Developing Funding Proposals

The first part (which often ends up comprising the ‘Introduction’) is written to lead the reader through a process that seduces them into wanting to support your work. Its function is to persuade. But to write this effectively, you really need to have done your homework about how the potential funder thinks, what turns them on: it is the culmination of an act of seduction. We’ll discuss the rules of writing this part of the proposal under four simple headings.

The second part, which describes your ‘project’ is written to describe rather than persuade. In many cases, this is written for a completely different audience. Here you need to show your competence and expertise. We’ll look at what usually needs to be included, and grapple with definitions of terms such as goals, purpose, objectives, outputs, outcomes, activities, and inputs.

About the facilitator

Firoze Manji, a Kenyan with more than 30 years experience in international development, health and human rights, is Director of Fahamu, an organisation committed to using the new technologies for supporting progressive social change in Africa.

About Fahamu

Established in 1997 as a not-for-profit organisation, Fahamu is committed to serving the needs of organisations and social movements that aspire to progressive social change and promote and protect human rights. We believe that civil society organisations have a critical role to play in defending human rights, and that information and communications technologies should be harnessed for that cause. We are committed to enabling civil society organisations to use information and communication technologies to promote social justice.

Click here for more informaion on Fahamu.

Firoze Manji - May 11, 2005 9:01 pm (#1 Total: 30)


Welcome to this workshop!

One of the great discoveries for me about writing proposals was the realization that you only need to write four paragraphs. You can remember what these are by the acronym 'POOP' or 4Ps.

Any guesses, anyone, what POOP or PPPP stands for?

Debra Pickering - May 12, 2005 1:42 am (#2 Total: 30)

I haven't a clue Firoze but I know it's what I feel after I have written a proposal

I can't wait to hear the rest..

Regards

Debra

Jochen Holtrup - May 12, 2005 3:39 am (#3 Total: 30)
The Care Club (c)

Hi Firoze,

I´m happy that you will give some lessons about this topic - because it is always a pitty to communicate in a right hard-headed way new Ideas to people who will give money and are often more or less book keeping minds. And for us with all the passion for our projekts - wich are often driven on not "normal" thoughts like profit an lost, it is hard to speak that language.

I´m not good in english but my first sugestion for the p`s are Projekt, Plans, People, Principles

Curious Regards

Jochen

 

P.S.: the above link (Click here for more informaion on Fahamu) does not work...

Kzakama - May 12, 2005 4:51 am (#4 Total: 30)

This will make for an interesting discussion. My experience shows that many organisation miss out on funding for good projects due to badly written proposals and I will be watching this discussion keenly. May I hazard a guess at POOP as Purpose, Objectives, Outcome and Plans?

Rural Women Development Center - May 16, 2004 8:24 am (#5 Total: 30)

This subject has been a very diturbing one for every CSO who is always out searching for funding. I find the discussions quite interesting too. I for one I have written so many proposals, those I thought are good and will attract the funders but unfortunately, I have always receive the "We are sorry that we cannot fund your project. It was highly competitive" I begin to wonder what iis it that is wrong with my proposals that it cannot compete with other ones.

I will also think as Kzakama that POOP means Purpose, Objectives, Output and a good plan.

Yonga Beeatrice.

Wellington - May 12, 2005 12:32 pm (#6 Total: 30)
DOUTORES DA ALEGRIA (DOCTORS OF JOY)

HI, THERE, FIROZE!

Just joined the group and am happy to know we have to write four paragraphs ; it is precisely what should go in hese pragraphs that is the catch, cause I always feel I have to give so much info about the work.

As for POOP, I´d go for the same, Purpose, Objectives, Output and Plan?

Best regards,

Wellington

Firoze Manji - May 13, 2005 1:55 am (#7 Total: 30)


Great to have you all on board.

The answer is actually much simpler and less demanding than what some of you have suggested.

Before I go into the details, it’s important to emphasize the purpose of a proposal. Most people, when asked to define a proposal, think that it’s a document that describes a project. Did any of you think that?

If we think of the word ‘proposal’ as it is usually used in everyday life, we can see that the meaning of the word has nothing to do with describing a project. Often the word is used as ‘an offer of one’s hand in marriage’. If you fancy someone, going up to them and describing to them your ‘project’ is probably not going to get you very far. Indeed when it comes to marriage, the ‘proposal’ is the culmination of a particular point in a relationship, and assumes that the relationship exists before the proposal is made (except in arranged marriages). And the same goes for proposals. It represents the reaching of a particular point in a relationship, rather than the opening gambit.

The main purpose of a proposal is to persuade.

POOP and the 4Ps is a classic formula based on the art of persuasion. Let me explain.

P Present situation P O Opportunity/Problem P O Options/Possibilities P P Proposal P POOP 4Ps

Think about how you go about persuading someone in your day-to-day life. If you begin by demanding that the other person sees the world as you see it, what’s going to happen?

They are going to be turned off. Yes?

One of the most seductive things that you can do in any relationship (personal or with a funder) is to demonstrate to them that you can appreciate how they see the world. All effective persuasion starts with that.

So the first paragraph of a proposal begins with your being able to describe the present situation from the reader’s perspective. In other words, whatever it is that you are interested in, you need to be able to start by winning the ear and heart of the funder by describing that issue from their, not your, perspective.

If one is writing a proposal, how does one find out how to describe the situation from the funder’s perspective?

Look forward to your thoughts on this.

Rural Women Development Center - May 13, 2005 5:08 am (#8 Total: 30)

To me I think describing the situation from the funder's perspective is first of all looking at the areas where the funder's have their interest. Then in this way you carryout a needs assessment so as to come out with the problems, ie. involving the beneficiaries from the very start of the proposal. In this way the funder will know that it is not you but the people whose needs are to be addressed have come up with the project.

Sunil - May 13, 2005 5:31 am (#9 Total: 30)
Dairy Technologist by profession and having 20 years expereince in rural level sustainable devlopment activities.

DearM<anji

I am from Srilanka and it is interesting and would like to get involved

Thanks

Joseph

Kzakama - May 13, 2005 8:57 am (#10 Total: 30)

Thanks Firoze, very stimulating. You have my attention.

Oftentimes, I feel the urge to research the funding organisation but in my situation, I am swamped with on-going work. Second, access to internet resources is quite limited where I work. But I guess it is about finding out what the objectives of the funder is, what he has funded and then telling him how your project tallies with his past, present and future objectives.

And I guess I also need to demonstrate that I know what I am doing.

Looking forward with interest.

Kabura

 

Firoze Manji - May 13, 2005 9:20 am (#11 Total: 30)


I just noticed that the formatting didn't work well. So let me try again:

P = Present situation

O = Opportunity

O = Options

P = Proposal

or as an alternative

P = Present situation

P = Problem

P = Possibilities

P = Proposal

The two are the same. Most people seem to remember the word POOP more easily, for reasons I can't understand

Firoze

Jochen Holtrup - May 13, 2005 9:36 am (#12 Total: 30)
The Care Club (c)

I think it is important to differentiate on the backround of a founder. Is it an Organisation, Foundation, a single Person etc? What motivation is behind the commitment - financial reasons, social responsibility etc.?

And specialy this is the reason why it makes so much work (and steals the time for the real important things in the developing of an projekt) to write an proposal - it always has to be different for the single counterparts - even so it is always the same (our) projekt and Idea behind that you are asking for help for.

Wouldn´t it be nice if the giving organisations and people could make up a world-wide standart-form (where you can apply in only one time and everybody that want`s to give could pick up the information) and not be often like a "Diva" that you have to coax - that they are now "realy the best" organisation or man for the projekt...

Firoze Manji - May 13, 2005 9:43 am (#13 Total: 30)


As I said, the starting point of persuading is to show that you understand the funder's perspective. Although you can find out something about the funder from their websites or documents and reports, by far the best way is to find an opportunity to meet them (especially if it is socially). That way you can chat and learn about their interests, priorities, the jargon and language they use, their passions, and even examples about what they think is interesting. People love to talk. And people love to talk to good listeners. So develop your art of listening. Remember, when you are researching what their view of the world is, you don't need to be asking for support. On the contrary, it is much better NOT to ask at this stage. Get them talking, learn about their perspectives. They will tell you all that you need to write the first paragraph.

There is a myth that needs debunking at this stage. Funders are not there to help you. They want to spend money in a way that will help them achieve what they want, not what you want. If you thought funders are there to help you achieve what you want, then you better find ways to get rid of that idea. All funders have an agenda. They want to achieve their own goals. If they fund you, it's because they think they can achieve their own goals through you. It's only once you've understood this that you can really learn to play this game.

This doesn't mean that what you propose is just to do what they want you to do. No, the art is to help them appreciate that by helping you to achieve what you want, they will achieve what they want.

That's why persuasion is the art of the game. And that's why that first paragraph is so important.

The PRESENT SITUATION paragraph begins by describing the world as the funder sees it. But it doesn't stop there. It describes the present situation is such a way that the reader realizes that there is either an opportunity (O) in the present situation that needs to be seized, or a problem (P) that needs to be solved.

OK, let's try an example. Staff in your workplace don't get time off to have a break at 11 o'clock in the morning. There is discontent, and you have been elected to write a letter to the boss explaining the staff's demand. What will you write?

Try writing a short paragraph that describes the present situation.

Over to you!

Firoze

Jochen Holtrup - May 14, 2005 2:20 am (#14 Total: 30)
The Care Club (c)

Dear Sir,

as you know, we always discuss here in our office how we can optomize our work for you. In our dicussion we found out that the work always abtates at 11:00h. We hear from collegues that this is a usual phenomenon at working places. Now we would like to try something new in our time management and would like to make a break at 11:00h - so that out of this break - and the refreshing of the energy for our work - the quality of the work is getting better after the break and not like it is in the moment that the people here have problems to sustain the quality of the work after 11:00h. We would like to try out this suggestion, get you continiously up to date and discuss the results with you at your next visit.

Rural Women Development Center - May 14, 2005 11:25 am (#15 Total: 30)

To the Management,

During our last meeting held last Monday, it was observed that the staff of this organisation are not happy with the way that things are going on. We have been working thoughout the all day,working under straneous conditions with nothing in our stomach. There no time for us to have something to eat. This makes our work inefficient and ineffective hence the output is low. We are therefore drawing your attention to the fact that we cannot continue to work in such conditions. We therefore suggest that to improve on our work and increase ouput, a time should be alotted for break. This time we suggest should be at 11:00h.

Beatrice

Firoze Manji - May 15, 2005 2:34 am (#16 Total: 30)


Thanks Joachen and Beatrice

I think both of you have realized that we need to describe the present situation from the reader's point of view. Joachen begins by describing the situation from the management point of view, and then shows there's a problem in the present situation that could be addressed. Beatrice starts from the same place but then describes the problem not from the management point of view but from staff's viewpoint. You might want to focus more on management perceptions, saying that productivity is declining because staff don't have anything in their stomach. Otherwise your paragraph comes over more as a complaint that an attempt to persuade.

In any case, I think the point is made - effective persuasion begins by describing the situation from the reader's viewpoint, and leads them over to recognizing that there is a problem (staff are not producing as they are hungry) or an opportunity (productivity could be increased by ensuring staff get a break at 11 o'clock).

OK, let's move on. The first paragraph, the 'present situation' describes the situation from the funders viewpoint. You write it in such a way that by the time they get to the end of the paragraph, the reader realizes there is a problem or opportunity in the present situation.

So the second paragraph, O=opporunity or P=problem, summarises the problem or opportuntunity succinctly.

e.g.

Morale is low and productivity has declined because staff are working relentlessly from morning to lunchtime without a break.

or

There is a possibilit for increasing productivity and improving staff moral if we respond to staff concerns about a break at 11 o'clock.

So, there, we are already half way through the proposal. We've described the present situation and stated the problem.

In my next message, I'll turn to the third parapgraph: The Options or Possibilities.

Firoze

Firoze Manji - May 15, 2005 2:35 am (#17 Total: 30)


Now that we have defined the problem or opportunity, we need a paragraph to demonstrate that we have considered the different ways in which the problem can be addressed.

Not all problems have one solution.

To be convincing, we need to demonstrate that we have impartially addressed the different ways in which the problem could be addressed or the opportunity could be seized.

In a funding proposal, this is where we would include our review of literature or review of previous attempts by others to address the problem. Our aim here is not to write an extensive review of all the possible options. Rather, we want to show that there is more than one way of skinning the chicken (or is it the poor cat?). You should look at three or four options, and demonstrate that you have considered dispassionately the advantages and disadvantages of each option. You would normally end with the option that you intend to propose.

In the examples above, you might suggest options such as:

Staff should bring their own coffee and cakes and eat while working

Staff should bring coffee and cakes that they could eat during a short break

Staff should be provided with coffee and cakes by management

You would describe the advantages and disadvantages of each of the options.

The last paragraph of the proposal should now be obvious, yes?

Jochen Holtrup - May 15, 2005 4:11 pm (#18 Total: 30)
The Care Club (c)

Obvious is to much for me But I´m curious...

Rural Women Development Center - May 16, 2005 5:01 am (#19 Total: 30)

I also have the same feeling as Jochen. I am reaaly anxious to know how to go about things.

Beatrice.

Firoze Manji - May 17, 2005 5:09 am (#20 Total: 30)


The last paragraph is just a statement of what you propose as the solution to the problem or opportunity.

Let's just look at what it looks like again:

Present situation: describes the present situation from the point of view of the funder. It describes the situation in such a way that the reader realizes that there is problem in the situation (or an opportunity), and that something has to be done.

Problem / Opportunity: succinctly defines what the problem or opportunity is/

Options/ Possibilities: provides an assessment of the alternative ways in which the problem can be addressed, providing a balanced and dispassionate summary of these alternatives.

Proposal: Summarizes what you recommend should be done.

That is it. Four paragraphs (or sections).

The POOP statement is really the 'Introduction' to the document we usually describe as a 'proposal'. It is the part that is written to *persuade*. It is based on what the principles of effective persuasion.

The second part of the document that is called a proposal is actually not a 'proposal' (a document written to persuade), but rather a document that is written to *describe* how you are going to carry out the project. It is written in technical terms, and it's function is to demonstrate that you have thought through the nature of the project in detail.

In my next posting, I will turn to what that section of document contains. We'll then end on how to prepare a 'case for support'.

Firoze

Firoze Manji - May 17, 2005 12:31 pm (#21 Total: 30)


Once you've written the POOP statement (the real proposal), you can then turn to the project document in which you describe what the project will comprise. Different donors will have different requirements, but in principle you will have to include the following:

GOAL: the longer term development aims of the project. These a grand goals towards which your project will *contribute*, but will not achieve wholly within the life time of the project period. For example, your project's goal may be to end torture in prisons. In a three year period, you won't be able to achieve this, but you may well achieve it in one or a few prisons. That will contribute to the goal, but won't achieve that goal in the time of the project.

Specific objective (sometimes called Purpose): this is a well-defined objective that can be achieved wholly in the period of the project. Try to make such objective SMART - specific, measurable, achievable, realistic and time-bound. e.g. we will reduce the incidence of torture in Prison XXXX by x% within three years.

Outputs: What will you produce that will enable you to achieve your specific objective. For example, you might train 50 prison officers on human rights law and in the use of non-violent methods of control; 200 prisoners who will know their rights and be able to use effectively appropriate procedures for reporting on incidences of violence and torture; etc

Activities: What will you do to produce the outputs described above? How many training sessions will be needed to train the prison officers; what are the activities that will lead to prisoners being able to know and exercise their rights. etc

Inputs: For each of the activities described, what resources (financial and other) will you need to carry out these activities? This will provide you with all the information you need for calculating your budget.

As you can see, there is a relationship between each of the above sections:

Inputs -> activities -> outputs -> specific objectives -> goal

There needs to be a logical connection between each of these.

Evaluation: You should explain how the project will be evaluated. How will someone know what ouputs were produced by the project? How will we find out the extent to which the project objectives were achieved? Where will we find that information.

Who will benefit? Describe what groups in the population will benefit from this project, and how? Are there any special groups you will pay particular attention to? How will you ensure that you don't discriminate against any particular group in the population? What difference to peoples lives will you make?

About your organization: Describe briefly who you are, how you are constituted and governed, what your track record is, what competence you have to carry out the project. You may be asked to include your financial accounts for the last year and copies of any annual reports you've produced.

Finally, based on the 'inputs' section, you need to provide a budget for the project, and how much you are asking this particular donor for.

Questions?

Pamela McLean - May 18, 2005 4:45 am (#22 Total: 30)


I have been an appreciative lurker here. I hope you are going to give us practical help with the budget too.

It seems to me that it is hugely difficult to know how to write a realistic budget - not too extravagant - but not too tight so that getting the money could actually land you up in financial difficulty!

CawdNet people tend to just get on with things - needs driven rather than resources enabled - a bit of a a "leap before you look" approach because you feel it has to be got on with anyhow - and so the resources you do have will just have to be stretched and stretched and the job will be done as well as it can be.

This leads to a tenancy not to count the cost too carefully (because, as individuals, we have covered much of it as we've gone along and would probably prefer not to know how much it adds up to.)

Time needed to do a task for example How long did something similar take? Who knows? With "jack of all trade" voluntary work there can be a feeling that its best not to count the hours put in too hard. (After all "only fools and horses work for nothing". If the job was really worth doing maybe someone would be willing to pay someone to do it - and if they were paying someone - to do some typing for instance - then it would be someone we'd be better at it and doing it more quickly ....)

Also, if individuals are continually dipping into their own pockets to keep things going, because there is no petty cash or expense account, then the last thing they want to do is to keep count of how much it is costing them. It could be seriously demotivating to realise realise just how expensive a hobby the voluntary work has become!

But in CawdNet now we know what we are doing, and how we do it, and what we want to do in future, we need to put things onto a sound financial footing. That means funding proposals and budgets.

If you are accustomed to "managing with nothing" then how do you start calculating things like the value of the contribution of your own organisation? How do you calculate what would be needed to start to pay for people to replicate tasks that initially were done by volunteers. What about all the hundred and one things that need to be done "around the edge" of the itemised details in the main thrust of the proposal?

How on earth is it done?

Rural Women Development Center - May 24, 2005 11:06 am (#23 Total: 30)

I have not been around. I have been working out of town. Reason why I not followed up the discussions for some time now. I would like also to know about developing the budget of the proposal.

Beatrice.

araba - Oct 16, 2005 1:09 pm (#24 Total: 30)


how can i take part in the programme

araba - Oct 25, 2005 6:07 am (#25 Total: 30)

Argentina People and Nature Foundation - Nov 9, 2005 7:20 am (#26 Total: 30)

We are a 501 (c) 3 non-profit organisation working in urban and rural education, conservation and sustainable development. www.argentinapeopleandnature.org   Our organisation in Argentina is located in the Botanical Garden Miquel J Culaciati and we are annexed to the University of Buenos Aires, The Faculty of Agronomy where we are working with endangered Native medicinal and aromatic species which are incorrectly wildcrafted by the rural folk. We are the representatives of the Earth Charter, which is as yet unknown in Argentina, utilising existing networks of the Botanical Gardens and Garden Clubs training facilitators to present the Earth Charter throughout Argentina. However Argentina is a difficult geographic area to obtain funding for. Could someone please inform us why international funding is not available for our part of the world.

 

inBusiness4Good - Dec 19, 2005 11:19 am (#27 Total: 30)

Attachments:

Executive Briefing Sheet for BIn Business 4 Good Formation Project.doc (27 KB)

seegee - Mar 6, 2006 3:16 am (#28 Total: 30)

Hi

I manage a community socail innovation agency i western part of rural zambia. Part of our activities is building local capacities of local NGOs through infromation provision, trainning and advisory services. The difficulty we always encounter is to find links to international funding organisations would match our local initiatives or are interested in funding our initiatives which include youth empowerment, women empowerment, HIV/AIDS care and prevention, fight against hunger, literacy development, enevelopmental development.

We are looking for such grantmakers. Grantmakers or fund raisers who can tell we have the money/links for your line of activities, but here is what we need from you." 

Kingsley Maila

Banu Social Innovation Agency

bsia@merseymail.com

paulgruber - May 16, 2006 12:09 pm (#29 Total: 30)
aka Willis Coulis real name: Willis Williams

How on the money, from a funding standpoint, does one have to be if the vision is extremely pure and in great need?

If you have learned enough to write an extremely precise, well thought out propsal, that shows an absolute problem with a beautiful opportunity for one or a handful of philanthropists to embark on changing a mind state and self image of a state's whole population, would the drawback of experience and accreditation kill the great idea?

What method could one use to display the capacity to function highly on the playing field that he, himself, is proposing?

 

 

GPDKUMAR - May 28, 2006 11:07 pm (#30 Total: 30)


WE ARE HAVING A NON-PROFIT ORGANIZATION IN GODAVARIKHANI,KARIMNAGAR(Dt) OF ANDHRAPRADESH. WE ARE DOING FREE SERVIE TO THE POOR CHILDRENS AND PEOPLES OF ALL COMMUNITIES LIKE STREET CHILDRENS,ORPHAN HOUSES,OLD AGED HOMES,HIV/AIDS, HUMAN RIGHTS, HEALTH & NUTRITION,ENVIRONMENT,WATR & SANITATION,FOOD & NUTRITION,etc. WE ARE READY TO DEVELOP COMMUNITY HEALTH CENTERS AND FREE FOOD AND MEDICAL AID AND EDUCATION FOR HIV/AIDS EFFECTED FAMILIES. IN THIS PROJECT NEARLY 1780 FAMILIES ARE TO BE COVERED. WE HAVE ALL READY LOCATING THE FAMILIES AND PATIENTS OF HIV/AIDS . WE NEED YOUR SUPPORT FOR THIS PROJECT. IF, ANY INTERESTED DONOR'S/GRANT MAKERS PLEASE CONTACT MY MOBILE/E.MAIL. IF, DONOR'S NEED THE VERIFICATION OF THE PROJECT, WE ARE READY TO SHOW THE PROJECT. MY MOBILE NUMBER:09390512410. MY E.MAIL: spurthi_ravi@yahoo.co.in gpdkumar@rediffmail.com