Its All in the Wording 2
The way we talk about our work matters just as much as the actual work. The language you use whether speaking or writing can create a needless barrier. Use your words to create a bridge between you and the funder. We must speak with clarity like we believe in what we do.
Language isn’t neutral. It signals who we’re talking to and more importantly who’s being left out.
Stop hiding behind language that makes sense only to us within your industry. We tend to alternate accordingly. Internally, we use sector-specific language that helps us be precise, rigorous, and in alignment with policy. We talk about equity frameworks, wraparound supports, and systems change. When we’re communicating with the public, we have a responsibility to speak in a shared, accessible language. The public shouldn’t need to be fluent in grant-speak to understand how we’re trying to help. If we’re doing public work, we owe the public clarity.
We must commit to clarity to rebuild trust and relevance. This means using clear, plain language that’s rooted in reality, not abstract frameworks. Plain language is intended to be clear, concise, and to-the-point. It used for any writing that’s meant to be understood by a wide selection of people. When writing in plain language, you should strive to: keep sentences and paragraphs short; remain in an active voice; avoid double-meanings that cause misunderstandings; and always avoid jargon, technical terms, or industry language. Start with the basics and lead with what people need: rent, wages, heat, transportation, food, or child care. Connect that need to the broader systems and policies shaping it, such as housing law, unaffordable health care, or underfunded public transit. Then bring in data to support the point.
Some clarifying writing examples are as follows:
| Old Wording | New Wording |
|---|---|
| Healthcare: “We deliver trauma-informed care to underserved communities.” | We treat people who’ve been hurt or ignored by the system and we make sure they feel safe while we do it. |
| Social Services: “We offer wraparound services to marginalized populations.” | We help people get the food, housing, and the care they need – all in one place. |
| Environment: “We address climate resilience in frontline communities.” | We help neighborhoods hit the hardest by pollution and flooding clean up and protect their air, land, and water. |
| Asset Mapping: is a popular term in community-development work. Asset mapping is a capacity-focused way of reimagining the place-making practice around the strengths and gifts that already exist in our communities. | More simply – Asset mapping is the process of cataloging a community’s strengths and resources. |
| Medical Information: “The patient is advised to adhere strictly to the prescribed regimen of medication, which involves taking two tablets of 500 mg each of the antibiotic every eight hours, with the consumption of food to mitigate potential gastrointestinal side effects. Non-compliance with this schedule could result in diminished therapeutic efficacy and possible exacerbation of the condition.” | “Take two 500 mg tablets of the antibiotic every 8 hours. It’s best to take them with food to avoid stomach problems. Follow this schedule closely to make sure the medicine works properly and helps you get better.” |
| Long Mission Statement: to deter youth and adults from drug use, drug-related crimes, bullying, and violence by providing leadership, resources, and management to ensure law enforcement agencies have the means to partner with our educators, community leaders, and families to provide proven and effective programs, and to reinforce mutual respect, goodwill, and relations between law enforcement and their communities. (56 words – 394 characters w/spaces) | Shorter Mission Statement: to engage, educate, and empower youth with anti-drug & violence prevention and life skills education that deters drug-use, drug-related crimes, bullying, and violence; and to provide prevention programs to law enforcement agencies, educators, and families. (35 words – 258 characters w/spaces) |
| at the present time | now |
| due to the fact that | because |
| in close proximity | near |
| in regard to | concerning |
| in the event that | because |
Omitting The Useless—Preventing Redundancy
Here’s a list of some words and phrases that can often be pruned away to make your sentences clearer. All these words and phrases are usually filler words that can be eliminated. They are as follows:
- actually
- basically
- definitely
- for all intents and purposes
- generally
- individual
- kind of
- particular
- really
- sort of
- type of
- specific
Many common pairs of words imply each other such as; finish implies complete, so the phrase completely finish is redundant in most cases. So are many other pairs of words. They are as follows:
- always and forever
- any and all
- ancient history
- basic fundamentals
- each and every
- each individual
- end result
- first and foremost
- final outcome
- free gift
- future plans
- hopes and desires
- important essentials
- past history
- past memories
- reflect back
- terrible tragedy
- true facts
- unexpected surprise
- various differences
Specific words imply their general categories, so we usually don’t have to state both. We know that a period is a segment of time, that pink is a color, and that shiny is an appearance. In each of the following phrases, the general category term can be dropped, leaving just the specific descriptive word. They are as follows:
- at an early time
- economics field
- extreme in degree
- heavy in weight
- honest in character
- in a confused state
- large in size
- of a bright color
- of a strange type
- of an uncertain condition
- of cheap quality
- often times
- period in time
- round in shape
- unusual in nature
Please Note: All wording samples were pulled from various sources via the internet.
The New Key Performance Indicators (KPIs)
- Keep People Involved
- Keep People Informed
- Keep People Interested
- Keep People Inspired
Perspective is Everything
When you are writing, positivity is everything and your perspective counts. Positive writing is crucial for effective communication. Positive wording can persuade and create goodwill. Some practical positive writing tips in professional contexts are as follows:
- open with action rather than apology or explanation;
- use positive affirmations and synonyms;
- stress what something is rather than what it is not;
- emphasize positive aspects, not the problem; and
- focus on the future.
Positive expressive writing can improve well-being by imagining a hopeful future. Writers who use positive affirmations boost confidence, overcome self-doubt, enhance creativity, and increase productivity.
By adopting these practices, writers can create messages that are more likely to be received positively and contribute to a more positive professional environment. So, turn obstacles into opportunities; struggles into strengths; setbacks into stepping stones; and pain into purpose. Remember that fears are fuel to attain courage; rejection builds resilience, shadows show the hidden truths, and mistakes are the foundation for improvement.
What Are You Asking Funding for: a Project or a Program?
In grant writing, distinguishing between a project and a program is crucial for creating a strong application. These terms may seem similar, but they have key differences that funders often focus on. As the grant writer you mustbprovide clarity between the two to ensure your grant applications are well-targeted and effective. In the table below there are (10) key distinctions between projects and programs.
| Distinction | Project | Program |
|---|---|---|
| Scope | Projects are narrowly focused on a specific issue or goal. | Programs have a broader ongoing scope and may address multiple objectives over time. |
| Duration | Projects are typically time-bound with clear start and end dates. | Programs are usually ongoing with the flexibility to continue and evolve over time. |
| Budget | Project budgets are typically fixed, covering a specific time frame and set of activities. | Program budgets are more fluid, requiring sustained funding for long-term initiatives. |
| Flexibility | Projects are rigid and must adhere to strict timelines and objectives. | Programs are adaptable, allowing adjustments as needs and circumstances change. |
| Outcome Measurements | Projects focus on short-term, measurable outcomes within a specific timeframe. | Programs measure long-term impact and broader change over time. |
| Sustainability | Projects have a clear, end so sustainability is less critical. | Programs often need long-term sustainability with ongoing funding and partnerships. |
| Partnerships | Projects might be carried out independently or with minimal collaboration. | Programs often involve multiple partners working together to achieve broader goals. |
| Complexity | Projects are generally more straightforward, focusing on a specific objective. | Programs are more complex, involving multiple projects, activities, and goals. |
| Leadership | Projects have temporary leadership specific to that initiative. | Programs require continuous leadership to oversee various projects and ensure ongoing success. |
| Community Engagement | Projects often target a specific population or issue within a limited timeframe. | Programs typically engage broader community participation, with ongoing involvement from multiple stakeholders. |
Some example of project grants includes but are not limited to the following:
- fellowships
- scholarships
- research grants
- training grants
- service grants
- planning grants
- technical assistance grants
- construction grants
- unsolicited contractual agreements
Program grants consist of related projects that are managed together to achieve strategic objectives, spanning longer durations, and involving coordinated efforts across multiple projects and teams.
Active Voice
Does the way you structure your sentences impact how compelling your grant proposal is? Yes it does! In grant writing, shift to an active voice whenever possible to make your writing more direct, clearer, and easier to read. An active voice also saves precious space. Be concise and avoid unnecessary words and phrases that do not add value to your writing (see previous articles). Keep your sentences short and to the point. Choose strong, active verbs to convey the main action to engage readers and maintain their interest. Using an active voice creates a more engaging narrative that reflects the power and impact of your work. It builds trust with the reader through a clear, direct narrative.
Aside from fellow English majors and grant writers, not many people know the difference between an active voice and a passive voice. Below are a few examples.
- Example #1
- Passive Voice: The project was completed by the team.
- Active Voice: The team completed the project.
- Example #2
- Passive Voice: The meals will be served by volunteers from the community.
- Active Voice: Community volunteers will serve the meals.
- Example #3
- Passive Voice: More than 200 youth have been enrolled in the program in the past year.
- Active Voice: The program enrolled more than 200 youth in the past year.
- Example #4
- Passive Voice: All objectives will have been met by December 31.
- Active Voice: We will meet all objectives by December 31.
Grant Readiness—Are You Ready?
So, you want to write a grant, but are you really ready? Is your program really ready? Do you know what it takes? Do you know your part and the part your grant plays in the Monmouth University Grants Community? Find the answers here (below) or just visit the Office of Research & Sponsored Programs. We are always here to help.
As a principal nvestigator (PI), does your project or program organizationally aligned with the University? It’s important to know the University’s strategic plan, mission, vision, and goals and your individual school’s strategic plan or operational plan that complements the University’s strategic plan. Can you implement data driven strategies such as specific measurable achievable relevant time-bound (SMART) goals and logic models? Can you analyze funder data to support targeted grant prospecting? If not, don’t worry the ORSP can do that for you.
Are your documents prepared? Having a comprehensive set of documents ready to go, such as a grant proposal template, organizational charts, and past performance data, is crucial for a smooth application process. The reasons why documentation preparedness is important is listed below.
- Create Master Content: have you created three different versions, a short, medium, and long, of your project summary? Different funders have different length requirements. Be prepared to tell your story three different ways.
- Organizational Charts: an organizational chart is the visual representation of your department’s or program’s staffing plan. Write up a dream staffing plan that can be edited as needed for the current grant application. Of course, every staffing plan starts with clear, concise job descriptions. Prewrite those also.
- Data Collection: whether you have a formal method for collecting data in a dedicated software or not, start tracking information in a spreadsheet. Start small with an Excel Spreadsheet with data on the number of clients served, age groups, ethnicities, # of volunteer hours dedicated, etc. Update this once a month and before you know it, you will have annual data with different variables for sorting and comparing.
Being Grant Ready at the University Level
Universities can build a robust grants culture that enables them to secure resources for projects, programs, initiatives, and research innovations that might otherwise not be possible. To be grant ready at a university level, institutions should focus on the following key areas:
- Organizational Stability: A grant-ready University has a clear mission and vision, strong leadership, and robust governance structures. This includes having a well-defined strategic plan, a committed board of directors, and the financial stability demonstrated through transparent accounting practices and solid financial health. These elements assure funders that the University is well-managed and capable of sustaining its operations.
- Grant Culture: A University that fosters a culture that actively supports, values, and strives for success in obtaining and managing external funding through grants is grant-ready.
- Grant Management Capacity: A grant-ready University has developed the capacity to manage grants effectively, ensuring that even if a grant is secured, the organization can deliver on its programming or financial tracking.
- Grant Infrastructure: Being grant-ready at the University level means having the necessary infrastructure to support grant-funded activities which includes adequate staffing, technology, and other resources. Effective systems and processes for project management, data collection, and reporting are essential. Without these systems in place, even well-funded programs can struggle to deliver results.
- Compliance and Accountability: A grant-ready University must understand and meet grant compliance requirements. It is critical for a University to have mechanisms in place for accountability and reporting, ensuring that funds are used appropriately and that the organization can provide the necessary documentation to funders. Strong compliance practices reduce the risk of financial mismanagement and build trust with funders.
Achieving grant readiness is essential for everyone at a University, at every level of management. It increases the chances of securing funding and being more likely to obtain grants in future years! More importantly, being grant-ready allows you to respond quickly to future funding opportunities, ensuring you do not miss potential funding opportunities.
If you are grant-ready then great!! If you aren’t sure if you are grant ready, then set up an appointment with the ORSP. We look forward to hearing from you and being of assistance.
Grant Tip
Grantors are donors too who have specific interest and preferences.
It’s important to reach out and discover where you and these Grantors are aligned.
Because all funding opportunities are not posted on websites, you will want to develop connections with the Grantors’ representatives to get the inside scoop.
Build collaborations. Treating Grantors as valued partners, just like you would a donor, impacts your success.
Worst Case Scenario: Even if the Grantor isn’t willing to support the type of activity, you’re currently seeking funds for, save their information if you think they may be willing to support some other aspect of your project or program.