Be careful what you ask for

In my previous blog, I shared some tips for fundraisers writing grant applications. Quite rightly, there were a few comments on how funders could also improve: - such as using plain English in their guidance. So in the interest of balance, this blog has a suggestion that all funders should follow:

only ever ask for information that you will read and use

This applies to all stages of the application process. It is also true for reporting, which is my focus here.

Why is this important to state?

First of all, gathering information that is not read, is a waste of the grant recipient’s precious time. But it also holds costs for those requesting the reports. Funders still have to handle and store the information received, even if they don’t read it. And requiring the grant recipient to provide more information than is needed, could be counterproductive: diverting their resources from delivering the work that you are funding. In her book, It Ain’t What You Give It’s The Way That You Give It, Caroline Fiennes has a calculation you can use to see if the costs of applying for and reporting on your grant outweigh its value. She recommends reducing the post-grant costs to organisations by accepting reports already being produced for other donors or liaising with them to accept one report between you.

Secondly, not reading the reports that are prepared is a missed opportunity for learning. Treating the reporting stage as an administrative compliance tick box, misses the chance to reflect on what went well and what didn’t, and how this might inform future decisions. You can learn about the context the grantee is working in and get their feedback on your process and priorities. Most businesses would be incredibly jealous of getting this sort of feedback from ‘customers’ in a document which is compulsory for them to complete.

And lastly, the quality of the whole reporting process is greatly enhanced when you read and use the information. I know of one funder who noticed that grantees were copying and pasting their answers from one year to the next. When challenged they said that they did not think anybody read the reports. When funders demonstrate that they read the reports – by acknowledging and commenting on them, and even better, use them e.g. to agree to changes in the project being funded or in their policy influencing work or case studies – then those completing them spend more time providing useful information.

By respecting the grantees and their time, funders end up gaining more. So let’s all look to move from reporting as a tickbox exercise to making use of its full potential as a more open and honest transfer of valuable information.

Emma Beeston Consultancy advises funders and philanthropists on giving strategies and processes; researching and scoping options; selecting causes and charities; assessments and impact monitoring. www.emmabeeston.co.uk ; emma@emmabeeston.co.uk; @emmabeeston01

My top 3 tips for writing grant applications

When I ask charities what their top challenge is, funding comes up pretty much every time. With more cuts to statutory funding and increased competition for grants, I can’t see that 2017 is going to be any easier. For those of you gearing up for another tough year of fundraising – especially those where fundraising is one of your tasks on a very long list - here are my top 3 tips for writing successful grant application:

1.      Read the guidance

I know that this is an obvious thing to say but you would be surprised how many people don’t. Not every funder produces guidance and some are not particularly clear or helpful. But where they do offer guidance make sure you read it all through carefully. I have just been reading the guidance for the Arts Council’s ‘Grants for the Arts’ programme. The word version of their guidance for requests under £15,000 runs to 89 pages and then there are additional information sheets (e.g. if you are applying for help with asset purchases). It is a lot of information but it is clearly written and answered all my questions. It takes time to read all the guidance but that time is much better spent than the time wasted on carefully crafting an application that never stood a chance of getting funded.

2.      Use plain English

There is something about filling in an application form that tempts people into using jargon. Funders really aren’t testing your linguistic talents. They just want to know what you do, what difference you make and what you plan to do with their money. Being able to write in a way that is concise and clear is a real skill. It is a delight to read when you come across it. The facts are always more interesting than the flim-flam. So please, no more “we empower disadvantaged people to engage with social opportunities to maximise their wellbeing” in 2017. If your grandmother, son, or friend down the pub does not understand your sentences then start again.

3.      Back everything you say with evidence

This doesn’t mean referencing lots of research and demographic data – although this can have its place. What I mean is avoid making vague statements like ‘we are successful’ when with a little bit of thought you can back these up in a way that makes every sentence counts. Here are just a few examples showing how you can strengthen common ‘throwaway’ phrases:

we are a long running charity … to … we have been working in prisons for 20 years

our project is successful … to … 75% of clients reduced their substance misuse

more people will benefit … to … we plan to reach a further 100 people in 2017

there is a need for our service … to … demand has risen by 15%

I wish you all the best of luck and look forward to reading many more good applications for great work in the year ahead. 

Emma Beeston Consultancy advises funders and philanthropists on giving strategies and processes; researching and scoping options; selecting causes and charities; assessments and impact monitoring. www.emmabeeston.co.uk ; emma@emmabeeston.co.uk; @emmabeeston01