Securing grant funding can give many organisations their next breakthrough, but navigating the application process isn’t always straightforward. With our experience of winning grants let us take you through how to avoid the biggest grant mistakes. Common mistakes can derail the most promising proposals. By understanding and addressing these errors, you’ll improve your chances of submitting an outstanding application that meets your funding needs.
Failure to Check the Eligibility for the Contest
Overlooking key areas of eligibility is one of the most common mistakes that arises when applying for grant funding. Failing to notice basic facts can undermine a business’s chances of securing funding from the start. For instance, a nonprofit organisation who operates in a city might assume they are eligible for a grant because it is aimed at “community development,” but fail to notice the grant is restricted to rural areas. The organisation may even have to reside in a particular postcode to qualify. Eligibility requirements are typically lengthy and dull and can be easily misunderstood. Companies may also become complacent and assume they’re eligible based on past success. Grant guidelines may change over time, so it’s important you stay up to date.
How to Avoid It
- Thoroughly Review the Guidelines: Carefully read the grant’s eligibility requirements. Funders usually provide detailed guidelines outlining who can apply, what the funds can be used for, and any restrictions.
- Consult with the Funder: If there is any uncertainty about eligibility, reach out to the grantor for clarification. Funders often have the information you need.
- Internal Eligibility Check: Before starting the application process, conduct an internal review to ensure that your organisation or project meets all the criteria. This could involve creating a checklist based on the grant guidelines.
- Stay Updated: Always refer to the most current guidelines provided by the funder. Funders may even change deadlines if they receive to many applications.
Lacking Experience in the Team
Make sure you’ve got the right team in place from the beginning to successfully complete the project. Relying on subcontractors to compensate for the team’s lack of experience can be seen as a red flag by funders who may view this as a lack of leadership, which could undermine the project’s execution. Many clients fall at the first hurdle when they don’t understand how they will manage their project.
How to Avoid It
- Highlight Relevant Experience: Clearly outline your team’s relevant experience in the grant application. Provide examples of similar projects successfully completed by your team members to demonstrate your capability to manage the proposed project. This offers peace of mind to the funders that the project will be effectively delivered.
- Build a Strong, Experienced Team: Before applying for a grant, ensure that your team has the right skills and experience for the project. You may want to hire individuals with specific expertise or investing in training and development for existing employees. For instance, companies are now forming partnerships with academic institutions or across industries, to create a “superteam” of sorts. Funders are increasingly expecting these types of collaborations.
Using Terms Your Funder Won’t Understand
Using jargon in grant applications can create confusion and alienate funders as grant reviewers will come from a variety of industries. They may not be clued up on specialised terms or industry-specific language. If they don’t fully understand your proposal due to jargon, they may not fully understand the significance of your project, leading to a rejection of your application.
How to Avoid It
- Know Your Audience: Understand that grant reviewers may not have the same level of technical expertise as you. Aim to communicate your ideas clearly and simply.
- Test for Clarity: Have someone outside your field review your application to ensure it’s understandable. If they struggle to grasp your key points, consider revising for clarity.
- Focus on Impact: Don’t get bogged down in technical details. Highlight the broader impact of your work and illustrate this in a way that’s easily understood.
Not Backing Up Your Budget
It is vital that you clearly illustrate how the funds will be used. Funders need to understand how requested funds will be used to ensure that they align with the project’s goals and objectives. If it’s unclear how funds will be spent, this could raise concerns about financial management of the project thus increasing your chances of rejection.
If funders can’t see how you’ll manage your project because the costs seem too low, it’s just as concerning if the costs are too high. Another red flag for assessors is when applicants don’t pay themselves a basic salary and try to work for free. Whilst this may seem admirable, funders will question how the project will succeed if you’re spending time and energy on another job.
How to Avoid It
- Provide Detailed Explanations: Break down each budget item with detailed explanations. Describe why each line item is necessary and how the cost was determined. Also explain how it contributes to the overall project.
- Use Accurate Cost Estimates: Base budget estimates on real quotes, historical data, or detailed calculations. Ensure that all costs reflect current market rates.
- Align Budget with Project Goals: Be sure that every budget item directly supports the project’s objectives. Align costs with specific activities, outputs, and milestones to show how they contribute to the overall project success.
- Include Personnel Costs: Provide details on your staff’s salaries. Include information on their roles, responsibilities and the percentage of time they will spend on the project. A cost benefit analysis is really helpful to highlight these costs.
Spelling Mistakes in Your Application
Failing to proofread your application can significantly impact how your proposal is perceived by reviewers and decision-makers. Errors in the document can lead to miscommunication and shows a lack of detail. Inconsistencies between different sections of the proposal can confuse grant reviewers and show a lack of cohesion in the project plan. If mistakes appear in the application, a funder will likely anticipate similar issues in the actual project. Your funder will be likely to trust you less.
How to Avoid It
- Allocate Time for Proofreading: Set aside dedicated time to review the proposal thoroughly. Proofreading should be done after drafting and before submission to correct errors.
- Use Multiple Reviewers: Involve different team members or external reviewers to proofread the application. Fresh eyes can catch mistakes that the original writer might overlook.
- Use Proofreading Tools: Use grammar and spell-check tools to identify and correct basic errors. However, be cautious as these tools might not catch all issues, particularly those related to context or meaning.
- Single Source of Truth (SSOT) – Using a SSOT for instance Google docs ensures all versions are updated in sync. This reduces the risk of submitting outdated or incorrect information to funders.
Ensure Grant Funding Success
Getting grant funding isn’t just about filling out forms, it’s about presenting your project in a convincing and compelling way. With these tips, you’ll be better prepared to submit a clear, compelling application that stands out.
Ensuring that your application is aligned with the grant requirements, clearly articulated, and meticulously reviewed will strengthen your credibility. Some grants have a fund rate as little as 6% so with the right approach and expert guidance, you’ll be able to secure the funding your project needs.
