How To Create A Get-To-Yes Grant Budget

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He looked familiar but I wasn’t sure why.

Did I meet him at an art opening, maybe a recent reception?  Why couldn’t I place him in my memory?

His eyes landed on my puzzled brow and he broke into a huge smile, the kind that can light up a room.  “Your ratios!  Your percentages!  They changed everything for me.”

If you are one of those people who inevitably chides people like me who possess less than a photographic memory for remembering everybody I have ever met, you might try this little technique of mine:

To put a name with a face, use an equation.  Numbers don’t lie.

With those magic words, I remembered immediately who he was.

Ratios?

Really?

For some people, especially people who are artists trying to build their creative careers and get their work out there, the process of getting grants is not at the top of their list of gratifying artistic activities.  It can be an extremely frustrating and mystifying process. How do some artists get those grants that boost them to the next level bringing them cash awards, recognition and prestige?  Do they have connections, the right words, were they let in on the secret handshake?

What about you?

Foundations give away over $4 billion dollars a year.  They exist to do exactly that – give away money.  There are many successful artists who write grants so they can afford to spend more time creating their work, practicing their craft and building up their careers by leveraging the recognition and prestige that comes with each award.  There has never been a better time than now for you to be one of them.

Narrative, budget, work samples, criteria…  It seems like a daunting task to make sense of all of it.

What do funders want to see?  What are the right catch phrases to use?  And what really happens once you Hail Mary your grant proposal out into that black hole?  It all seems so mysterious when you don’t know how it all works.

Let me pull back the curtain and give you a peek at what goes on once your proposal lands on the table to give you an insight that can help you Get To Yes with your grant budget.

Like ratios.

OK, enough teasing.  I am going to tell you exactly what ratios are and how they can be game changers for you.

 

 

The Positioning Behind A GET TO YES Grant Project

Before you pick up your pen, pick your positioning

 

I like to teach artists a powerful strategy I call positioning.  It is one of 3 cornerstone mindsets of grantwriting concepts I teach in my Grantwriting Roundup course to set them up for success.  Your grant budget is one of the most important components of your proposal.  It is the structure that supports your project and it is here where grant reviewers can see your proposal’s strengths and weaknesses.

Here’s how positioning works:

It’s Saturday night and you are looking for a great place to have dinner.  You drive around and you see a restaurant that looks interesting.  However, there are no cars in the parking lot and there are hardly any customers inside.

Across the street is another restaurant.  Business is booming, the tables are full.

Which place would you go to?

People are influenced by something called social proof.  We will follow the wisdom of the crowd, in this case – the busier restaurant.  Think about it: who wants to be the guinea pig, or take a risk being the only customer in a sea of empty tables?

Grant reviewers are no different.  We want to see who else is on board in your project and we don’t want to be the only funder.  In fact, we prefer being the last dollar in, not the first.

In most cases, funders will not fund more than 50% of your project.

You want to find other sources of funding to support your project so that your grant request is less than half of your budget expenses.

Example:

Project income

1,500       Donation from a local bank

3,000       Kickstarter

2,700       Sale of artwork

    500       Community grant

7,700       SUBTOTAL 

2,300       Grant request      

10,000       TOTAL

 

The grant request of $2,300 is 23%, way below 50%.

 

And if you have some overhead in your project, you want to show that you are spending at least 65% of your money on your programming and 35% on your administrative costs.

This is one of the most common mistakes artists make in their grant budgets.  It sends up a red flag and that can be a deal breaker.

You can do this.

Ratios

Two simple ratios:

50:50

65:35

If you can keep those ratios in mind as you create your budget, you will be way ahead of the others in the applicant pool.

Position yourself as someone like a busy restaurant with lots of customers.  Like a winner with lots of supporters.

What do funders want?

They want to be confident in you to put money into your project.  You can easily reverse engineer your proposal to give funders what they need to green light your grant proposal if your budget aligns with these 2 ratios.

 

Need help remembering this?

  • Position yourself like a popular restaurant  Everyone likes to hang out with the good news and be where the buzz is.
  • 50:50  Show you have other money, other supporters, other raving fans.  At least over 50%.  I can already see some of you pursing your lips and thinking, “At least over?  How much is that percentage?  You know what I mean – enough to be able to say, “Hop on the bandwagon!”
  • 65:35  There is no reward in grant heaven for martyrs.  Are you asking us to believe that you can write your play, cast it, sew costumes for the cast, paint the sets, and sell tickets?  The opposite is true.  You will gain more respect by building in line items for people to do these very necessary things at 35% so you can do what you are best at doing at 65%.
  • Sell confidence   What are grant reviewers really looking to fund?  The best artist?  The best written proposal?   The answer is:  Funders want to fund the best candidate for the grant, someone who they are confident can deliver what they propose to do.

 

So there you have it.

Add these strategies to your grantwriting skill set to create a powerful and persuasive budget.  Numbers don’t lie.

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Hoong Yee

 

 

 

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About the Author: Hoong Yee Lee Krakauer helps artists & creative people grow their careers with great grant writing strategies & mindsets she has developed over 15 years as an veteran grant panelist, grant maker & grant writer. Get her FREE Master Grant Strategy Worksheet and a weekly dose of insights from a grant reviewer’s point of view.

 

 

 

 

 

 

The Most Powerful Question You Need To Answer To Get A Grant

 

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Why?

A million words must be shed.

Countless coffee urns and late afternoon cookie trays must be filled.

Hundreds of donuts, glazed like the eyes of the people plodding through a sea of grant applications, will be munched on until all that is left is a communal sugar buzz.

Many artists want to know how to write a rocking proposal that gets a grant and ask, “What can I do to impress a grant panel?”

Good question.

You always want to know how to stand out in a competitive field.

Are there phrases, preferences, passions or priorities you need to be focusing on?

Really good question.

But honestly, you would know all of this because you’ve already done your research, right?

There is a better question.

This is the most important question you need to get right because if you don’t, nothing else will matter.

Answer this question

What is the transformation my art will make for my audience?

This is the question Why?

Why are you making this piece of art?

This question is not about how many paintings you will make, or the materials you will be using for your sculpture or how many musicians will be performing.

Most artists default to answers like that without truly answering the far more important question – Why?

Before a funder will give you money for your project, they need to be convinced of the benefit of your project, the impact it will have on the people they care about.

If you are aligned with your funder’s mission, passion and audience, this will be easy for you.

In other words, sell Paris, not the plane.

Two artists, two answers to Why?

In a recent small group workshop, 2 artists brought proposals to work on.

The first artist described her project in great detail:  the number of paintings, how they would be installed, the subject matter and how it related to the history of the community.

“OK, that tells me what you will be doing,”  I said.  “Now tell me why.”

She paused for a moment, “Well, I am obsessed by a beautiful tree in my neighborhood and I want to capture it in a  series of paintings.”

The sentence hung in the air.

I asked my famous question,” What is the unique transformation your art will provide for your audience?”

I asked this question several times until she came to the answer – I created these paintings of this tree to remind people to experience joy and wonder in the beauty that exists in their everyday life.

She said that a few times and said, “It seems so bold somehow, but that’s exactly what I feel inside.  Can I really just say that?”

Be bold, be bigger

How can it be that artists, the cool people who take big, bold risks in their art, are so timid about telling people stuff like this?

This is exactly what I want to know before I know anything else.

Be bold, be big or go home

Here’s a hot tip: Grant reviewers are people.  And like anyone else, we long to be delighted and amazed.  

If I am not sold on the Why?, then What you do does not interest me.

The second artist had a project that had been turned down but she had called for panel comments so she knew where her proposal fell short.

“I did not show how my project would include this specific community,” she said.  “So I will use all locally found materials and place my finished art pieces in specific locations throughout this particular neighborhood.”

Again, I asked my famous question, “What is the unique transformation you art will provide for your audience?”

Her answer, after drilling down with this question several more times, was this:  My art project asks people to think about how they place value in things, what they keep, what they discard, and what they replace.

Nothing is more impressive than an artist who can square their shoulders with a light in their eyes and tell you why their art will rock your world.

All you have to do is answer the question.

 

Let’s do this!

 

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About the Author: Hoong Yee Lee Krakauer helps artists & creative people grow their careers with great grant writing strategies & mindsets she has developed over 15 years as an veteran grant panelist, grant maker & grant writer. Get her FREE Master Grant Strategy Worksheet and a weekly dose of insights from a grant reviewer’s point of view.

 

How To Write A Grant In A Hamster Wheel

After weeks and days of a winter that just won’t let go, nothing brings home the promise of spring and new beginnings than a smack in the head from the universe.

That’s right.  I just got drop kicked into a hamster wheel of deadlines of Things That Must Be Done Now and true to my Number 1 Daughter DNA, I dug in and worked my tail off.

Until I fell off the hamster wheel.

Sidelined with a hoarse cough that racks my entire body, a pounding headache and the inability to remain vertical for any length of time.

And through it all, confident that everything going out will be killer.

Here’s the secret:

The slow death of a hamster wheel comes from smart organizational skills.

Need your latest 900 or audited statement?  No problem.

What about the latest press pieces about you and work?  Piece of cake.

And what if this proposal is similar to one you just wrote?  Cut & paste.

A file on my computer named Knowledge Management is what keeps me sane.  It keeps me nimble and quick to seize unexpected opportunities because I know where I can get my hands on what I need.  Fast.

Here’s what mine looks like:

Funders

This is a big file.  I keep current and prospective funders in here with a chronological list of proposals.  I further break them into these categories:

  • Foundation
  • Corporate
  • Legislative
  • Family
  • Other

Having all of your proposals filed accordingly creates a Swipe File for you – a place where you can lift, cut and paste text that you wrote for one funder that you could use for another.

Press

Keep all of your pieces chronologically.

Marketing

Keep a scanned copy of your materials here.

Testimonials

This is a great place to get quotes from .

Tip:  Always ask and always follow up with a short list of bulleted points you would like them to speak to.  Otherwise you will end up with something well intentioned but unfocused and often not useful.

Work Samples

Many of you have big files and store your work on other servers like Vimeo.  If you are like me, you probably have a huge list of passwords because you’ve forgotten what it was and had to reset it.

Tip:  TAKE THE TIME to note the new password in a secure file!  You will save yourself so much aggravation by doing so. 

Measurement

This is a good place to store any kind of assessment tool you use like an audience survey, questionnaire, program evaluation form.  You can also keep anything you find that you think works well here and adapt it.

 

Boiler Plate

I keep my mission statement, list of board members, data such as audience attendance, demographics or trends, a chronological file of audited statements and annual reports, one page fact sheet here.  This is where I also kee

Tip:  Keep your electronic signature here.  It comes in handy when you are doing e grants or need to email signed documents and reports.

 

The key is to respect your information by updating and maintaining it on a consistent basis.

Believe me, all you need is your Knowledge Management file to slow down that hamster wheel to your own pace.

 

 

 

 

 

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20140603_142704

About the Author: Hoong Yee Lee Krakauer helps artists & creative people grow their careers with great grant writing strategies & mindsets she has developed over 15 years as an veteran grant panelist, grant maker & grant writer. Get her FREE Master Grant Strategy Worksheet and a weekly dose of insights from a grant reviewer’s point of view.

 

 

 

 

 

Don’t Know What To Say To A Funder? Use Your Top Two Superpowers To Find Out

 

 

Is This A Time For The Big Guns?

He wore a bowtie.

But wait, that’s not all.

A classic harris tweed cap, camel colored to match his burnished wingtip shoes.

A copy of my recent proposal covered with earnest comments sat squarely in front of him.

As his gaze lifted to meet mine, I wondered – Is this a time for the big guns?

We all do this.

A sudden or unexpected challenge can make the most experienced and confident among us knee jerk ourselves into a twitching heap of self doubt.  Believe me, when it comes to twitching, I am peerless.

What questions could this grant officer from a very prestigious foundation possibly have that would bring him out on a snowy unseasonably and unreasonably cold Saturday morning to conduct a site visit of my program?  Did I forget something important? What did I do wrong?

From the look in his eye there were quite a few.  My mind began a mental Google search for Brilliantly Clever Ways To Say Things.

I squared my shoulders and forced a casual and hopefully, confident smile.

I can do this…  I know exactly what to say…

He smiled back and began to speak.

I stared in disbelief.

From that moment on, I knew I had won.

What You Should Never Forget About Scary Situations

You are talented, passionate, endlessly creative.

You deserve to be doing what you love as you build a successful career as an artist, a creative professional.

People are drawn to you because of your energy.  People like funders and donors.

Even donors in intimidating bowties.

And we are really talking about people talking to people.

The trappings, the fancy offices, the clothes, the words… all these things we use to scare ourselves silly sometimes because we forget that.

That you have all the answers you need.

That you are the best candidate for the grant.

That at the end of the day, these people are looking for reasons to support you, not to tear you down.

And if you have done your homework, there is absolutely no reason in the world why you shouldn’t get the grant because you both share the same mission, the burning passion, the impact your work will have on people.

You are each other’s people.

Your Secret Weapon

Yes, this is a time to pull out the big guns.

Take a deep breath and shut up.

That’s right.

Use your ears and listen.

In a matter of minutes you will know everything you need to know to carry this conversation off successfully.

As he spoke I sensed his interest in what would make this program better, who else could benefit from it, how would it look in the next 3 -5 years?

Simply inquiring about what we do as someone interested in being a part of it in a bigger way than I had expected.

Aha, so that’s where this is going.

Definitely time for the big guns – my eyes.

So What Happened?

I waited a moment before I spoke.

“You have a piece of spinach between your teeth,”  I said.

He bolted out of his chair, papers fluttering to the floor as he staggered to the mirror.

“Whaugh innt yooo saaay humhink eeefore?”  he warbled wrestling the green speck from his teeth.

So much for jargon.

We talked.  We laughed.  We had a conversation, we walked around and chatted with the artists in the room.  My eyes and ears told me that he was not really looking for hard and fast answers to his questions.  He was looking for a place to build those answers together so I shut up and let the others in the room speak.  At the end of the visit, we answered his questions with something more valuable than a direct reply: we responded with the promise of potential as partners.

And yes, we got the grant, which is wonderful.

More valuable to me is the relationship I have with my new friend who, before he left, quietly crossed out my request amount and doubled it.

Here’s What You Do

First of all, it’s OK to allow yourself a few minutes to panic, freak out and palpitate if you must.

Taking deep breath remembering to smile while you do it is a big help.

But don’t be shy about using your superpower secret weapons to carry the day and to make a friend.

Listen.  Look.

You will learn everything you need to know.

You will see everything as well.

Like a piece of spinach.

Let’s do this,

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20140603_142704

About the Author: Hoong Yee Lee Krakauer helps artists & creative people grow their careers with great grant writing strategies & mindsets she has developed over 15 years as an veteran grant panelist, grant maker & grant writer. Get her FREE Master Grant Strategy Worksheet and a weekly dose of insights from a grant reviewer’s point of view.

 

 

 

 

 

 

A Grantwriting Grasshopper Gets A Grant

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This post first appeared on January 25, 2015.  It has been updated and revised.

 

“Mom, I need help!”

Instinctively I brace myself, reach for my car keys and health insurance cards.  Even at 27, my daughter still has that effect on me when I get a call that starts out this way.

I relax my curled fist and sink back into my chair releasing my inner soccer/softball/surfer mom, wondering if it is too early for happy hour.  How about simply content hour?  Untroubled hour?

“I need to learn how to write a grant.  So when I’m a psychologist I can write grants to do stuff like research or write books.  But for this assignment,”  she continued.  “I want to write a grant for you.”

Interesting.  Children are interesting.  Emerging adults who want to write grants for their mothers are very interesting.

OK, she got me.

“So, let me ask you a couple of questions:

1. What do you need right now?

2. Is there an artist or artists I can work with or help?

3. Can you use the funds now?”

Great questions.  And great approach.

I felt honored in a way that she chose to write a grant for me.

 

What did she do?

Like #artboss mom, like daughter, she knew there was a bigger game.  She took all of my grantwriting advice carefully, contacted the grant officer, clarified everything that needed to be clarified, went back to the artist to fully develop the proposal, checked with me regarding technical and logistical details, put together a clear narrative, solid budget & work samples and poof!

She created a simple grant request to Poets & Writers to support a reading by a local writer who was extremely grateful and quick to point out that

“the kumquat doesn’t roll far from the tree” – Tweet that!

in praise of my daughter’s efforts.

Let me be very clear about something:  I did not ever lay eyes on her actual proposal.  For this experience to be truly meaningful, this grant had to be the one she cut her teeth on so I forced myself to not interfere.

Off it went.

“Wow, that was a great lesson.  Even if I don’t get the grant, which I hope we do, I get it.  I know how to do what you do, Mom,”  my daughter has an unsettling way of condensing my life into chunks of stuff she casually tosses over her shoulder as she goes through life.

However, in this case, I don’t mind at all.

I am very committed to the belief that the ability to write grants is a valuable life skill for creative people with the desire to make something better.

Now that she possesses that skill, the world will be better off with one more new skilled grantwriter.

So what happened?

Her professor gave her a good grade in her grantwriting class.

Three weeks later, we were notified that her grant was approved!

We hosted a reading by Audrey DiMola.  Stay tuned!

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Mikki & me

And you?

I am very proud of what my daughter set out to do and what she accomplished.

If you are still doubtful about your grantwriting skills I encourage you to be inspired by her experience.

Follow the mindsets & strategies I talk about to get this life skill into your creative toolkit.

Start by getting your hands on my worksheet below!

In a way, I think of you all dearly as kumquats.

 

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About the Author: Hoong Yee Lee Krakauer helps artists & creative people grow their careers with great grant writing strategies & mindsets she has developed over 15 years as an veteran grant panelist, grant maker & grant writer. Get her FREE Master Grant Strategy Worksheet and a weekly dose of insights from a grant reviewer’s point of view.