Basic Prep Work

I want to write a grant…
I have a need…
I have people I can call on…
But where do I start?

Sometimes we seem to have ideas of what we want to conquer however road blocks or just the unknown gets in our way. A Circle of Ten has found a good list of some Tangibles and Intangibles for writing a grant.


  • Designated office space    You need a quiet environment that you can think and communicate with others without a lot of distractions.
  • Computer with Internet Access   A lot of what you do will be on the computer. The grant sites are mostly digital and you will need to make sure that you have the basic Microsoft type programs. Practice your copy and pasting skills, this will come in handy.
  • Access to a printer   Make a copy of things. We like to put things in binders and each grant team member have the same information. You can use jump drives also but I like having the hard copy.
  • Copier/Scanner/Fax Device   If you do not have something in house, you can always use an Office Supply store. We have had the need for a scanner a lot. When you get any document it will need to be formatted to a pdf or jpg so that you can attach it to the grant. Suggestion: Invest in this.  Check out
  • Location to a 24/7 mailing place.  Track one down that’s closest. Join their rewards program you’re going to need them in your corner.
  • Letterhead    Make it appealing. You are going to compete with other organizations that are doing similar things. Think of this as a resume, you want it to look the best.
  • Information on others    Budget information for funding newsletters, nonprofit newspapers, foundation center directories, etc. Look at someone that is doing similar things and research data.
  • Filing system   As stated above we do a lot with binders, however with technology you can use jump drives and file sharing software to do the same. Once you have completed a grant, keep it! You may need to get something from the grant later to complete another.
  • Designate Roles   It can be very overwhelming for one person to do it all.Delegate the task that you are not strengthened in. I love research. So that’s a place that I strive. I’m not as strong in understanding and reading the fine print. So on our team, I am a researcher; I go find things on the internet or in files. Someone else reads the fine print and works out a timeline. 



  1. Someone with understanding of the organizations culture, structures, governance and programsYou are again competing for these funds. Bring your “A” game. You’ll need someone that has the background information. Founder, President, Board Member, etc.
  2. Time!!!
    • Meeting time: When? Where?
    • Program development: Who is going to do the program? How are we going to use these resources?
    • Writing: schedule time to write. Block out other things and make sure you are writing.
    • Develop an Evaluation Model: take time to figure out how you are going to measure success. What are the goals of this project?
  3. Identify and Designate Roles
    • Who is going to read?
    • Who is going to write?
    • Editing?
    • Re-write?
    • Final draft?
    • When are we going to get back together and collaborate?
    • Prepare the budget?
    • Is responsible for making phone calls or emails to prospective funders to build a relationship?
    • Who is watching deadlines?
    • Who talks with board members?
    • Who are signers on the proposals?
    • Who is responsible for grant administration?

The grant can’t write itself and without a clear picture of who is doing what, frustrations are inevitable. Find all the bullet points described in the grant and divide and conquer.

  1.  Make timelines   You have to have end dates set in stone at the beginning, without it all parties will be lost. Plan lunch meeting or specific times every week/month to meet. If you can’t meet in person utilize technology, Skype, FaceTime or any other program that you have. Meet together and do your part.

Want to know more about being organized?

We currently have a workshop scheduled at the

Cameron- J Jarvis Troup Library for October 8 from 1:30 to 4:30.

Interested? Or want to schedule this at your facility for your team*?

Call us at (903)541-0013 or


 *contract required