Why Good Development Staff Leave So Often
You're the Executive Director of a small nonprofit, and your Development Director just quit. Again. You've heard the average tenure of a Development Director is only 16 months...but it's devastatingly disruptive to lose another member of your senior leadership after less than two years. Sound familiar?
We all throw around the stats around development staff attrition, but it's rare that we talk about why.
There are tons of surveys and research about the high attrition rate for nonprofit development directors and it ultimately comes down to unrealistic expectations, a lack of investment in fundraising tools, systems, and people, and poor leadership.
It’s far too common for nonprofit leaders to lose their development staff because they don’t know how to retain them. But keeping them maybe be more accessible than it seems…as a nonprofit leader, you can retain your staff and help them thrive. But to do so, you have to be willing to understand - and address - the root causes of attrition.
So how can we retain our development staff?
You're the Executive Director of a small nonprofit, and your Development Director just quit. Again. You've heard the average tenure of a Development Director is only 16 months...but it's devastatingly disruptive to lose another member of your senior leadership after less than two years. Sound familiar?
We all throw around the stats around development staff attrition, but it's rare that we talk about why.
There are tons of surveys and research about the high attrition rate for nonprofit development directors and it ultimately comes down to unrealistic expectations, a lack of investment in fundraising tools, systems, and people, and poor leadership.
It’s far too common for nonprofit leaders to lose their development staff because they don’t know how to retain them. But keeping them maybe be more accessible than it seems…as a nonprofit leader, you can retain your staff and help them thrive. But to do so, you have to be willing to understand - and address - the root causes of attrition.
So how can we retain our development staff?
Understanding the high attrition rate for nonprofit development directors
What is it that leads to the staggeringly high attrition so common in the fundraising world? Research, studies, and many, many coffee dates and water-cooler anecdotes reveal some common themes: fundraisers are overworked and underpaid (aren’t we all, you think!) They also deal with grueling work schedules: constant pressure to meet unrealistic goals they weren’t part of setting; relentless deadlines; pressure from the board and funders…all in a field that has little room for mistakes.
Because of the high turnover, many nonprofits are hesitant to invest in training and professional development for their fundraising team. But, this just makes the problem worse! New employees and tenured fundraisers alike don’t feel supported, embedded in their team, or set up for success. Why would you want to work somewhere that wouldn’t invest in your growth?
Unrealistic goals
Think about the last time you created your budget. Did you work closely with your development team to project revenue based on your giving history...or did you and your board set aspirational l numbers without talking to your fundraising team? One of the most common complaints among development staff is that they are constantly being asked to do more with less. With ever-tightening budgets, it's not uncommon for nonprofits to put unreasonable pressure on their fundraising staff to bring in more money with fewer resources. This can lead to a feeling of constant failure, as well as a sense of being undervalued by the organization.
The lack of training and development opportunities
The first day of my job as a Development Department of one for a private school I was shown my office, logged into my computer, and patted on the back. My job was to create - and execute - a fundraising plan and raise $250,000. With no support. And I know my experience is not an anomaly!
When was the last time your organization offered training for your development staff? If you're like most nonprofits, the answer is probably "never" or "not in the last year." Organizations often view fundraising staff as a "necessary evil" - someone who needs to be around to bring in the money, but who doesn't need much (if any) investment. But investing in your fundraising staff will make them more valued and lead to better results - A study by the Association of Fundraising Professionals found that organizations that provide regular training for their development staff raise FOUR times as much money as those who don't. Not investing in your staff is literally costing you money - and a lot of it.
Read More: Stop Asking Grant Writers to Work on Commission (Ask These 4 Questions Instead)
The feeling of isolation from the rest of the team
Your development staff is often the only ones in the organization who are solely focused on fundraising. And, because of that, they can feel isolated from the rest of the team. That idea that they're a "necessary evil" who work in a silo to raise money can permeate the culture of your whole organization; and, as a result, your development staff can feel left out and devalued.
The constant stress of the job
The day-to-day work of a development director is stressful. They're expected to manage a team, cultivate relationships, write grants, plan events, and much more - often with very little support. And, because the stakes are so high (after all, their job is to raise money for the organization!), they can feel like they 're constantly under a microscope. This can lead to burnout, and eventually, attrition.
Read More: The Nonprofit Band-Aid Syndrome
Stopping the Revolving Door of Development Directors
So what can you do to retain your development staff and help them thrive?
Foster a Culture of Balance
The nonprofit sector loves to martyr itself with long hours and crap pay, and development departments often have grueling, deadline-driven schedules. But that doesn't mean that you can't foster a culture of balance in your organization. Encourage your staff to take their PTO, offer flexible work schedules, and make sure they have the support they need to do their jobs well. This should go without saying, but in small, scrappy nonprofits it's too easy for development teams to work themselves to burnout.
Invest in Training and Development
As we mentioned before, investing in training and development for your fundraising staff will pay off in spades. Not only will it make them more valued members of your team, but it will also lead to more revenue. Make sure these opportunities happen on the clock and that you're not expecting busy professionals to take their professional development into their own hands after hours.
Co-Create Revenue Goals
Your development staff should have a seat at the table when it comes to setting revenue goals. This will help ensure that the goals are realistic and achievable, and that your staff feels ownership over them.
Implement Best Practices
There are best practices for everything - from cultivating relationships to writing grants to managing a team. And, while you may not have the time or bandwidth to implement all of them, making even a few small changes can have a big impact.
Show them that you value their contribution to the organization
This one may seem obvious, but it's often overlooked. One of the best ways to show your development staff that you value their contribution is simply to say "thank you." Make sure they know when they've done a great job, and let them know that you appreciate all their hard work.
Notice a theme? Many of the ways to retain talent are $Free.99. Achievable. Even simple. But they take a fundamental shift in how we think about our fundraising staff. In a sector that treats development talent as disposable, this may take sitting in discomfort. But is there any other way?
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Ten Useful Ways You Can Use Your Nonprofit Database Better
Ah, your donor database. We love to hate it.
Most of us don’t have a dedicated database manager (can you imagine? Living. The. Dream). So our databases are often neglected, rarely used, and…as a result not that useful.
But there are some things you can do to actually use your database. And the more you use it, the more it can guide and shape your fundraising. Remember, we’re all about making our tools work for us!
Ah, your donor database. We love to hate it.
Most of us don’t have a dedicated database manager (can you imagine? Living. The. Dream). So our databases are often neglected, rarely used, and…as a result not that useful.
But there are some things you can do to actually use your database. And the more you use it, the more it can guide and shape your fundraising. Remember, we’re all about making our tools work for us!
Keep your data clean and up to date.
This may seem like a no-brainer, but it's important to make sure your data is as clean and accurate as possible. This means regularly running updates and checks on your data, and ensuring that any new donor information is entered into the system correctly.
If your data is a bit messy, you might need to schedule some time to clean it up. Schedule a day or two, get your favorite beverage, listen to the Giant Squid Group playlist, and start cleaning up that data!
Dedup regularly.
Donor databases can become quickly cluttered and unmanageable if duplicate records are not removed or merged on a regular basis. Having duplicate records can lead to confusion and make it difficult to see a donor's full giving history. That's why it's important to dedupe and merge your data periodically to keep things organized and tidy. This will also be helpful if you need to contact a donor, as you will have all the information you need in one place.
Segment your data.
Easily segmented lists start with your database. A cleaned-up database means you can more effectively target your communications and appeals to specific groups of donors. This can be based on factors such as giving history, location, or even interests.
Read more: How Segmenting Donor Data Can Make Your Fundraising Soar
Create canned reports you’ll use.
Reports can be great if you know what information you are looking for. Consider the data you want the most often - most recent donors? Lapsed donors? Major donors? - and create a report to easily access the data. Sometimes building out a clean report can take some time…so do it now and run it whenever you need it!
Make sure you're using all of the features of your database.
Most donor databases come with a variety of features and tools that can be used to help you in your work. Be sure to explore all of the features of your database and find out how they can be used to help you in your job.
Read More: An Astonishingly Simple Summer To-Do List for Busy Nonprofit Fundraisers
6. Mark donors.
One way to get the most out of your donor database is to keep track of donors' engagement levels. Note major donors, monthly donors, first-time donors, and other key indicators that can help you keep track of who is who!
7. Take notes.
Keep track of donor touchpoints - make a note of every time you or a member of your team speaks to a donor, meets with them, or corresponds with them via email or another method. This will help you keep track of your interactions and build stronger relationships. When you do interact with donors, make sure to take notes and add meeting notes to your database! Bonus if you can store email correspondence in your donor database - some databases sync with Outlook and/or Gmail so you can keep a running record of your communication.
8. Use your database for stewardship.
Use your donor database to generate thank you letters and emails - nearly all databases have canned forms and template letters so that you can quickly, efficiently, and accurately steward your donors! A bonus is that generating the letters and emails through your database will automatically track who has been thanked, what letter was sent, and when it was sent out.
Read More: Donor Stewardship: It’s not just about the form letter!
9. Use data to inform your fundraising strategy.
If you use your database well, it’s easy to pull reports on who renewed their giving, increased their giving, or didn’t give at all…those types of reports can help you inform your fundraising strategy! Imagine quickly running a list of donors who haven’t given yet this year with their previous giving and their phone numbers so that your board can conduct a phone-a-thon, or generate a major donor report and write thank you cards. Data helps!
10. Remember done is better than perfect.
Maybe your database is a mess. Maybe you don’t have one. Wherever you’re starting…you’re doing great. Don’t put off using your database until you have the time, or the perfect database, or the most tech-savvy board member…it won’t happen. Just start now, with one item on this list, and then make your database (and its routine TLC) a regular part of your fundraising.
Wondering what databases we love? Check out our tools and resources page!
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5 Examples of How Automation = Better Fundraising
Fundraising is emotional work. We tell stories and build relationships. But we also do a surprising amount of routine, administrative work. So, can we use automation and software for our routine fundraising tasks, while still keeping the personal touch?
Yes. In fact, automating our administrative fundraising work means we have more time (and more energy) for relationship-based fundraising. Let's look at five ways that we actually use automation to build stronger relationships and free ourselves up for real creative thinking - and better fundraising.
Fundraising is emotional work. We tell stories and build relationships. But we also do a surprising amount of routine, administrative work. So, can we use automation and software for our routine fundraising tasks, while still keeping the personal touch?
Yes. In fact, automating our administrative fundraising work means we have more time (and more energy) for relationship-based fundraising. Let's look at five ways that we actually use automation to build stronger relationships and free ourselves up for real creative thinking - and better fundraising.
One: Streamlined Stewardship.
When it comes to donor stewardship, automation is your friend. You can use your donor database to automate thank you emails, generate great letters and even schedule reminders for yourself to reach out periodically throughout the year. You can go a step further and use a website like thanks.io to automatically send cute postcards, or have your donor database automatically email your ED with a reminder to make a thank you phone call!
Two: Engaged New Donors
A new donor welcome drip is one of the easiest - and most fun - ways to automate basic fundraising tasks. Most CRM's and email marketing tools like Mailchimp can create email drips: a series of emails that go out to a donor automatically, at pre-set intervals. You can use welcome drips to introduce your organization (be sure to include some great stories!), share your impact and engage new donors in your work.
You can also segment your list so that first-time donors get a different email series than repeat donors - meaning that you can focus on building relationships with your most engaged supporters, while still providing valuable content to newer donors.
Read More: Fundraising Ideas to Find New Donors - Without T-Shirts, Candy Bars, or GoFundMe Campaign
Three: Thrilled Recurring Donors
According to Network for Good, setting up a recurring giving program can increase donor retention by as much as 42%. And we're a huge fan of recurring giving - and an even bigger fan of automating it! You could: automatically email them monthly with a sincere thank you (not just the canned receipt!); have a postcard automatically sent on the one-year anniversary of their first gift, or create other email drips focused on meaningful donor engagement.
Four: Organized Grants Calendars
Grants calendar management is high-touch and there's probably no way we can entirely automate it. But if you use a project management tool like ClickUp or Trello you can (and should) create templates and checklists that you can use grant after grant. While this may not strictly be automation, it does alleviate a lot of the brainpower that can go into maintaining your grants calendar. Grab our Grant Calendar Template here if you want to see how we get organized in Trello and Google Sheets!
Read More: Grant Writing is just Good ‘ol Project Management
Five: Simple SOP's
There are a lot of fundraising activities that just have so. many. moving. parts. Even prepping for a board meeting can take ages! Using your favorite project management tool, create a simple SOP that lists out everything you need to do, then adds the links, tools, and other resources you need to mark tasks as done. This is a mashup of automation and project management, but I promise it makes life about a gazillion years easier!In short, automating your fundraising tasks frees you up to spend more time on relationship building - which is the key to great fundraising.
Here’s one of our internal SOP’s-it links to the tools we use and the documents we need to track or update so that we make sure that we never miss a beat!
Taking a few minutes to set up automated systems now will save you hours (and burnout!) in the long run. And using tools that talk to each other makes sure that your data is always where you need it, when you need it. So what are you waiting for? Automate away!
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How Segmenting Donor Data Can Make Your Fundraising Soar
Segmentation. It's a word fundraisers love to throw around...although very few of us do it well. So, let's put our money where our mouths are, and start segmenting our data.
So what is segmentation? When we segment our data, we're able to group our supporters based on shared characteristics (e.g. age, donation history, geographical area, etc.) Doing this gives us a deeper understanding of donors and what drives them to give. As a result, we can send more tailored messages that appeal to each group, which creates more value for our nonprofit.
Segmentation. It's a word fundraisers love to throw around...although very few of us do it well. So, let's put our money where our mouths are, and start segmenting our data.
So what is segmentation? When we segment our data, we're able to group our supporters based on shared characteristics (e.g. age, donation history, geographical area, etc.) Doing this gives us a deeper understanding of donors and what drives them to give. As a result, we can send more tailored messages that appeal to each group, which creates more value for our nonprofit.
Getting Started with Segmentation
So why does this matter? Like, really matter?
A very common mistake we make is that we blast out one generic message to all of our donors, regardless of who they are. Stop. Don’t do that!
Put yourself in your donor's shoes. How many emails do you get on Giving Tuesday? How many direct mail letters do you get that say “dear friend”
A good fundraising campaign cuts through the noise, and there is a lot of noise this time of year, particularly this year. Our job is to cut through the noise so that you can share your story with the folks that want to hear it, and that starts with SEGMENTING!
First off, if you don't have much of a mailing list, this is still important. You want to focus on building that list, and one of the most effective ways to do that is by segmenting your donors and constituents from their first touch point with you.
Segmenting your list may sound like some big fancy industry tool but it’s really just breaking all of your donor information and creating different lists of donors and constituents. Think about it: you don’t want to talk to your top donor or volunteer the same way you talk to someone who has never given to you but came to an event once.
Read more: Donors are People Too: Bringing Your Work to Life When You Write Grants
The Importance of Segmenting Your Donor Data
Why am I telling you that you need to spend your afternoon poring over an excel spreadsheet, and running reports from your CRM? Well, there are several benefits of segmentation, including:
1. Personalized outreach - Segmentation allows you to create personalized messages for each group of supporters, which shows that you care about them as individuals.
2. Increased efficiency - With segment nation, you can send one email to a group of people rather than crafting individual messages. This saves you time and energy so that you can focus on other tasks.
3. Improved relationships - When you segment your data, you're able to understand your supporters on a deeper level. As a result, you can develop stronger relationships with them based on shared characteristics and interests.
4. Greater ROI - When you segment your data, you're able to send more targeted messages to each group of supporters. This leads to increased engagement and, ultimately, a higher return on investment for your nonprofit.
How to Get Started with Segmentation
Now that we know the benefits of segmentation, let's talk about how to get started. The first step is to identify the characteristics that you want to use to segment your supporters. Some common examples include:
Age
Gender
Location
Interests
Donation history
Once you've identified the characteristics that you want to use, you can start segmenting your data. There are a few different ways to do this, but the most common is to use a CRM or excel spreadsheet. If you're using a CRM, you can create segments based on the criteria that you've selected. For example, you might create a segment for donors who live in New York City and are interested in environmental causes.
If you're using an excel spreadsheet, you can create segments by sorting and filtering your data. For example, you might filter for donors who have given more than $100 in the past year.
Once you've created your segments, you can start developing targeted messages for each group. This is where the real fun begins! When you segment your data, you can get really creative with your outreach. For example, if you have a group of young donors who are interested in social justice, you might send them information about an upcoming event or campaign.
The Pitfalls of Poor Segmentation Practices
Now that we've talked about the importance of segmentation and how to get started, let's talk about some of the pitfalls of poor segmentation practices.
Not Defining Your Goals - The first mistake that nonprofits make is not defining their goals for segmentation. Without goals, it's impossible to measure the success of your outreach. Make sure to take the time to define what you want to achieve with segmentation before you get started.
Not Identifying the Right Characteristics - Identifying the right characteristics to use for segmentation is a crucial step in the process, so take your time and think about which characteristics will be most useful for your nonprofit.
Not Creating Targeted Messages - The third mistake is not creating targeted messages for each group of supporters. Remember, the whole point of segmentation is to send more personalized and relevant messages to your supporters. If you don't take the time to do this, you're not going to see the results that you want.
Actually Starting to Segment Your Data
Segmenting doesn’t have to be overly complicated. If you're feeling overwhelmed, one easy way to start is to create a list of everyone who has given to you in the past. Call these your lapsed donors. Create another list of people who are in your database but who have never given. Call these your donor prospects. Now, when you talk to these two populations, you can tailor your letter to acknowledge their relationship with you.
Depending on your mailing list your segments could also be as simple as people you have physical mailing addresses for those people you only have emails for. There is really no hard-and-fast rule about how you segment your list. Just think about who your nonprofit talks to, and how you want to talk to them. and start segmenting!
This might sound daunting but it really isn't. Worst case you're going to need to spend an hour or so working on some spreadsheets, so go pour a fresh cup of coffee, download those reports and start segmenting.
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30 Minutes To Use Your Fundraising Technology Better! ⏰
It's time to stop wasting your money on tools you're not using.
And it's time to really use your tools to save you time...and headaches.
Look, I know the nonprofit sector is not known for its tech-savviness. We're bargain shoppers, coupon clippers, free-software users, and sometimes tech Luddites. But we can - and should - start using the many tools available!
Technology and tools are an important part of any fundraising or nonprofit operation, from our websites to our CRMs. However, it's not enough to just have them – you need to use them effectively in order to see results. That's why we love conducting a regular tool and tech audit - to see the full landscape of our tech tools and figure out which ones we can use better and which ones we might not even need. It also helps us make sure that we are using the tools to the fullest extent possible and that we're not paying for tools that could be simplified or replaced. Conducting a tool and tech audit can help you work smarter, not harder, and keep your costs down!
It's time to stop wasting your money on tools you're not using.
And it's time to really use your tools to save you time...and headaches.
Look, I know the nonprofit sector is not known for its tech-savviness. We're bargain shoppers, coupon clippers, free-software users, and sometimes tech Luddites. But we can - and should - start using the many tools available!
Technology and tools are an important part of any fundraising or nonprofit operation, from our websites to our CRMs. However, it's not enough to just have them – you need to use them effectively in order to see results. That's why we love conducting a regular tool and tech audit - to see the full landscape of our tech tools and figure out which ones we can use better and which ones we might not even need. It also helps us make sure that we are using the tools to the fullest extent possible and that we're not paying for tools that could be simplified or replaced. Conducting a tool and tech audit can help you work smarter, not harder, and keep your costs down!
Time For Your Tool and Tech Audit
So, what does a tool and tech audit entail? It’s not too fancy and hopefully not too daunting. Honestly, it usually takes us about half an hour to take a look at our software subscriptions and make sure we’re maximizing their usage.
Start by going through all of your tools and making a list. For each tool, ask yourself three questions:
Are we actually using this tool?
What are we using this tool for?
Could we be using this tool differently or better?
From there, you can figure out if you need to upgrade, downgrade, or cancel any subscriptions. You might also want to make sure you are using the tools to the fullest extent – for example, are you taking advantage of all the features of your CRM? Is your website as user-friendly as it could be? Are there any features of your fundraising software that you're not using but could be?
Next, figure out which tools could be simplified or replaced. Sometimes we hang on to outdated tools because we're used to them, but there might be newer, better options out there that could save you time and money. Other times, we have multiple tools that serve the same purpose – do you really need both that scheduling software and that project management software? Do a little research and see if there's a tool that can do both!
Here’s the result of our Q2 Giant Squid Group Tech Audit!
Systematizing Your Tech & Tool Audit
To get the most out of your tool and tech audit, it's important to set aside time for it on a regular basis.
We like to do ours quarterly, but you might want to do it semi-annually or even annually. You can involve other staff members or volunteers in the process – delegate responsibility for different tools or sections of your website, for example.
Why quarterly? Well, our needs - and available tools - change. Regularly knowing what tools you have - and how to use them - helps you stay ahead of the curve and work smarter, not harder.
Lastly, make sure that you know how certain tools are used, what automations are in place, and how they all work together. There’s nothing worse than a mysterious web of software that talks to each other…and never seems to work! For each tool you decide to keep, make sure that you clearly outline:
What the tool does
How it is used
What tools does it integrate with (if any!)
Who is responsible for maintaining it.
The bottom line is that a tool and tech audit is a helpful way to make sure your nonprofit is using its resources effectively. It can help you save time and money in the long run by ensuring that you're using the right tools for the job and that you're using them to the fullest extent.
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How to Create An Effective Sponsorship Program That Adds Value and Helps Sponsors Meet Their Goals
So, you hosted a wildly successful fundraising event last year and this year, you want to grow your corporate sponsorship program.
After sponsors wrote the check last year, you sent them a heartfelt thank you note but realized you haven’t connected with them since. Now you’re racking your brain for the best way to make the ask again.
And, maybe like us, you’re really sick of the transactional nature of event sponsorships and are ready to shake things up.
What if there was a better way to secure corporate sponsors?
So, you hosted a wildly successful fundraising event last year and this year, you want to grow your corporate sponsorship program.
After sponsors wrote the check last year, you sent them a heartfelt thank you note but realized you haven’t connected with them since. Now you’re racking your brain for the best way to make the ask again.
And, maybe like us, you’re really sick of the transactional nature of event sponsorships and are ready to shake things up.
What if there was a better way to secure corporate sponsors?
Goodbye, Transactional Event Sponsorships
The days of sticking a sponsors’ logo on your website and saying “done” are over (if those days ever really existed). I can't tell you how many sponsorships I have solicited over my 15 years in fundraising, and I feel like I can confidently say that the traditional tiered sponsorships that we ask for are inherently transactional. Companies are only giving money because we asked them and invited them to an event, not because of a deeper relationship with our mission, our organization, or even the people with whom we work. So let's shift that and make our sponsorships more focused on ongoing relationships with local businesses, companies, and even national organizations that are connected to our community.
And while a lot of this is about making the ways we fundraise more community centric, more equitable and more anti racist, this is also good for our bottom line.
The fact is that traditional transactional sponsorships usually don't work long term. The benefits that we offer sponsors - logo placement, social media exposure, etc - are often lackluster, and to secure those scarce dollars we end up pounding the pavement and making endless phone calls. It’s far more sustainable to structure sponsor benefits that bring in larger sponsors while building long-lasting relationships.
And that relationship starts by understanding what sponsors really want.
They’re not sponsoring because they want their logo on your website, or a mention on your social media.
It's because they are looking for ways to amplify their culture and their brand, and perhaps fulfill corporate social responsibility goals. And you can give them something they just can’t go out and buy…a meaningful way to meet those goals year after year.
To maximize the benefits of sponsorships for both the company and your nonprofit, it's important to create a reciprocal relationship. What can you offer the company that goes beyond just recognition in your event program?
Read More: Create a Nonprofit Sponsorship Deck That Gets Funded
Hello, Relationship-Driven Partnerships
So, here’s where things get really fun:
You get to create a sponsor program with great benefits that add value to sponsors and help them meet their goals.
Forget Gold, Silver, and Bronze levels. Booooring. Like, never even utter them again.
Don’t even mention logo placement. (Okay, you can, but you know what I mean).
In fact, let’s forget about sponsorship levels altogether, and instead focus on what relationships we can build.
Great sponsorship opportunities give companies access to something they can't just go and buy, and that is access to your mission. And you can create that access in a way that furthers the impact of your work. So beyond brand placement, what can you offer your sponsors? Think about what you do - your mission, your programs, your people - and how you can create sponsor opportunities. That might be:
Unique brand placement, like highlighting them in a blog post, including information about them at your registration tables, including their logos on t-shirts or swag, or other meaningful logo placement.
Inviting corporate sponsors to speak at your event, recording welcome messages for attendees to be sent out in emails, or other in-person opportunities.
Welcoming sponsors to VIP events or behind-the-scenes experiences such as dress rehearsals, site visits, or other opportunities to see your mission in person.
Providing opportunities for employees of the sponsoring company to volunteer their time and skills for your organization, whether that’s at your event or for specific programs you offer.
Really, your imagination is the limit! You can and should absolutely get creative and customize your sponsorships to make them reflective of your unique work.
Learn more: Check out our self-paced classes & event planning tools
Making Your Sponsorships More Equitable
Equitable sponsorship programs allow us to welcome more sponsors to our events and invite deeper relationships within our communities. A local mom and pop bakery might have less marketing money to sponsor an event than a major national bank branch, but their investment is just as valuable!
So let’s take the sponsor benefits you created, and put them together in a sponsorship packet that invites funders to invest. You might:
Not list funders by giving level, but instead just by alphabetical order so that you aren’t implying that some sponsors are valued more than others, just because they had more money to invest just now.
Offer the same sponsorship benefits to all sponsors regardless of how much they invest.
Invite sponsors to invest at sponsorship levels based on their budget and capacity, not artificially ranked sponsorship levels.
You want your sponsors to be investing in your mission, not just writing a check to meet a marketing goal. And to do that - to build long-term funder relationships - you need to rethink the narrative of event sponsorships. So what are you waiting for? Block off some time on your calendar, and start rethinking your event sponsorships!
Create a Nonprofit Sponsorship Deck That Gets Funded
So, you’re planning a fundraising event for your nonprofit and you want to secure some corporate sponsors. But you're not sure how to go about it….maybe your last sponsorship deck didn’t get any sponsors, or you spent more time on the phone than you did planning the event…or you’re just not sure what to include to make this year’s event a success.
Good news: a winning sponsorship deck is simpler than you think! A good sponsorship deck is a powerful tool you can use when you’re pitching corporate sponsors for your next fundraising event.
One of the common challenges people face when pitching corporate sponsors is not knowing what to include in their sponsorship deck. This can lead to a lot of wasted time and energy spent on putting together a deck that doesn't actually tell potential sponsors what they need to know. So, how can we do better?
So, you’re planning a fundraising event for your nonprofit and you want to secure some corporate sponsors. But you're not sure how to go about it….maybe your last sponsorship deck didn’t get any sponsors, or you spent more time on the phone than you did planning the event…or you’re just not sure what to include to make this year’s event a success.
Good news: a winning sponsorship deck is simpler than you think! A good sponsorship deck is a powerful tool you can use when you’re pitching corporate sponsors for your next fundraising event.
One of the common challenges people face when pitching corporate sponsors is not knowing what to include in their sponsorship deck. This can lead to a lot of wasted time and energy spent on putting together a deck that doesn't actually tell potential sponsors what they need to know. So, how can we do better?
Why you need a sponsorship deck
If you're planning a fundraising event, then you know that corporate sponsorships can make or break your event. But securing those sponsorships can be a challenge, especially if you don't have a great sponsorship deck.
Your sponsorship deck is a key tool that you'll use when pitching corporate sponsors for your event. It's basically a sales deck that outlines your sponsorship opportunities and levels.
A well-crafted sponsorship deck will not only help you secure sponsorships, but it will also make it easier to close deals and get the best possible terms for your event.
So, what should you include in your sponsorship deck?
An overview of your event. Start with a brief overview of your event. Include the date, time, location, and any other relevant details that sponsors would need to know.
If your event is an annual event, then you can also include information about past events, such as attendance numbers, media coverage, or noteworthy sponsors.
Your sponsorship levels and benefits. The next thing to include in your sponsorship deck is a list of your sponsorship levels and benefits. When creating your sponsorship levels, be sure to offer a range of options that will appeal to businesses of different sizes.
Your benefits should be compelling and relevant to your sponsors. For example, if you're holding a charity run, then your sponsors could receive benefits such as branding on race t-shirts, or a booth at the event.
Demographics of your attendees. It's also important to include information about your attendees in your sponsorship deck. This will help potential sponsors understand who they'll be reaching with their sponsorship.
Some things to include in this section are the age, gender, location, and interests of your attendees. You can also include information about why they would be interested in attending your event.
Your marketing plan: The next thing to include in your sponsorship deck is a brief overview of your marketing plan. This will help potential sponsors understand how you plan on promoting the event, and how their sponsorship will be featured.
Some things to include in this section are your event website, social media platforms, and any other marketing materials that you'll be using.
How to make your sponsorship levels compelling
Once you've decided on your sponsorship levels and benefits, it's time to start making them more compelling. Here are a few tips on how to do that:
Focus on the benefits: When creating your sponsorship levels, make sure to focus on the benefits that each level offers. This will help potential sponsors see the value in your sponsorship opportunities.
Make them exclusive: Another way to make your sponsorship levels more compelling is to make them exclusive. For example, you could offer VIP access or early bird pricing for sponsors. This will help them feel like they're getting a truly unique experience.
Be flexible: Finally, be sure to be flexible with your sponsorship levels and benefits. This will show potential sponsors that you're willing to work with them to create a package that's right for their business.
How to create a winning sponsorship deck
Now that you know what to include in your sponsorship deck, it's time to start creating one. Here are a few tips on how to create a winning sponsorship deck:
Keep it simple: When creating your sponsorship deck, be sure to keep it simple. This means using clear and concise language, and avoiding jargon. You want potential sponsors to be able to understand your deck, and see the value in your sponsorship opportunities.
Make it visually appealing: Another important tip is to make sure your sponsorship deck is visually appealing. This means using high-quality images, and avoiding text-heavy slides. You want potential sponsors to be able to see the value in your event, and not be turned off by a cluttered or confusing presentation.
Highlight your successes: Finally, be sure to highlight your successes in your sponsorship deck. This could include things like media coverage, past events, or noteworthy sponsors . You want potential sponsors to see that your event is well-run and successful, and that their sponsorship could help them achieve their own business goals.
Creating a winning sponsorship deck is an important part of securing sponsors for your event. By following the tips in this guide, you can create a deck that will help you secure the sponsorship you need to make your event a success.
Sponsorship Strategies Checklist
Download our free Sponsorship Strategies Checklist for more tips and resources to build your sponsorship program!
Is a Nonprofit Fundraising Event Right for You? A Roadmap to Planning a Successful Event
So you want to throw a fundraising event. Sounds fun! But before you dive into your event (and hopefully start raking in donations) hit pause: fundraising events are not magic bullets...they take a lot of planning and hard work, and the return on investment can be pretty low.
So you want to throw a fundraising event. Sounds fun! But before you dive into your event (and hopefully start raking in donations) hit pause: fundraising events are not magic bullets...they take a lot of planning and hard work, and the return on investment can be pretty low. So, while we're big fans of a good party, it’s important to ask yourself some questions so that you can create an event that is successful for your organization.
Have a Clear Plan
What’s the purpose of your event? What are you trying to achieve? This might seem like a no-brainer, but it’s important to have a clear goal for your event before you start planning. Otherwise, you'll likely end up with an event that doesn't quite fit your needs.
Some examples of fundraising event goals:
Increase awareness of your organization
Engage potential donors
Raise money for a specific project or campaign
Thank existing donors or volunteers
Once you have your goal, you can start planning the event itself.
Pro tip: Keep your audience in mind when you’re setting your goals. Who are you trying to reach with this event? Existing supporters, or new ones? Potential donors, or clients? Keep your target audience front and center as you plan so that you can create an event that appeals to them.
Know the Reason For Your Event
Your event might have more than one purpose, but it’s important to be clear about the main reason for your event. That way, you can make sure that all of your planning and marketing efforts are focused on achieving that goal. If you are planning a fundraising event, raising money and securing donations needs to be your main focus - and the main message you share with attendees!
Planning a community event? Make sure that your marketing and outreach efforts are focused on getting members of the community to come and participate.
Of course, you can (and should) market your event to multiple audiences - but understanding the main reason for your event will help you focus your efforts so that you can achieve your goal.
Set A Budget with Expenses and Fundraising Goals
You can’t have a successful event without a budget. And when you’re planning a fundraising event, it’s important to think about both your expenses and your fundraising goals.
Start by estimating your expenses. What will it cost to rent a venue? Hire staff or volunteers? Provide food and drink? Promote your event?
Then, set a fundraising goal. How much money do you hope to raise through this event? Once you have a goal in mind, you can start thinking about ways to achieve it.
For example, if your goal is to raise $5000, you might:
Sell tickets to the event
Have a silent auction
Host a raffle
Ask for donations at the event
You’ll also want to think about how you’ll track your progress. Will you have someone responsible for counting money as it comes in? Keeping track of auction items? Make sure you have a system in place so that you can easily see how much money you’re bringing in (and how close you are to your goal).
Bring In Corporate Sponsors
Corporate sponsors can be a great way to offset the cost of your event and make it more successful. Look for businesses that align with your mission and audience, and reach out to see if they’d be interested in sponsoring your event.
In exchange for their sponsorship, you might offer them:
Logo placement on event materials
A booth or table at the event
An opportunity to speak at the event
Exposure to your audience through marketing and promotional materials
Of course, you’ll want to make sure that you get something in writing so that there are no surprises later on. A sponsorship agreement should outline the benefits that the sponsor will receive, as well as any obligations they have (like providing a certain amount of money or promotional materials).
Have a Plan for Saying Thank You
Whether your event is a success or not, it’s important to take the time to thank everyone who was involved. Think of your event as the start of a relationship with event attendees or donors. If they had a good experience, they’ll be more likely to come back (or give again in the future).
A handwritten thank-you note is always a nice touch. But you can also send an email, make a phone call, or even post a video online. Just take the time to express your appreciation - and let them know how their support made a difference.
Have you ever planned a nonprofit fundraising event? What tips would you add? Share your thoughts in the comments below!
Ready to start planning?
Grab our free Event Planning Workbook - It’s packed with tips, templates, and checklists to help you every step of the way.
An Astonishingly Simple Summer To-Do List for Busy Nonprofit Fundraisers
It's summer! And whether your fiscal year is almost over, or you're smack-dab in the middle of the year, summer often comes with a pause in frantic fundraising activities.
It's summer! And whether your fiscal year is almost over, or you're smack-dab in the middle of the year, summer often comes with a pause in frantic fundraising activities. And it's a great time to hit pause and revisit those "important but not urgent" action items that make your development plan work....from donor relations to deduping data. So what are you waiting for? Let's get started!
1) Make the Most of Your Mail
For nonprofits, returned mail can be a big problem. Not only is it an inconvenience, but it can also lead to inaccurate data in your CRM or donor database. And when your data is inaccurate, it can lead to undeliverable mailings, which cost your organization time and money.
Spend the summer going through that big pile of returned mail (I know you have one!) and updating addresses, marking that donors' addresses are inaccurate. Updating all those addresses now will save you time when you run mailing lists later in the year and make sure that you're not wasting money sending letters to bad addresses.
2) Give Your CRM Some TLC
Your donor database is the heart of your development operation. It's where you track donor information, gifts, and cultivation plans. And like any good relationship, it takes some work to keep it going strong. Set aside some time this summer to do some routine maintenance. You can update your board list, make sure your favorite reports are actually ones you use, and clean up any duplicate data. It might take a few days (or longer) but pop in your headphones, pour some coffee, and knock it out now...you'll be grateful you did when you're in the middle of a busy fundraising season!
3) Update Your Thank You Letters
One of the simplest but most important things you can do to cultivate donors is to send them a prompt and personal thank you letter after they make a gift. You want your donors to feel like their gifts are making an impact and that their support is appreciated. So take some time this summer to update your thank you letters. If you haven't sent one in awhile, now is the perfect time to dust it off, make sure it's still relevant, and personalize it to your organization. Then, update your donor database with your updated thank you letter templates and you're ready for seamless stewardship.
4) Review Your Website
Your website is often the first impression potential donors have of your organization. And you want to make sure that it's making a good impression! Take some time this summer to review your website and make sure that all the information is up-to-date and accurate. Check your donation page to make sure it's working properly and that you're using the most up-to-date payment processor. Take a look at your "About Us" page and make sure it accurately reflects your mission and vision. A little bit of time spent on your website now will pay off in the long run when you're bringing in new donors and supporters.
5) Calibrate Your Cultivation
Cultivating donors doesn't have to be difficult or time-consuming, but it always seems to slip to the bottom of our to-do list! Take a minute to complete a one-page cultivation plan to chart out when you'll send thank you letters, make phone calls, or other ways you might want to say thank you!
Punkpost is a website that allows users to send Martha Stewart-approved greeting cards through the mail, and we love it for major donors or anyone who we really want to show some extra love.
Thanks.io is another great tool that makes it easy and convenient to send cute (and customized) postcards to donors and stakeholders.
You can also organize a donor thank-a-thon. This is a great way to show your donors how much you appreciate their support and it's also a great opportunity for your staff or volunteers to get involved in the mission of your organization.
6) Make Time for Systems
When you're in the thick of things, it can be difficult to find time to work on long-term projects or goals. But taking some time this summer to work on systems and processes will make your life easier in the long run! If you don't have one already, now is the perfect time to create a donor stewardship plan. This doesn't have to be complicated or time-consuming, but it will help you keep track of your donors and make sure they're being properly stewarded.
7) Calculate Your Donor Retention Rate
Your donor retention rate is a key metric to track because it tells you how many of your donors are giving again. If your donor retention rate is low, that's an indication that you need to work on your stewardship or cultivation plans. You can calculate your donor retention rate by taking the number of donors who give in a certain time period (usually a year) and dividing it by the number of donors you had at the beginning of that time period. For example, if you had 100 donors at the beginning of the year and 50 of them gave again during that year, your donor retention rate would be 50%. This can take some time - it's a lot of data! - so why not tackle it with a cup of iced coffee?
8) Update Your Grants Calendar
If your organization relies on grants, make sure you're staying on top of your calendar! Note deadlines for LOIs and applications, site visits, progress reports, etc. in a central place so you can ensure that nothing falls through the cracks. This is also a great time to review your past grant applications to see what worked well and what you can improve for next time.
9) Evaluate Your Events
Events are a great way to engage your supporters, but they can also be a lot of work! Take some time this summer to evaluate your past events and see what worked well and what you can improve for next year. Were ticket sales low? Was attendance down? Did you spend too much on decorations? Use this time to brainstorm ways to make your events more successful in the future.
10) Take a Break!
You deserve it! After a busy year of work, it's important to take some time for yourself. Relax, recharge, and get ready for an even better fiscal year! Seriously though...make sure to take some time off to take care of yourself! We'll be here when you get back :)"
Decided you want to tackle organizing a thank-a-thon?
Download our free guide, “How to Plan a Donor Thank-a-Thon”, for step-by-step instructions, tips, and two sample scripts!
5 Grant Writing Tips from Program Officers
As an amazing nonprofiteer, you know that grant writing is essential for getting grants (obviously!). But what do you need to know about crafting grants that will catch the attention of reviewers?
As an amazing nonprofiteer, you know that grant writing is essential for getting grants (obviously!). But what do you need to know about crafting grants that will catch the attention of reviewers?
Fortunately, it doesn’t take painstakingly crafting a perfect piece of writing or squeezing every single detail into a 250 word count response (... if you can do both, you may be a superhero!). Getting the attention of program officers is really about sharing your work clearly and finding ways to connect with them through your writing.
Here is some advice from those who know best:
1) Make your grant easy to read; use real language and don't worry about sounding "too smart".
It can be tempting to try to sound super smart when writing a grant proposal. But in reality, reviewers and program officers are just looking for a clear and concise explanation of your project. So instead of using big words and fancy language, just stick to plain old English. It'll make your proposal much easier to read - and understand. Plus, you'll come across as more genuine and down-to-earth, which is always a plus. So ditch the thesaurus and just be yourself - your readers will thank you for it.
2) Use bullet points and short sentences and paragraphs so that it is easy for reviewers to read and digest your content.
When writing a grant proposal, it is important to utilize short sentences and bullet points in order to make your content easy to read and digest. You want to concisely convey the key information to your readers, so that they can quickly understand what you are proposing and how their organization stands to benefit from it. By writing in a clear, engaging style, you will demonstrate that you have the necessary communication skills and attention to detail needed to successfully manage a grant project.
Additionally, using bullet points helps break up the text and keeps people interested, keeping them focused on the most important elements of your proposal. In short, when writing a grant proposal, remember that simplicity is key. Keep things short and straightforward, using bullet points and other formatting tools as needed, and you will be sure to catch the attention of any potential funders.
3) Don't assume that your grant reviewers know as much about your work as you do, so be clear and straightforward in what you say and how you say it.
It's easy to assume that your grant reviewers know as much about your work as you do. But the fact is, they probably don't. So when you're writing a grant proposal, it's important to be clear and straightforward in what you say and how you say it. After all, if they don't understand what you're trying to say, they're not going to give you the money. So take the time to make sure your proposal is easy to follow and makes sense. A little bit of explanation can go a long way in helping the reviewer understand your work and its importance.
And, of course, don't forget to stress why your work is worth funding! If you can show that your work will have a positive impact on the world, you're more likely to get the grant money you need to continue your important work.
4) Use stories and quotes from program participants and stakeholders to bring your work to life.
When writing a grant proposal, it is important to bring your work to life. Stories and quotes from program participants and stakeholders can help to engage the reader and illustrate the impact of your work. When used effectively, they can provide a personal glimpse into the lives of those you serve and the difference that your work makes. They can also help to build trust and credibility, demonstrating that you are an organization that can be trusted to deliver on its promises. Ultimately, stories and quotes can be a powerful tool in persuading a funder to support your work. So when writing your next grant proposal, be sure to include some tales from the front line.
5) Don't be afraid to reach out and ask questions before and during the writing process!
Writing a grant proposal can feel daunting, but it doesn't have to be! Asking questions is a key part of the process, so don't be afraid to reach out to your colleagues, mentors, or even the funding agency itself. It's also important to stay organized and focused as you write. Trying to include too much information will only make your proposal more confusing, so focus on highlighting the most important points. And finally, don't forget to proofread your work before you submit it. Taking the time to revise and edit will help ensure that your proposal is clear and error-free.
By following these tips, you can write a grant proposal that is clear, concise, and easy to read. Remember to focus on the most important points, use stories and quotes to bring your work to life, and don't be afraid to ask questions. With a little effort, you can increase your chances of getting the funding you need to keep changing the world!
Grants eBook
Grant Writing is just Good ‘ol Project Management
The Giant Squid Group team writes a lot of grants, and we have a running joke: “Hey, what's it like to be a grant writer?”
The Giant Squid Group team writes a lot of grants, and we have a running joke: “Hey, what's it like to be a grant writer?” Because good grant writing is about a lot more than just writing grant narratives!
A lot of grant writing is about following directions a.k.a the rules, especially when you’re first starting. Do you remember in high school - or whatever your place of residence’s equivalent is of high school - when your teacher would remind you to write your name on a test because it was an easy 10 points? This is the energy you must cultivate to be a successful grant writer.
That said, I promise there will come a time after intentional cultivation with a funder when you can rock the boat and challenge their processes.
In my opinion, effective grant writing is 20% writing and 80% project management. What do I mean by that? Well, most proposals follow a similar format:
Organizational information
Proposal Information
Organizational Finances
Attachments
Depending on the funder and the application's popularity, the sections may require more or less info. But, the above format is standard. Sections one and three should be easily pulled from your boilerplate - if you don’t have one yet, make one, it will truly save you so much time. Check out this article on the Giant Squid Group blog to get you started with a boilerplate. It also includes a FREE boilerplate template!
Read more: Writing your Grant Boilerplate
Here is where project management comes into play. You gotta break it down into pieces. Generally, I like to start one month before the due date. If this is a new funder, give you and your team (Executive, Development Director, and Programs Staff) two months before the due date to put the application together. The following is a general management plan:
1-2 months before the due date
ED/Dev. Director reaches out to the funder - This is key! Why? Because if the funder doesn’t think ya’ll would be a good fit, it saves you time and resources!
If available, pull the grant application from the funder’s portal and identify areas to review with your team.
Meet with the team to discuss the application priority. Will it be a GenOps (general operations application) or a programmatic ask?
If major finance items are missing, loop in your organization’s finance department to help you gather that information.
One month before the due date
Assess remaining items to complete the application? Do you still need program updates from the programs team? Do you still need budget info from the finance department? Do you need any letters of support? Now would be a good time to send out reminders.
Complete any remaining programs narrative - the 20% of writing I mentioned above - and share the entire application with your team to start making edits.
Two weeks before the due date
Do you have all the required attachments? Are there team members you need to ping again?
Finalize your draft and get it approved by your Executive Director.
One week before the due date
Submit!
The hardest part of grant writing is making sure you get the items you need on time. This is why we say it's more about management than writing. Nonprofits and start-ups are usually run by small but mighty teams who have a lot on their plate. Reminders, assignments, and constant communication are essential to submitting an outstanding and thorough grant application on time. You may be the grant manager or writer, but you are in no way meant to do it by yourself. And, if anyone ever makes you feel that it's your responsibility to navigate it all by yourself, well, they just don’t have the organization’s mission at heart.
Lastly, whether you’re a $10K budget organization or a $5Mil organization: stay organized. Giant Squid Group is entirely remote, and we use some of the following management tools to stay organized:
Google Drive: To keep applications organized and collaborate on drafts with teams.
Asana: To create calendars, keep track of deadlines, and assign tasks to teams.
Trello: To organize multiple client boards, calendars, deadlines, and tasks.
Last Pass: To save passwords to portals and easily share with team members.
Calendly: To schedule and track meetings.
After a couple of successfully submitted applications, you’ll begin to streamline your process and figure out what works best for you and your teams. Then, the process becomes more plug-and-play than starting from scratch. We hope this helps, and best of luck out there!
Use Your Grants as a Tool of Change
When I put on my “grant writer hat” and dive into the song-and-dance of grant deadlines, character counts, and funder priorities, sometimes it feels like I’m doing nothing but reinventing the wheel.
When I put on my “grant writer hat” and dive into the song-and-dance of grant deadlines, character counts, and funder priorities, sometimes it feels like I’m doing nothing but reinventing the wheel.
I’ve been writing grants for a long time. I’ve been fundraising even longer. And some days it feels like I have one foot in the vital work of the Community-Centric Fundraising movement, and one foot stuck in the mud of grant deadlines. But, grant writers play a critical role in branding an organization, and crafting the ways in which it’s presented to funders. And so grant writers play a critical role in integrating social justice into fundraising programs —and the overall culture and work of our organizations.
Grant Writer, or Cat Herder?
Grant writers can feel like we need to do it all. We juggle deadlines. We gracefully answer unrealistic questions from funders, and fit decades’ worth of work into laughable character counts. We are lone wolves, tracking down programmatic data, lamenting our Executive Director’s hatred of the oxford comma, and writing. So much writing.
It’s easy to understand why using your grants as a tool of social change might feel overwhelming.
But, grant writers have a lot of power. We’re the ones that see the intersection of finance, programs, development, funder trends, sector change...and whatever else you can think of. Even small changes can start a seismic shift in your organization's fundraising. So why not start with just one word?
People-First Language and Conscientious Communication
The words we use matter. The stories we tell have an impact. Yet, our grants are often full of old, recycled language and buzzword descriptors that are more than just boring — they’re harmful.
How many of your grants lapse into identity-first language, vague buzzwords like “at-risk”, and undertones of white saviorism? If you’re anything like me, more than you’d like.
But what if, instead, we focused on being people first in our language? What if we used our grants as a platform to uphold, center, and celebrate our clients? What if we looked at each and every word of our writing as an opportunity to advance social justice? That might be easier than you think.
People-First Language
People-first language is language that puts people first, and identities second. And you’d think the nonprofit sector - that’s all about making the world a better place - would be really good at putting people first. But, as a society, we’re really used to seeing identities before people...and stopping the conversation there. Identity first emphasizes someone’s situation. People-first language emphasizes humanity.
Adopting people-first language is a huge step towards more equitable grant writing. The Social Justice Phrase Guide offers the excellent suggestion to:
“Use terms as adjectives rather than nouns (i.e. Black or White people vs. Blacks and Whites; LGBTQ people vs. gays and lesbians; young people vs. youths) or by actively putting “people” first (i.e. people with disabilities vs. disabled people; people living in poverty vs. poor people; people who are homeless vs. homeless people).”
What does people-first language look like at work? Some examples include:
People experiencing homelessness/houselessness versus “the homeless”
People with justice system involvement, formerly incarcerated individuals, instead of “ex-cons” or “felons”.
People with limited access to financial resources, rather than “low-income individuals”.
By focusing on the person, rather than the systemic conditions they face, we can minimize generalizations and stereotypes.
Empowering Language
People-first language is a powerful way to shift the way we talk about - and think about - our clients. But once we’ve defined who we are talking about, we need to pay attention to how we talk about them. Once again, the words we use can be a real tool of change, and allow us to write with an agency lens.
Through all of your grant writing, the picture you should be painting is that your constituents are not helpless victims. They are individuals affected by systems, and you and your donor are advocates for changing that system.
Use Active Language
The D.C. Fiscal Policy Institute's excellentstyle guide for inclusive language rightly points out that passive language - the beloved fallback of grant writers addressing vague funder questions - can be a way to avoid fully addressing the systemic problems that our work faces.
Think about it: an active voice requires that we directly name problems and perpetrators of harm, “while also providing writers an opportunity to counter implicit bias towards status quo systems of power…”. Passive voice, however, means we can pass the buck. I can’t provide a better example than the style guide: “For example, “Donny Drumpf did not file his tax returns” (active voice) vs. “The tax returns were not filed by Donny Drumpf” (passive voice).”
Be Specific
I hate the term “at-risk.” In the grant field, we all have a vague understanding of what it means. But no one spells it out.
As grant writers, we can be specific. We can - and should - discuss what systemic barriers and systems of harm our constituents face. Instead of “at-risk” tell your funders more about the population with whom you work: are they LGBTQIA+ youth who face disproportionately high levels of death by suicide? Are they young Black men who are far more likely to be killed by police violence? Are they single-parent households facing the systemic barriers of low pay and rising rent? We could call all of these sub-populations “at-risk” - but that would be reducing them to vague platitudes, without spelling out the challenges they face.
Ethical Storytelling
Another area where grant writers can lapse into harmful tokenism - and another opportunity to instead foster real social change - is through storytelling. I’m a huge fan of using stories in grants, but I also realize the harm that can lay in wait if we aren’t committed to ethical storytelling.
Ethical storytelling is all about authenticity and respect. It means being honest about who you are, where you come from, and what your experiences are. It also means respecting the stories of others, listening with an open mind, and sharing only those stories that you have permission to share . When done well, ethical storytelling can be a powerful tool for social change. It can help grant writers to build trust and understanding, create empathy and connection, and ultimately make the world a better place.
Over at the Community Centric Fundraising Hub, Nel Taylor clearly lays out the importance of ethical storytelling. Nel emphasizes the importance of being honest and respectful in order to create a connection with the reader, and stresses that to tell stories ethically we must: 1) be honest, 2) be respectful, 3) get permission, 4) know your audience, 5) consider your motives, 6) use caution with humor, and 7) be aware of your privilege.
So, no matter who you are, where you are at in your career, or how many character counts you’re battling, remember that as grant writers we have a unique opportunity to use our skills and knowledge to promote social justice. By being mindful of our language and storytelling practices, we can deconstruct traditional grant writing practices and instead use our grants as tools for change. Whether through active language, specificity, or ethical storytelling, we can foster empathy and connection with our readers
Further Reading & Recommended Resources
Build a Sustainable, Lucrative Grant Program that Never Misses Another Deadline
Congratulations on winning a grant! Your nonprofit has worked tirelessly to get this far - but there's still more work to be done!
Congratulations on winning a grant! Your nonprofit has worked tirelessly to get this far - but there's still more work to be done! Do you know what you need to do once you actually receive that grant? For starters, you need to make sure that you review the grant contract thoroughly, update your database with all of the details, and celebrate with your team. Let's take a closer look at each step.
Review Your Grant Contract
First and foremost, review the grant contract thoroughly for several reasons. First, you need to make sure that you understand all of the requirements and reporting deadlines associated with the grant. Second, you need to ensure that you are familiar with the organization's policies and procedures regarding grant disbursement and reporting. Finally, you need to make sure that you are comfortable with the terms of the grant agreement before signing it. By taking the time to review the contract carefully, you can avoid any misunderstandings or surprises down the road, like a grant report that sneaks up on you - the worst surprise ever!
Read more: Show Grantmakers Why Your Work is Worth Funding
Update Your Calendar
Next, make sure to track the grant award details in your grant calendar. This simple - yet often ignored - step allows you to keep track of deadlines, requirements, and other important details, so that you never miss another deadline or make a mistake with your reporting. It also helps you stay organized and efficient as you manage your grant program, and all its many moving pieces
Add Details to Your Database
If you have a CRM or database, now is the time to add the details of the award to your nonprofit's CRM or database. This step is important for two reasons. First, it allows you to keep track of your history with the funder who gave you the grant. Second, it helps you categorize and track the grant information so that you can refer to it in the future.
This may seem obvious, but when we're rushing to meet deadlines, it's easy to forget all of these details. Organization is critical when it comes to writing grants, as missing deadlines or making mistakes can have serious consequences for your nonprofit. Whether you are just starting with grant writing or have been doing it for years, being organized and efficient is essential to ensure that your grant reporting is accurate and on time. This not only helps you meet your goals but also builds trust with the funding organization and strengthens your chances of being awarded future grants.
Read more: 6 Secrets to Winning Grant Funding for Your Nonprofit
Celebrate Your Success!
Finally, once all of the other steps have been completed, it's time to celebrate your success with the rest of your team. Take a moment to recognize everyone who helped get this grant awarded. This is a big accomplishment and everyone deserves to feel proud of their hard work. A simple celebration can go a long way in boosting morale and motivating the team, especially if a grant has been particularly trying to write, submit, and win!
Need some inspiration to get organized, or want to see how we handle the dozens of grants we write and submit each week? Grab our Grant Calendar & Budget Workbook now, and start getting more organized today!
How to Write a Grant Proposal Need Statement That Gets Funded
Your grant proposal’s statement of need (also known as a need statement, need assessment, or problem statement) is the heart of your grant proposal. It answers the question “why care” about the work you are doing, and the impact it has on your community. It doesn’t get any more important than that!
Your grant proposal’s statement of need (also known as a need statement, need assessment, or problem statement) is the heart of your grant proposal. It answers the question “why care” about the work you are doing, and the impact it has on your community. It doesn’t get any more important than that!
Your statement of need also demonstrates to potential funders that there is a significant and urgent problem that you can address with their support. This section of your grant will drive the rest of your proposal, so it is important that is compelling and cohesive.
Your statement of need should:
Illustrate that the need you identify aligns with a grantmaker’s funding priorities and that an investment in your organization will address the identified need.
Articulate a significant challenge you address illustrates the urgency and need for change. A detailed narrative with cited sources and qualitative narratives helps paint a clear picture of just how important your work is, and why it should be funded.
Demonstrate your organization’s capacity and credibility by highlighting the specific, high-level ways your mission, vision, and work addresses the need you have identified.
Read More: 6 Secrets to Winning Grant Funding For Your Nonprofit
Incorporating Research and Cited Sources
Your statement of need must look beyond just the work of your organization (and your need for funding!) and incorporate relevant data from sources that address the scope of your identified problem.
Start with your own programs and data. Look at your current demographics on your services, programs, and target population and use this to bolster your argument.
Incorporate local and state-level data on the scope of the problem including demographic information and statistics, work plans from city task forces, press releases from government agencies, and more.
Search for articles about similar problem area trends to identify issues, recommendations, and other data you can use to support your need statement.
Start with a google search, and get ready for lots of reading. The good news is that this information will stay fairly static. You’ll add new research as it is identified and as your programs evolve. Heavy lifting now will help make future grant proposals much easier to write!
Read More:7 Reasons You Aren’t Getting Grant Funding
Writing Your Statement of Need
Now you’re ready to put it all together! Your statement of need should include the following elements:
Problem Description: What is the specific problem or need that your organization addresses? How do you know it is a problem?
Implications: Who is impacted by this problem, and what will happen if it is not resolved? Describe the target population impacted, the cost to society if the problem is not resolved, and the long-term impact of not investing in addressing the need.
Urgency and Challenges: Why does this problem need to be addressed now, and by your organization? How does this align with your mission, vision, and work and why are you equipped to address it?
Data and Statistics: What qualitative and quantitative data do you have to support your statement of need?
It’s important to remember that your lack of funds or programs is not a need statement. Your goal when writing a need statement is to identify a situation that is causing or threatening harm to a specific community, not shares your organization’s infrastructure challenges.
Sample Statement of Need
Want to put it all together? Here’s a sample Statement of Need we wrote several years ago.
Every 26 seconds in America, a student drops out of school. Chicago public school students face one of the highest dropout rates in the country. Students who fail to graduate can remain caught in a cycle of poverty, while students who graduate are better positioned to become productive and healthy citizens. For Chicago’s at-risk youth, staying in school is a path out of poverty.
Only 66 percent of Chicago public school students will graduate from high school, well below the national average of 80 percent. According to a 2007 study by the National Women’s Law Center, this dropout crisis disproportionately affects young women of color. An estimated 40 percent of African American female students and 37 percent of Hispanic female students fail to graduate high school. In Chicago, where 87 percent of public school students are from low-income families and 85 percent of students are African American or Hispanic, these statistics are particularly troubling.
The reasons for this dropout crisis are complex:
Low-income students are five times more likely to drop out of school than their more affluent peers;
High rates of violence in under-resourced neighborhoods have a negative impact on students’ physical and mental wellbeing;
Basic healthcare is difficult to access; and
Students are isolated from cultural resources.
These interconnected factors undergird low educational attainment, yet only 16 schools in the entire 650-campus school district have full-time trained social workers to support the academic and social-emotional wellbeing of students, according to a 2012 analysis by Catalyst Chicago.
The challenges Chicago public school students face have a significant, negative impact on girls, and jeopardize their ability to stay in school. Girls who fail to graduate high school face higher levels of unemployment than their male peers, earn significantly lower wages, and are more likely to rely on public support in order to provide for their families. One in three young women in the United States has been a victim of emotional, physical or verbal abuse, and girls between the ages of 16 and 24 experience the highest rate of intimate partner violence, a number that is almost triple the national average. Binge drinking, HPV, suicide, and teen pregnancy are significant challenges for girls, according to the Center for Disease Control and Prevention.
Providing additional support to girls in Chicago public schools is imperative in order to ensure that they are able to overcome the significant challenges they face both in school and at home. Our organization’s rigorously evaluated work focuses on empowering students to overcome these barriers to that they are able to stay in school and graduate, breaking the cycle of poverty and becoming productive and healthy citizens.
The Secret to Writing Goals and Objectives that Captivate Donors and Win Grants
If you are struggling to get grant funding, there’s a good chance the goals and objectives you include in your grant proposal are the reason.
If you are struggling to get grant funding, there’s a good chance the goals and objectives you include in your grant proposal are the reason.
Your goals broadly outline the overall successes you will achieve, while your objectives outline the specific steps you will take to reach each goal. Without a strong goals and objectives section of your grant proposal, you are not telling funders why you are capable of carrying out your work - and as a result, you are unlikely to be funded.
This section of your grant proposal is where the real magic happens. You get the opportunity to paint a picture of what will happen as a result of your work. Here, you demonstrate the future impact that will occur when your organization is funded. You’re envisioning a picture of change and confidently and optimistically sharing it with funders. That’s something worth investing in.
Your goals and objectives should evolve each year, and may change depending on what grant you are writing. Yet, each grant proposal should have goals and objectives that are smart, mission-focused, and clear.
Set SMART Goals and Objectives
Talking about SMART goals brings me back to discussions of writing five-paragraph essays in my high school English class, but there is a reason this way of setting goals has persisted: it works.
Your grant goals and objectives need to be:
Specific
Measurable
Attainable
Relevant/Realistic
Timely
Each and every goal and objective you list needs to pass as SMART test. Overly vague goals will show that your program lacks legs, and will be less attractive to funders.
Stay Mission-Focused
All your goals and objectives - regardless of what program you are seeking support for - need to be clearly related to your mission and tie to your statement of need. Make sure that the goals you lay out focus on engaging all relevant groups you discuss and hit on the major area of need you’ve identified.
And, don’t forget that you’ll need to report on your progress towards these goals when you submit a grant report. Whether your identified goals are qualitative or quantitative, make sure you can measure them throughout the year!
How many goals do you need? Overall, it’s better to have two to three quality, mission-focused, and SMART goals and objectives than a vague list that doesn’t really say anything.
Paint a Clear Picture of Future Impact
Your goals and objectives should bring your work to life and demonstrate to funder just how you will work towards your mission and vision. Here are a few sample (fictitious) goals and objectives that use both qualitative and quantitative data to demonstrate an organization’s work and impact.
Example #1
Too Vague:
Goal: We will provide services to at-risk students that help them stay in school.
Objectives:
At-risk students participate in enrichment programs to help them stay in school.
We will identify new program partners to bring services to our schools.
SMART & Specific
Goal: We will partner with 75 partner organizations throughout the city to bring socio-emotional, physical health, and arts programs to 100 under-resourced schools that would otherwise be unable to provide their students with these enrichment activities.
Objectives:
500 students will benefit from a range of programs and services
100 program and services will be connected to under-resourced schools
80% of teachers will strongly agree that their students had support that they otherwise would not have received
25 new program partners will be identified
Example #2
Too Vague:
Goal: We will serve children and adults with a variety of special mental, physical and emotional disabilities through therapeutic horseback riding.
Objectives:
Connect physically disabled children to therapeutic riding programs
Collect feedback from doctors, therapists, teachers and parents
Develop the physical and emotional capacity of riders
SMART & Specific:
Goal: Build the physical and emotional capacity of children and adults with a variety of special mental, physical, and emotional disabilities through equine-assisted physical activity (Therapeutic Riding).
Objectives:
100 children and adults will participate in Therapeutic Riding to build their cognitive, physical, emotional, and socioemotional capacity.
80% of riders will demonstrate increased socioemotional competencies based on pre-and post-surveys administered to both riders and caretakers.
90% of riders will demonstrate an increased positive self-image based on pre-and post-surveys administered to both riders and caretakers.
90% of riders will demonstrate increased physical capacity and strength based on physical assessments by doctors and physical therapists.
Example #3
Too Vague:
Goals: We will help low-income single mothers better gain independence by helping them gain steady employment.
Objectives :
Host workshops to build skills and capacity
Mentoring classes offered to women in the program
Participants will launch small businesses or participate in entrepreneurial activities
SMART & Specific:
Goal: We will launch an entrepreneurship program to provide single mothers with the skills, resources, and wrap-around support they need to obtain nontraditional employment that provides them with the flexibility they need to care for their families.
Objectives:
12 skill-building workshops offered in diverse and accessible neighborhoods throughout the city.
100 women participate in workshops and peer mentoring classes.
85% of women will identify an entrepreneurial opportunity that will help them support their family.
70% of women will launch an entrepreneurial initiative by the end of the program period.
Writing Strong Grant Proposals
Your goals and objectives section is only part of your grant proposal, but it's’ a critical portion of your writing and work. This is not the section to rush - make sure you take the time to work with your programs team to identify goals and objectives that are real, relevant, and realistic. Then, happy writing!
Why Good Grant Writers Won’t Work for Commission
You’re looking for ways to raise money for your new nonprofit, and want to hire a pro to help you win grants. Your budget is tight now, but if you’re awarded the grant, you’ll have tens of thousands of dollars. So, why not pay your grant writer a percentage of the grant you receive, since it’s the grant writer’s job to get you that money anyways, right?
You’re looking for ways to raise money for your new nonprofit, and want to hire a pro to help you win grants. Your budget is tight now, but if you’re awarded the grant, you’ll have tens of thousands of dollars. So, why not pay your grant writer a percentage of the grant you receive, since it’s the grant writer’s job to get you that money anyways, right?
This is a question that I see asked frequently. In fact, paying a grant writer a percentage of the grant funding they secure for your organization only if the grant is won is a practice that is generally unethical, and, in some cases, illegal.
Developing a grant proposal takes time, talent, and resources. If you want to work with a grant writer to shape your proposals, consider it an investment in the growth of your organization. Here’s why:
Most funders won’t pay for grant writing fees
The cost of fundraising is a basic part of running an organization. Most grant funders want their dollars to go directly toward your programs, not organizational overhead. In fact, many funders explicitly do not pay fundraising expenses and you will not be able to incorporate the cost of a grant writer into your proposal budget. If you end up winning a grant and using the funds to pay your writer, you could be in violation of your grant agreement and risk having to pay back the funding.
It goes against accounting rules
Generally Accepted Accounting Principles (GAAP) - the accounting principles, standards, and procedures that your organization must follow when compiling your financial statements - clearly state that fundraising services should be paid “at the time the services are provided.” It’s typical for funders to take several months to make a decision and disburse funds after they receive your grant, meaning there will be a significant gap between when your grant writer prepares your grant and when you receive the money. Not paying your grant writer when they’ve completed their work could ding your audit (which in turn may be a red flag for future grant proposals).
Fundraisers frown on it
The Association of Fundraising Professionals is clear about this, stating that members may “not accept compensation or enter into a contract that is based on a percentage of contributions; nor shall members accept finders’ fees or contingent fees.” The Grant Professionals Association also says “members shall not accept or pay a finder's fee commission, or percentage compensation based on grants and shall take care to discourage their organizations from making such payments.”
Given the strong stance of these two professional organizations, a grant writer who works on commission either isn’t aware of these ethical standards or is ignoring them, both of which should be red flags.
It could cost you more
If a grant writer spends 20 hours on a grant and charges $75 an hour - a fee that reflects the time and talent it takes to produce a strong grant proposal - they’d bill you $1,500. If you win a $50,000 grant and award them 5%, their fee would be $2,500. Since you can’t use the grant money to pay for that fee, where is the money going to come from? You’re better off paying the $1,500 upfront.
Grant writers aren’t responsible for your success
Receiving grant funding is about far more than writing a grant. Many variables will impact whether your proposal is funded. Foundations look at the strength and sustainability of your
proposed project, if your proposal aligns with their funding priorities, your reputation, track record, and financial history as an organization, your leadership, your relationship with them, and more.
These elements are not within the control of a grant writer, and your writer shouldn’t be penalized if your organization isn’t a good fit for a proposal.
Read More: 7 Reasons You Aren’t Getting Grant Funding
You should pay professionals what they are worth
Grant writing is a skill, and preparing a grant takes significant time and effort. Grant writers perform an important service, and as a nonprofit, you should pay them for their skills.
If, as a startup or small nonprofit, you’re wondering how you can afford a grant writer, you may not be ready to apply for grants. Before you dive into your next grant application, make sure your annual fundraising plan has a clear roadmap and look at other ways to raise the initial funds to get your organization off the ground.
Four Step Donor Stewardship Process
Most nonprofits are laser-focused on getting donors. But what about keeping them?
Most nonprofits are laser-focused on getting donors. But what about keeping them?
While it can be tempting to assume that once a donor gives, she’ll continue to make a donation year after year, data says otherwise. According to the AFP 2018 Fundraising Effectiveness Survey, the 2017 donor retention rate was only 45.5%. That means that, overall, one out of every two donors won’t make a second gift.
The best thing you can do to keep your donors is to have a stewardship plan in place, and that starts with a great thank you letter. If you’re ready to start stewarding your donors with enthusiasm and sophistication, here are four ways you can create a simple yet powerful donor stewardship plan.
One: Have a Great Automated Email Receipt
When a donor makes a gift to your organization, they’ll get an automated receipt. Unless you customize it, however, that receipt will be dull and lifeless —and say nothing about your organization, your work, or the impact of the donor’ investment.
A receipt that says “Thank you for your support. Keep this for your records.” is not a thank you email and does nothing to give your donor the warm and fuzzy vibes you want them to have.
Instead, treat that automated receipt as your first thank you letter. Even a few tweaks to your current template can breathe some life into the receipt. What if you…
Had an interesting and fun subject line that puts a smile on your donors’ faces…
Personalized the salutation to remind your donor that you know who they are and care about them…and...
Included a story, a video, or call to action that let your donor learn more about your organization?
Just that human touch will elevate your receipt into a meaningful touchpoint rather than an email that will just get deleted. And, updating your automated email receipts is a quick, easy, and free way to deepen that donor relationship!
Automate This
Automating your email receipts is easy. Your CRM or gift processing software likely has canned email responses that you can update and personalize. Plan on refreshing your receipts at least annually, if not a few times per year.
Two: Send a Sincere, Timely Thank You Letter
When it comes to saying thank you, an email doesn’t count. Not only does email come across as impersonal, data shows that mail is remembered more than email. You’re more likely to make a positive impact on your donors if you send them a physical thank you letter. It’s science, y’all.
Sending a physical thank you letter is a priceless opportunity to forge a strong connection with your donors. A prompt thank you (and by prompt, I mean sent less than a week after you received their gift) illustrates that your organization is well-run and that you value their investment. And, so few organizations take the time to say thank you—your letter will make your work shine even brighter than it already does!
Your thank you letter also gives you the opportunity to tell your donors more about your work and invite them to become further involved. Use your thank-you letter to highlight a compelling story, share how you’ll use your donors’ investment, and invite them to a site visit or other upcoming event.
Automate This
Depending on how many donations you get each week, automating your thank you letters may be more of a hassle than it’s worth. A good place to start is by making sure you are taking advantage of any acknowledgement letter features in your donor database or CRM so that you can generate personalized letters with pre-loaded copy! Three: Pop a Postcard in the Mail
A physical thank-you letter is great and is already way more than most nonprofits take the time to share with their donors! But, even those thank you letters can seem “official”. A handwritten postcard or notecard with a quick “thanks!” can go a long way towards furthering the donor relationship.
Postcards and notecards also let you be a little more informal — and a little more playful — than an official letter. You can use photos, quotes, and stories about your work to really bring to life the impact that your donor is having on your organization.
Share the work by pre-addressing notecards and postcards with donor information, and then asking your board to write handwritten notes. This is an easy and tangible way for your board to be involved in fundraising, and will leave a profound impact on your donor!
Automate This
Ideally, you can get your board members to handwrite postcards or notecards. But, this system can be streamlined and automated in several ways. Consider:
Setting up a monthly report in your CRM/Donor Database to generate a list of gifts received that month (plus donor information) so you print address labels and easily share relevant details with your board.
Using tools like Zapier and a company like Handwrytten or IgnitePOST to automatically send postcards (written by ROBOTS!)
Four: Have your Board Members Call and Say Thank You
One of the easiest — and yet most effective — ways to say “thank you” is with a phone call! Through a “thank-a-thon” we can acknowledge our donors, and thank the people who invest in our organization in a way that will resonate with them. Phone calls are a low-cost, high-impact way to connect with donors, and are the perfect way to get your board involved with donor stewardship. All you need is a report of your donors to call, and some willing board members!
Automate This
Obviously, there’s some real people-power involved in these phone calls. However, just like with notecards, you can set up a monthly or quarterly report that generates donor details including their name, date and size of their last gift, any other history, and their phone number. Having that report pre-prepared and set to run monthly is one less action item standing in the way of you and some very happy donors!
Donor Stewardship: It’s not just about the form letter!
Donor stewardship is a critical aspect to any fundraising operation. If we had a nickel for how many ED’s have told us they don’t like making thank you calls, we’d be on an island getaway right now!
Donor stewardship is a critical aspect to any fundraising operation. If we had a nickel for how many ED’s have told us they don’t like making thank you calls, we’d be on an island getaway right now! A thank you call- sweet and simple. A handwritten thank you card- folk’s love seeing pen on paper. A special gift with your logo- marketing with a thank you!
Stewardship does not have to be complicated. But it has to be. It must be done for you to succeed.
Why donor stewardship?
Let’s say your best friend in the world has a birthday tomorrow and you sent no card/email/text/present. How will they feel? They’d be thinking things like- I can’t believe they forgot my birthday- I am so hurt to have not heard from them today- how could they not reach out? That is how donors feel.
Let’s take our hypothetical donor, Kris. Kris gives a sizable first time gift to your organization. Three weeks later they open the mail and find a letter that reads like a template that had their name and address slapped onto it. Even worse, there’s a typo. Does Kris feel taken care of? Does she think- now that’s an org that knows how to treat people? No! She feels like your best friend who you ghosted.
Donor stewardship is about how we treat people. For example:
Someone who wants to support your organization emails you asking ‘I’m on your website and the link is broken for giving”. You respond within 24 business hours providing the link, asking, “I’d love to know how you heard about us.” The potential donor sees you care about building relationships.
A donor starts making monthly gifts. You call them after their first gift with a standard thank you. “Can I speak with Joe please? Hi Joe, this is Carolyn from Kid Time and I just wanted to say thank you for your recent gift. I really appreciate your generosity.” Joe thinks to himself, ‘is this really happening? No one has ever called me before. Is she about to ask for more money?’ You get to make things clear with Joe- “I’d love to stay in touch with you Joe. Have a great week!” Now Joe knows that Kid Time takes care of their donors.
Before a board meeting, your Chair emails and says ‘I’m in a big rush and will be late. Start without me”. Stewardship is starting the meeting, saying that “Maria will join us shortly. Let’s jump in.” What does the opposite look like? “Maria is late and we’re going to start without her.” This tells your Board what you think about their time i.e. they work for you and you don’t value them. This tells others that you think the Chair is underperforming. That also makes them feel negative about you and your organization. Good stewardship is taking care of people, just like Maria.
In all of these examples, time and intention ensure potential donors, existing donors, and board members are treated well and feel valued for their contributions. Donor stewardship helps bring in gifts, oftentimes leads to donors making larger renewing gifts, and can result in a donor introducing you to a new prospect. When done well, stewardship tells the donor- “Your contribution is not taken for granted. I will be in touch to share outcomes with you by year’s end. Thank you sincerely.” Silence, no phone call, a typo, and a month before a letter… Those will bring results that will have you wishing you had taken just five minutes per donor. Steward away!
Free Donor Stewardship Resource- Impact Report Template
One way you can share those outcomes and maintain your relationship with donors is by creating (and sharing!) an annual impact report. This provides a consistent point of connection and gives you a chance to say, “We really appreciate your support and here is how YOU helped us work towards our mission.”
Writing Your Grant Boilerplate
So, you’re a grant writer and are submitting several applications a month. You find yourself needing to streamline your process to meet deadlines and win more money! My friend, it's time you consider adding a boilerplate to your toolbox - assuming you don’t already have one.
So, you’re a grant writer and are submitting several applications a month. You find yourself needing to streamline your process to meet deadlines and win more money! My friend, it's time you consider adding a boilerplate to your toolbox - assuming you don’t already have one.
What is a Boilerplate?
According to Merriam-Webster, the definition is simple, “standardized text; formulaic or hackneyed language”. Boilerplates were quite common in early newspaper history when text was actually laid down on plates to quickly stamp onto paper. Often the language was considered ‘unoriginal’ since it’s purpose was to fill space. Today, boilerplates don’t live on plates but still hold the ‘filler’ definition close. In publishing spaces and in grant writing the filler words are more like the standard language that you will use time and time again. Language such as, “organization history” or whatever you’d write when answering, “please describe your programs and the population you serve”. That being said, we would not personally describe the language as ‘hackneyed’ rather, completely necessary if you’re putting together grant applications at the rate that we do.
Boilerplate Format
The following is a simple outline to consider when constructing your boilerplate. Depending on your org’s programs and concentration the structure could change but overall, the following is a pretty standard general operations boilerplate:
Organizational Mission Statement/Introduction: 4-5 sentences that introduce your organization and mission statement, this is also a great place to introduce your vision statement if you have one.
Overview of the Organization: A short, one-page (500 word) overview of the goals, history, need, and significant accomplishments of your organization.
Statement of Need: A brief description of the need your work attempts to meet, including evidence of the need, statistics, and research and description of who you will serve with demographic information.
Capabilities Statement: Very brief 200-400 words on the strengths of your organization, major accomplishments, and capability of your leadership and staff.
Programs: Your current programs, projects and activities with service statistics including how many people you serve and the impact you have. If you’re the type of organization who has a season, it’s helpful to detail your season in this section: include concert/event names, programming descriptions, artist/collaborator names, locations, and dates. We promise this will save you so much time throughout the year.
Goals and Objectives: In this section include, the results you expect to achieve and how you will know if they are achieved; SMART goals that include qualitative and quantitative outputs and outcomes. This section could be anywhere from 200-500 words long.
Evaluation and Assessment: Lastly, explain how and what unit you’ll use to measure the success of your program.
Conclusion: Close out with your ask amount, restate your need and remind the funder why they should give to you.
Read More: 4 Questions to Answer for Grant Writing Success
Alternative Program Outline
If you find that you apply for program support more than general operations it would also be helpful for you to create a boilerplate for all of your programs. Your outline would include the same structure as above:
Organizational Mission Statement/Introduction
Overview of the Organization
Statement of Need
Capabilities Statement
But the following sections:
Program
Goals and Objectives
Evaluation and Assessment
Pertain to just 1 program. The breakdown of your programs is, of course, up to you. Keep in mind what type of support you generally apply for and shape your boilerplate accordingly.
Read More: Show Grantmakers Why Your Work is Worth Funding
Boilerplate Review
Whether you’re a freelance or in-house grant writer it is important to have as many individuals within your organization (or organization you’re working with) to review the language. Program officers and directors are critical for the review since they can confirm the accuracy of the program descriptions and relevant data included within the boilerplate. The marketing team is also important for crafting the boilerplate as they can make sure that the organizational voice isn’t compromised. Lastly, you always want your org’s ED to write off on the boilerplate.
Read More: The Secret to Writing Goals and Objectives that Captivate Donors and Win Grants
Boilerplate Upkeep
Once your boilerplate is constructed you want to make sure that each new year it’s up to date. It’s quite a standard practice that when your organization decides on when your programs will take place in the new year, you also update your boilerplate. Not much should change aside from critical dates, program names, collaborator names, participant data, and occasionally your goals. We recommend making these changes well before your busiest grant months.
Conclusion
The point of the grant boilerplate isn’t to use the same language for each application. It’s a starting point where all critical information is consolidated and kept up to date for quick easy access. Think of a top-tier sushi chef, usually when they’re to prepare rolls, the ingredients are closely lined up at arms length so the chef doesn’t have to spend much time walking around looking for ingredients. Instead they focus on clean cuts, lines, and simple ingredients to create the freshest taste possible. And, they’re fast. For a grant writer, the boilerplate serves a similar purpose - a start off point to build off of, fast.
— Ashley Lugo, Grant Writer
Ashley Lugo (she/her) is perpetually confused and trying to keep up with society... what is TikTok and why? She has a diverse working history but at the core, she is moved by helping people and creating community. She holds a Bachelor of Music in Vocal Performance and performs every day in the shower and while cooking. She sits on the board of the Thompson Street Opera Company and the marketing committee of the Chicago Chapter of UN Women.
Donors are People Too: Bringing Your Work to Life When You Write Grants
Sometimes, communicating with donors is scary. There’s a perceived power dynamic between the money-holder and the money-asker that drives the stories we tell. What would the donor want to hear? How do I tell our story in 750 characters? Does this story make us seem less than perfect?
Sometimes, communicating with donors is scary. There’s a perceived power dynamic between the money-holder and the money-asker that drives the stories we tell. What would the donor want to hear? How do I tell our story in 750 characters? Does this story make us seem less than perfect?
Here’s the thing -- donors are people too. Sure, foundations aren’t, but program officers, heads of foundations, and trustees are. They’re interested in supporting YOUR work and not another organization with a wildly different focus area because they’re interested in your cause and what you’re doing to drive it forward.
Here are some tips to show the amazing work you’re doing and continue to get funding for it.
Show, don’t tell
Yes, this is advice our third grade writing teachers gave us all, but it’s still incredibly relevant. Many of our donors don’t get to experience the magic of our organizations first hand. You have to show them the work that’s going on. When you read through what you’ve written, can you picture the work happening? If not, you need to show it.
What does this look like? Instead of saying, “Your support is crucial to our organization,” try showing what the support will enable: “Your $X investment will allow us to buy a state-of-the-art jungle gym for our students. This new playground will have specialty swings to allow our students with disabilities to also participate and a water feature to keep our kids cool during sweltering Texas heatwaves.” Instead of saying, “Thank you for your support,” try, “Our students are happy and tired after recess, thanks to your investment in our jungle gym. Laughter echoes through the entire school during recess time, and this equipment has enabled our students to form strong friendships with one another, as they make up new games and challenges on the playground.” Bring in data points when possible to show how their investment has contributed to your impact.
Read More: The Top Five Grant Writing Techniques of Successful Fundraisers
Bring in the voices of your communities
Your communities are wonderful -- that’s why you partner with them. Have them tell their own stories and explain how you’ve impacted their lives. For example, if you’re a childcare provider, there’s no better advocate for your organization than the children who spend most of their waking hours with you and their parents, who trust you to teach and care for the most important little humans in their lives. Include direct quotes and pictures (of course, get permission from those featured first) that show how much your services -- which are enabled by your donors’ contributions -- mean to your communities.
Read More: 4 Questions to Answer for Grant Writing Success
Highlight the good, but don’t shy away from the bad
Sometimes, we don’t meet every single grant goal, and that’s ok. Always focus on the amazing things your organization has achieved. Start with the positive. Highlight the growth since the year before (or, if there hasn’t been growth, since when you were first founded). Then tackle the challenges. Your donors are meant to be partners in this work. They don’t want you to sugarcoat your challenges, and they can tell when you’re doing so. Instead, focus on what you learned as a result of these challenges, and what you’re going to do differently moving forward. If you have a solid plan for the year ahead, or even a learning agenda to eventually formulate a plan in the next couple of years, this can be an effective way to ask for a renewal. You’re not quitting because you didn’t meet your grant goals, and your donors don’t need to either. Of course, transparency throughout the grant term will help with this -- no one wants to be surprised in the final report! Bring your donors into your work throughout the grant. See if they have any suggestions or connections from working with other nonprofits and philanthropists.
Read More: How Telling Stories Will Help You Find New Nonprofit Donors
Hopefully these tips will help you as you write your proposals and reports. If you’d like to see these in action, at Giant Squid Group, we’re always happy to read over your materials and give you feedback in real time!
— Irmak Karayal, Grant Writer
Irmak started off her career as a teacher through Teach For America, where she taught 7th and 8th graders with disabilities in Hawai'i. Since then, she has focused her career on fundraising, storytelling, education, and social justice. She's interested in a variety of causes and regularly volunteers at her local animal shelter in Austin, Texas. In her spare time, Irmak is usually reading, hiking, lounging outdoors, or playing with her pup