a pdf file. Convert your
determination letter to a pdf if it is in paper format.
Do a dry run
If possible (and it usually
is) download the application outline and create the responses as word docs that
you can cut and paste. That gives you the chance to monitor word and character
count to be sure that information is not left out because there is an automatic
end to the field. Some online applications will warn you when you are exceeding
the limits of the text field (box), but many will not. Be as brief as you can
without losing the impact of the narrative. That can be tough, since many
nonprofits have board-approved language, but brevity is a virtue online. What
works in a 2000-word brochure or five-page hard copy application won’t always work
online. Thoughtful editing is a must.
Proofread and update your
web site
Many applications will ask
you for your URL. Be sure that your website looks and reads professionally, and
has accurate hard data available. Be sure that links work, and the language on the web
corresponds with the language in your application. Your contact information
should be up-to-date, as should board lists if you provide them online. It goes
without saying that if you don’t have a website it is definitely time to put
one up. Your website should feature your mission statement on the home page,
and a brief overview of your current programs, successes, and contact
information on successive pages. A Facebook page is nice to have, but websites
allow for the inclusion of more informative dialogue, and many reviewers will
use the content to verify or expand upon things in your application. Your web
site is also a sales tool, so be sure it is performing that function.
Proofread the application
Most online applications do
not allow you to edit a submitted application. Before hitting “submit”, proofread
the application and if possible, have someone who did not enter the original
information proofread it too. Some online applications do not allow you to save
and return to the application later, so allow enough time for the proofreading,
and be sure all of the attachments are at hand before starting.
©2012 Rebecca Lee Baisch and Cloudlancer Writing Services
No comments:
Post a Comment