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Questions, Comments, Tips, and Examples of Time-Saving
Techniques
Part Seven
Over the past several weeks we've discussed a myriad of
ways to generate more time in your schedule, implement time-saving
processes, and make wise decisions resulting in time-saving
protocols.
I wanted to end this series by drawing on some of the many
questions, comments, and ideas we received from our readers.
If you have something you would like to share with our readers,
we'll be running one final article next week, so feel free
to send your thoughts to cadams@grantstation.com by
this Friday, May 30, 2008.
Jodi Lee, a Resource Specialist with ChildNet in
Florida sent in this comment:
Thank you for this series. This is one of the most
valuable compositions I've ever read. I have learned
something new in each weekly column, and I look forward
to more.
You are most welcome, Jodi. I think you may also find this
next comment from Julie Rodda, of Rodda
Consulting Service in Billings, Montana, valuable as
well:
One thing that is a huge time consumer in getting
proposals out the door is getting letters of support/collaboration
in a timely manner! I have found it extremely helpful
to draft a "sample letter" for those I am asking
to participate. The people we contact are typically high-end
management wearing numerous hats, so it is good to do
this to encourage their participation and make sure that
they have the correct info at their fingertips. They
will not be reading the full RFP, so providing them a
short synopsis is a useful tool to get their assistance.
The sample has referenced the correct proposal name,
number, etc., and the name and title of the person who
will be reading it.
The sample letter in Word or similar programs can
be copied and pasted to the participant's own letterhead.
To avoid ever-embarrassing "word for word " letters,
I write a group of typical word choices or suggested
phrases.
Hope this helps!
It is very helpful, Julie. Developing a template
that your organization can draw on whenever you need letters
of support is a great time-saver. Julie was kind enough to
provide us with two different templates: the first example
is a straightforward template for a letter
of endorsement; the second example offers a template
for letters of support from collaborating
organizations. To download or print these samples as
Word files, please click
here.
In the draft letter, remember to note the key points you
want the endorsing or collaborating person or organization
to address while writing their letter of support. The easier
your organization makes it for the writers, the more likely
it is that they'll respond by writing letters that address
the specific points you need addressed, and that their letters
will arrive in a timely manner.
Once you've developed a set of support letter templates
for your organization, you can send them to those individuals
or organizations with which your organization has collaborated
or that are otherwise invested in or affected by the work
you do. Be sure to explain that although the letters are
addressed to the grantmaker, they should be returned to your
organization for inclusion in the application package.
I would suggest that your organization begin soliciting
these support letters as soon as you have a short summary
(one or two paragraphs) of your proposal developed. In other
words, make sure you put soliciting support letters high
on your To Do List because, as Julie noted, it can take a
long time for them to be returned.
Laura Jansen, a freelance grant writing consultant in Chicago,
offered this time-saving tip:
At the end of each fiscal year (or thereabouts), I
take a few days and rewrite all of my proposal templates;
I write one for general operating requests, and one each
for various programs for which we seek support. I update
them with new demographic info rmation, any current relevant
research, evaluation results, accomplishments, etc. I
also write letter of inquiry templates and cover letter
templates. I keep all of my templates in separate folders
on my computer. Each year is labeled "Fiscal Year XXXX
Templates." I also keep a separate folder for standard
attachments so that I don't have to go searching for
them.
While this [process] takes some time at the front
end, having all of the templates up-to-date and ready
when I need them saves me a large amount of time throughout
the year. It also allows for easy cut-and-pasting on
standard questions that funders ask. Rather than starting
from scratch on every proposal, I already have the majority
of what I need at the ready.
Next week we'll review a few more comments and suggestions
from our readers. Remember, if you have any time-saving tips,
please send them to me at cadams@grantstation.com by
May 30th. |
