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Organization and it’s needs How to speak about your organization and it’s needs Using LOGIC & PASSION.

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Presentation on theme: "Organization and it’s needs How to speak about your organization and it’s needs Using LOGIC & PASSION."— Presentation transcript:

1 organization and it’s needs How to speak about your organization and it’s needs Using LOGIC & PASSION

2 You become the Storyteller Every well written book or article answers five key questions: –Who? –What? –Where? –When? –How?

3 Who? Think about who You Are and who you intend to serve…this falls into two broad categories: –Most applications have a section for background information. (history) –Describe who you will serve. (clients or cause)

4 What? You should be able to describe clearly what it is that you are going to do. –For example…use specific details, quantify program, etc.

5 Where? Define your TARGET area: –Describe the AREA, –Describe where services will take place, –Take opportunity to provide evidence of facilities, equipment, etc. necessary to carry-out the project.

6 When? A project will usually last for a specific period of time… You should describe the hours of operation…

7 Why? Your project should have some rationale behind it. You should be able to explain factors like: –Why are you targeting THIS group? –Why you have decided upon THIS course of action? –Why you will provide services in a particular place? –Why have you decided on the specified times?

8 How? You should be able to describe HOW your project will be implemented. –Sometimes called ‘approach’, ‘plan’, or project description –Should be longest section of your proposal –Explains all the mechanics of how a project will be carried out –Should demonstrate that you have thoroughly considered all the details involved.

9 RESULT? RESULT? Your ‘Project/Program’ has identified a clear need, a qualified approach, and a defined recipient group and measurable objective for the funder review board to discuss at their next grant review meeting.

10 “So, Why didn’t I receive funding”? “Each year the Foundation funds approximately one in every 20 unsolicited proposals it receives. Due to the volume of requests received and finite resources available, many excellent proposals even those that match our priorities, fail to receive Foundation funding…Some of the possible reasons why a proposal does not rise to the top”: “The proposal spends too much time on concepts about a need that is not being met, but does not give specifics of what the project activity is, or what the youth will do and/or how many young people will be involved, or how their activities address the need”. “The project does not appear sustainable, and we do not give multi-year grants”. From the Charlotte Martin Foundation website:

11 Funding statistics: Ratios of Success »1:20 ~when no initial contact has been made »1:5 ~when contacting foundation and getting ‘green light to apply’ »1:2 ~When you have a positive LOI in hand, or have previously been funded by the foundation. Source: Foundation Center Advanced Grant Writing 2007

12 Section 2 – Now that you know what you know, let the work begin!

13 Nuts & Bolts – How to write to the funder’s directives (What do all those terms really mean?)

14 Alphabet soup of Federal Acronyms

15 Initial Terms to Understand: o ‘Background’ & ‘Mission Statement’; o ‘Need’ and/or ‘Statement of Need’; o ‘Description of the Project’; o Documenting ‘organizational worthiness’, ‘qualifications & competency’

16 When writing a Federal Proposal: Although it is NOT required, ALWAYS write it in the order it is outlined in the Criteria and Scoring Section— WHY? You will score higher when you write for the reviewer who will be scoring the document!

17 How to make sure YOUR presentation gets serious consideration First thing is to introduce yourself and make a positive impression: Your History & Accomplishments Section

18 Do not make this critical error: –Talking about your problem or how you will solve it in your first paragraph. First and foremost, your funder is interested in the background & history of your organization.

19 Your History Should be Interesting… Write relevantly and accurately Tell WHEN your organization was founded. Tell WHY it was founded Tell WHERE it was founded Tell WHAT services it provides Tell WHO it serves

20 Sample: The Inner-city LE Youth Program was begun in 1976 during our nation’s year-long Bicentennial Celebration. During that time, our founder, Dr. Michael Townsend, a mental health counselor, asked youth to meet weekly in downtown Baltimore to discuss social changes and challenges important to them. Although they presented great difference of opinion on social issues, the participating youth unanimously agreed how beneficial the adult-to-youth interactive environment and mentorship had been to them. This adult-level friendship helped them navigate numerous challenges of growing up in a rapidly changing environment. Thirty years later, much of the inner-city streets of Baltimore have been changed by urban renewal and housing renovation programs. Within this new landscape, mentoring programs for high school aged youth at-risk remain our core focus… 2

21 Discuss your Mission Statement and Major Accomplishments: If it is long and complicated, provide an abbreviated version. –Tell what it really is saying and what it means. –What if it has ‘religious phrasing’ and the funder states they will not fund ‘religious groups, programs, etc.’? Is there room for applying?

22 Example: The Mission of ‘The LE Youth Program’ is to: –Engage young people in meaningful mentor relationships, whereby they can Live, Learn, Experience and Explore their value as a member of society. 2

23 Accomplishments If your organization has significant years of operating history, you will want to note about 3-5 key highlights. Since it’s inception in 1976, a total of 1,700 at-risk youth have been served. During our last fiscal year we served 87 highly at-risk teens (at risk for school drop out, incarceration or re- incarceration, drug use, teen pregnancy, etc.) In 2004 & 2005, The Governor’s Task Force recognized LE as one of the ‘top 50 programs’ in our state for the successful role we have played in helping kids mature well. Seventy-Eight of our initial youth participants are now serving as adult role-model mentors. Several of these mentors have assumed roles of community leadership as business owners, nonprofit volunteers, and even city-council members. 2

24 Accomplishments Con’t. –LE has been very successful at collaborating with other community private and public entities. –We have a strong service agreement with local school district #452, which provides excellent leadership training sessions for our mentors from amongst their certified school counselors. –14 area faith-based organizations and Houses of Worship participate in our Mentor-Outreach programs. Several Youth Pastors serve as Mentors, and provide direct family counseling services for our program. 2

25 Need It is critical to document the needs of your community, service area, region, etc. with verifiable information. Use national and local statistics if possible to underscore the urgency of the situation. Make sure this is conveyed correctly, do not over simplify or over-emphasize. Do not note the problem as too big for your organization or competency level to address!

26 Example: Big Problems, Big solutions: Current economic conditions have resulted in a 26% increase in numbers of persons seeking shelter and/or meals from ABC Shelter during this calendar year. The Greater Big County Area has at minimum 725- 807 homeless persons on any given day according to the annual Point-In-Time-Survey.[ii] Conducted in Jan. of 2006. Emergency Housing provided has continually exceeded the Shelter’s current bed space of seventy beds, with an average client count of 99 persons nightly in 2007. In order to provide this shelter, persons have been accommodated on mats on floors or in hallways when there was no other option for saving lives on nights when temperatures dipped to teens, single digits and below zero.[ii] By undertaking this project, the Shelter will be able to increase the current emergency shelter capacity by a total of 72%, allowing our facility to be used to the fullest extent possible. We strive to provide compassionate care for all those who seek our services, therefore this action will also make dramatic inroads towards alleviating the situation described above. Shelter Statistical data: Nights of housing (2007) 67,707 Meals at Shelter (2007) 238,000 [ii] Annual survey sponsored by the Montana Dept. of Public Health and Human Services, 2007.[ii]

27 Project/Program Narrative, Description of Program/Project Everything you have stated so far will point to this area of the grant so it will not be a surprise if you note the following: The Project we are undertaking, called “A Place to Call Home” is a fully articulated plan to add an additional 50 beds at THE Shelter, which will increase our service capacity by a full 72% over current bed spaces available.

28 Next, talk about your plan. Tell HOW you developed the plan Tell WHAT exactly will happen Tell Why you have chosen this plan of action Tell Where and When it will take place. Tell WHO is involved in carrying out ‘the plan’ and WHY they are qualified to accomplish it.

29 Documenting ‘organizational worthiness’, ‘qualifications & competency’ This can also be incorporated into the narrative portion…for example: Our Shelter Manager, Mr. Good, has overseen several renovation projects during his 14 year tenure. In each of these instances, he worked with…

30 Discuss Details… The minor renovations to dormitory space and construction of sleeping quarters will occur during the warmer months of May, June and July, when the number of those seeking shelter typically drops by 30%. This will guarantee the best outcomes for clients service levels during the renovation project.

31 Explain how you will measure the success of the program/project…

32 Goals & Objectives What is a Goal? What is an Objective? How do you know if you’ve accomplished them?

33 Objectives: By definition, an objective is a statement with action, which has a measurement component included. For example: Objective #1: –increase capacity of shelter beds by a minimum of 50% –Reduce number of clients sleeping on floor by 50 persons nightly

34 Evaluation is Important! If you have included ‘measureable Objectives” you can provide a firm evaluation of the project/program success. Without measureable Objectives, it becomes difficult, if not impossible, to determine effectiveness. Evaluation will always serve to improve an organization.

35 Who should Evaluations Include? Key staff (Program, ED) Board Members (they are responsible for programs too) Program Recipients Community Stakeholders Depending on project, Data Specialists trained to analyze key data regarding outcomes.

36 Budget and Budget Justification (also called Budget Narrative) This is not always the last thing you compose, but it is usually the last item in the proposal. Funders will often read this page first! Why?

37 Creating a Justifiable Grant Budget

38 Description –Annual Budget Organization XYZAnnual Costs 1Personnel 225,000 2Rent (Building Use, Maint. Etc.) 18,000 3Utilities (heat, electric, propane) 2,575 4Telephone, IT Service 1,800 5Supplies (paper, program, etc.) 25,000 6Equipment (durable) 10,000 7Fuel, Transportation 1,950 8Advertising, Marketing 4,000 9Contracted Outside Services 7,500 10Travel (outside, training, conference) 1,250 11Other, Misc. 3,000 TOTAL 300,075

39 Description, Organization XYZAnnualProgram Admin. CostsAB After School Summer day camp 1Personnel 225,000100,800104,20020,000 2Rent (incl. Building use, maint)18,000 16,000 2,000 3Utilities2,575 2,075 500 4Telephone, Internet1,800 800 1,000 5Supplies25,000 16,000 8,000 1,000 6Equipment (durable)10,000 3,000 5,000 2,000 7Fuel, transportation1,950 500 1,200 250 8Advertising4,000 1,500 1,000 9Contracted Services7,500 500 1,000 6,000 10Outside Travel1,250 750 500 11Other, Misc.3,000 1,300 1,000 700 Total $ 300,075$142,475$ 122,650 $ 34,950 (11%)

40 What is a Budget Narrative? Lets take a look at the handout— This becomes a great document to note all the details you couldn’t fit in the proposal It provides opportunity to really prove why you need something

41 Pulling it all together o Cover Letter o Executive Summaries, o Table of Contents/Indexes, o formatting & packaging (use of headers/footers), o charts, o bulleting, color, o Watermarks or imbedded photos

42 Cover Letter A well written Cover Letter can help detail ‘why’ you have appealed to THIS foundation Introduces the Executive Director and their support of the application Re-affirms the project/program’s importance to the Mission of the Organization Provides the amount being sought

43 Know your attachments! o Items often Requested: o IRS ruling of nonprofit status [ 501 (c) 3 ] o List of Board of Directors o Annual Budget (operating budget) o Balance Sheet o Copy of most recent Form 990 o Copy of most recent Audit o Informational Brochure

44 Things NOT to send: DVD’s Videos Catalogues Multiple Newsletters Don’t add potential funders to your mailing list…Why?

45 What is the difference between an LOI and a proposal? A well written LOI tells the potential funder the key facts and piques their interest to know more. Why do Foundations Use Them?

46 LOI Rules: Keep it to two pages or less Make it a ‘mini-proposal’ Use a one page budget Use a cover letter In some cases, you might include a brochure

47 Executive Summaries, Table of Contents Use an Executive Summary or Project Abstract only when asked for Use a Table of Contents when you have 5 or more pages in your Proposal Always use an Executive Summary/Abstract in a Federal Proposal Always use an index/table of contents in a Federal Proposal

48 Finally… formatting & packaging (+ use of headers/footers), charts, Bulleting and use of color

49 The Causes: The 2006 Survey of the Homeless presented respondents with a list of possible causes for their homelessness. The choices could be categorized in over-arching issues: disability, poverty, domestic abuse, and release from judicial facility or aging out of foster care, lifestyle choice and other. Sixty percent of all responses fell into the disability and poverty categories combined. More than half (52 percent) of chronically homeless persons cited disability; 64 percent of homeless families with children cited poverty or domestic abuse[1[1 Clearly, ending homelessness for these populations requires a large response from many arenas.

50 Further review of donor statistics as depicted in the chart below have identified that there are few major donors relative to the total number of donors, and the current rate of donor retention has much room for improvement.

51 Use Bullet Points & Bold to add interest and break up a page: Plan & Expected Results: The SHELTER has opportunity to systematically change the methods used for raising supportive dollars. This will directly impact both the amount of funds available for programs, and quantity and quality of care provided to homeless individuals through creating and filling the position of Development Director. OR…

52 Using bullet points to get the point across… Objectives: The following primary objectives have been identified. Increase donated dollars by 10% annually. This will occur through: Bring best management practices to bear on fundraising efforts Increase grant support from current rate of less than 2% up to 10% over three years. –Target of increased grant support to 5% first year –Target of increased grant support to 7% second year –Target of increased grant support maintained at 7% and increasing to 10% third year. Increase donor retention rates by a minimum of 15% annually This will be accomplished through more personal donor communications, resulting in stronger donor relationships with the organization.

53 Packaging & Sending Use folders found at any office supply store (the inexpensive kind) Don’t bind your proposal…why? Don’t spend money on next-day delivery…plan ahead and send it in early. A deadline is the last day it can be received, not the target date for getting it done!

54 Go Green…Recycle Once you have a proposal put together well, you can certainly ‘recycle it’…if you have written sections you are very proud of, use them again and again. Keeping your proposal components in files helps you use and re-use portions over and will get better at amending what needs to be changed as you gather experience.

55 Celebrate the Victories! After you complete a proposal and send it on it’s way, remember to celebrate the milestone regardless of the outcome! This is an important step to keep things in perspective and balance as you work in the ‘background’ of fundraising efforts.

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