When federal grants are scarce, universities seeking federal funding for scientific research should consider contracts as well. In “Don’t Overlook Contracts” (Chronicle of Higher Education, September 26, 2008), Karen Markin, of the University of Rhode Island, gives several examples of research done under contract with federal agencies. While the terms of a contract are more detailed than those for a grant, contracting can produce significant and useful results. Moreover, unlike the vast majority of federal contracts (which procure goods and services), the terms of research and development contracts are usually agreed upon through negotiation. Markin’s tips for using the advanced search function at the U.S. government’s one-stop contracting web site will help you identify research and development opportunities without having to sift through thousands of solicitations for tanks, hospital gowns, grounds maintenance, etc.

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How important is it to thank your small donors promptly, if at all? In “When to Say ‘Thanks’” (The Nonprofit Times, October 15, 2008), Michele Donohue describes some unexpectedly large donations made to nonprofit organizations by people who for years had made only modest gifts but who appreciated being thanked. Some organizations ask their donors whether they even want to be thanked and then follow their wishes. Others are careful to keep their thank-you letters fresh and up to date. The point is to build and maintain a strong bond with donors, no matter how small their gifts are and no matter how they choose to make them—through the mail, online, or in person.

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Studying a foundation’s giving history can tell you a lot about its potential as a grantmaker for your organization. In “What a Foundation’s Giving Pattern Reveals” (Local/State Funding Report, November 3, 2008), Jane Hexter suggests what to look for. The absolute number of grants will tell you whether the foundation tends to fund many different organizations each year or gives to only a handful of organizations. The smaller the number, the lower your chances of success. Similarly, a foundation that tends to support the same organizations year after year may be a relatively poor prospect. Finally, if multi-year grants are a significant proportion of the foundation’s giving, these prior commitments may deter the foundation from taking on new grantees, especially when assets are shrinking.

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Nonprofit board members must address the threat posed by the crisis in the global economy to the organizations they govern. To help them do so, Barry Gaberman provides a 10-point action plan in “Facing the Financial Crisis: 10 Smart Things Your Board Can Do Now” (Board Member, November/December 2008). Among his suggestions:

• Don’t act impetuously or without a plan, but do act.
• Review your organization’s mission before you even start to think about making budget cuts.
• Make decisions based on a realistic analysis of your organization’s current financial status and its revenue projections.
• Create contingency plans and budgets for worst-case scenarios.
• Support and work closely with staff in an atmosphere of transparency.
• Step up your fundraising efforts, communicating openly and honestly with donors.
• Reduce unnecessary board-related expenses. Use the money you save to keep your organization’s infrastructure strong for the long run.
• Become more visible and public in your support of your organization.

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Most experienced proposal developers have faced one or more of these scenarios. But if you’d just as soon do without the drama, start the New Year with this simple list of resolutions.

“Who’s got the username and password?”
Many online proposal submission systems require usernames, passwords, and/or personal identification numbers. Where are all those special things kept? If they are only in someone’s head or scratched on a series of sticky notes, trouble could be right around the corner. People get ill or quit their jobs unexpectedly…or worse. And there goes that critical information!

Resolution #1
Keep one up-to-date list of all passwords, usernames, and special numbers in a file for access by others if needed.

Resolution #2
Organize your office, your computer, and all your information so that a new person could come in and (almost) pick up where you left off.

“My computer crashed” (or…the system went down!) Who hasn’t lost a document? Of course, it’s usually an important one that you’ve labored over for hours…and it disappears. Yes, just before a deadline.

Resolution #3
Save, save, save! Save your document on your hard drive and on a flash drive, and also email it to yourself.

Resolution #4
If you don’t already have a web-based email address, such as Gmail or Yahoo, establish one. Use it as a repository for important documents. Then, if you must use a different computer, you will be able to download your document and pick up where you left off.

“I just started in this job, and I have found a grant that was awarded to us, but no one knows a thing about it!” Strange as it sounds, this happens. Someone (who?) solicited a grant and it was awarded. But no one knows what has happened to it since then. There is no paperwork, there is no memory.

Resolution #5
For a new person in the job, this can be a wonderful opportunity to develop a relationship with the funder. If you can’t find the records and if no one in the organization knows anything, visit the funder. Explain that you are new on the job, became aware of the grant, and as part of your orientation want to find out more both about the funder and about the grant. Use the conversation to learn about the funder’s perspective on the grant, and to identify any loose ends. Such a conversation can actually enhance the credibility of both your organization and your work.

Resolution #6
Involve others in planning as grant proposals are developed. Build your team!

Resolution #7
Keep thorough records.

“I hit the ‘submit’ button and now I can’t remember what I wrote!” Online applications often require the applicant to enter information in boxes, or on lines. When we try to cut corners we can run into the wall.

Resolution #8
Always prepare your response for an online grant application in a Word document. Fine tune it. Get feedback from others. Edit it. Count your words. Edit it. Spell-check it. Then check the spelling—for those words that spell-check missed! Edit it. Finally, when you have polished your document to perfection, copy and paste it into the funding source’s online form.

“Help! The funder requires a hard copy of the proposal and the copy machine jammed!” (Or….the printer is out of ink! Or….) Some organizations have very well-defined roles and responsibilities that spell out who—and who may not—replace ink cartridges, download software, or other essential tasks. But suppose it’s Sunday afternoon and you’re trying to get a proposal ready for a next-day deadline. The copy machine has jammed! And the person responsible for such things is nowhere to be found.

Resolution #9
Become entirely self-sufficient. That means knowing where the paper is kept, how to unjam the copier, how to replace ink and toner, and yes, how to load the stapler! Be prepared to do everything yourself, with no help.

“I can’t find Ms. Executive Director to sign the application! Oh, she’s in Europe on vacation?”

Resolution #10
Plan ahead!

Readers: We’re inviting you to share your most memorable “grants nightmares” and suggested resolutions. Email them to us by February 5, 2009, and we’ll highlight some of the best in an upcoming issue of Centered.

Patty Hasselbring is a consultant trainer for The Grantsmanship Center. She has worked with nonprofits for over 25 years on both sides of the funding desk: as executive director of grantseeking nonprofit organizations and as executive director of a funding agency.

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