Harnessing AI in Grant Writing: Dare to Try?

In the competitive world of grant writing, standing out can be a challenge. This is where artificial intelligence (AI) can become a grant writer's best friend. By leveraging AI tools, you can streamline the grant writing process and enhance the quality of your proposals.

Here are twelve practical ways to use AI to save time and win more grants, complementing the expert training provided by Spark the Fire Grant Writing Classes. Each is complete with specific examples.

1. Research Assistance

AI can quickly sift through vast databases and research papers to find relevant statistics, studies, and data that support your grant proposal. For example, AI can extract recent data on community health outcomes from CDC databases to support a health initiative grant. Additionally, it can help find peer-reviewed articles to back up community insight statements, ensuring your claims are well-supported.

For example, you could prompt ChatGPT with something like,

"Provide the latest statistics on adolescent mental health conditions, specifically rates of anxiety and depression among youth in the United States, using reliable sources like the CDC or similar organizations."

This would prompt ChatGPT to sift through available data and pull out the most relevant statistics to support your proposal.

Additionally, you could request,

"Summarize evidence-based practices for early intervention in youth mental health, drawing from peer-reviewed research or reputable sources."

This would help you gather peer-reviewed articles and studies that highlight effective intervention strategies, ensuring your community insight statements are well-supported. For instance, if you're writing a proposal for a youth mental health initiative, ChatGPT could retrieve recent CDC data showing rising rates of anxiety and depression among adolescents, and then supplement that with studies demonstrating the success of early intervention programs, strengthening your case for the project's impact and need.

2. Budget Creation

Utilize AI tools to automate the budgeting process. AI can help predict costs and expenditures, create detailed budgets, and ensure financial proposals are accurate and align with the funding organization's requirements. For instance, an AI tool could automatically calculate the total cost of personnel over a project's lifecycle based on projected changes in wage rates. It can also incorporate a 15% indirect cost rate into your project budget, ensuring it aligns with standard grant requirements.

For example, you could prompt:

"Help me create a detailed project budget for a [type of project]. Include the projected personnel costs based on current wage rates and factor in a 15% indirect cost rate. Ensure that the budget aligns with typical grant requirements and includes all necessary expenditures such as equipment, supplies, and labor over the project's lifecycle."

This would guide the AI to generate a budget that predicts costs accurately and ensures that it adheres to standard practices like indirect cost rates, providing you with a solid financial plan that fits grant funders' expectations.

3. Writing Assistance

AI-powered writing assistants can help draft sections of your grant proposals, ensuring clarity and coherence. They can suggest alternative phrasing to articulate the need for a community project more compellingly, making the proposal more persuasive. AI can also vary sentence structure and create bulleted and numbered lists to break up long paragraphs, enhancing readability.

For example, you could prompt ChatGPT with:

"Assist me in drafting a section of a grant proposal for a community project. Help me articulate the need for the project in a compelling and clear way, offering alternative phrasing to make the case more persuasive. Also, vary the sentence structure to improve readability and break up long paragraphs using bulleted or numbered lists where appropriate."

This prompt would guide the AI to provide suggestions for clearer, more persuasive language and ensure the proposal is well-structured and easy to read.

4. Proofreading and Editing

Use AI to proofread your proposals for grammar, punctuation, and style errors. Tools like Grammarly ensure your final submission is polished and professional. For example, Grammarly can catch and correct passive voice usage in your proposal, which funders may find less engaging. Additionally, AI can help incorporate action verbs that make your proposal shine and sound more confident.

5. Plagiarism Check

AI plagiarism detectors can scan your proposal to ensure originality and integrity in your submissions. This can be critical when pulling information from commonly used sources, ensuring your text remains unique. AI can also help you paraphrase research and assist with creating APA-style citations while maintaining academic integrity.

For example, you could prompt:

"Scan this grant proposal for plagiarism to ensure originality. If any sections are too similar to commonly used sources, suggest ways to paraphrase the content while maintaining the original meaning. Additionally, assist in creating proper APA-style citations for the sources used in the proposal, ensuring academic integrity throughout the document."

This would guide the AI to check for potential plagiarism, suggest improvements for paraphrasing, and help with accurate citation formatting to maintain the proposal's integrity.

6. Compliance and Character Count Monitoring

AI can help ensure that your proposal meets all the specific compliance and formatting rules set by the grantmaker. An AI tool could alert you if your proposal exceeds word count limits or if mandatory sections are missing. It can also pare down your writing to fit specific character count allowances or help expand your ideas to make the writing lengthier.

For example, you could prompt:

"Review this grant proposal to ensure it complies with the funder's guidelines, including word and character count limits. Alert me if any sections exceed the specified limits or if any mandatory sections are missing. If necessary, help me condense sections to meet the character count requirements or expand on ideas to meet the lengthier sections needed."

This would guide the AI to check for compliance with the grantmaker’s rules and help adjust the proposal's length as needed while maintaining clarity. Paste the grantmaker's instructions or summarize the key rules in your prompt. For example:

"The grant proposal should not exceed 1,500 words and must include sections for the project description, budget, objectives, and timeline. The budget section should be no longer than 300 words, and the proposal must include a summary of community impact."

7. Guideline Comparison and Improvement Suggestions

AI tools can compare your grant proposal against the grant guidelines, assessing the pros and cons of your proposal and offering targeted suggestions for improvement. This ensures your proposal aligns well with the funder’s expectations and maximizes your chances of success.

For example, you could prompt:

"Compare this grant proposal against the following guidelines: [insert key guidelines such as required sections, word count limits, formatting rules, etc.]. Assess the strengths and weaknesses of the proposal based on these criteria and provide targeted suggestions for improvement to ensure better alignment with the funder’s expectations."

This prompt would guide the AI to analyze your proposal in light of the provided guidelines and suggest adjustments that could improve your chances of success.

8. Tailored Proposals

AI tools can analyze previous successful proposals and the interests of funders to suggest customizations in your proposals that increase their appeal to specific grantors. For instance, if a funder emphasizes innovative approaches, AI can suggest incorporating language that highlights innovative aspects of your project. AI can also help weed out jargon, making your proposal clearer and more accessible.

For example, you could prompt ChatGPT with:

"Analyze this grant proposal and compare it with successful proposals from similar projects. Based on the specific interests of the funder [insert funder’s focus areas or priorities], suggest customizations to make the proposal more appealing. For example, if the funder values innovation, help highlight the innovative aspects of the project. Additionally, suggest ways to eliminate jargon and make the language clearer and more accessible to ensure it resonates with the funder."

This prompt would guide the AI to tailor the proposal to the funder’s interests while improving clarity and readability.

9. Project Management

Use AI-driven project management tools to keep track of deadlines, submission guidelines, and follow-ups. These tools can automatically update your calendar with submission deadlines and alert you to upcoming tasks, ensuring nothing falls through the cracks. For example, I created a 50-day checklist for writing grant proposals that go through internal and client reviews and submission dates well ahead of actual due dates. Look for the blog article coming soon.

For example, you could prompt:

"Help me create a project management plan for a grant proposal. Based on the deadlines and submission guidelines, generate a 50-day checklist that includes tasks like internal reviews, client reviews, and preparation for submission. Ensure that each task is assigned a specific date well ahead of the final submission deadline and provide reminders for upcoming tasks. Additionally, suggest ways to set up automatic alerts or calendar updates to keep track of these deadlines and follow-ups."

This prompt would guide the AI to structure a detailed timeline and help you stay on top of the grant writing process.

10. Stakeholder Engagement

AI can analyze stakeholder data to help you identify and engage potential collaborators, supporters, and beneficiaries. This might involve analyzing social media data to identify key community influencers who can champion your project. The AI helps by mapping out key stakeholders based on their influence and relevance to your project goals.

For example, you could prompt ChatGPT with:

"Analyze the stakeholder data I provide for my grant proposal project and help me identify potential collaborators, supporters, and beneficiaries. Based on the information I give, such as social media insights or key community influencers, assist in mapping out the most relevant stakeholders to my project goals. Suggest strategies for engaging these stakeholders effectively, considering their influence and relevance to the project."

This revision clarifies that ChatGPT can only work with the data you provide rather than pulling real-time data from social media or other external sources.

11. Sentiment Analysis

Apply AI to assess the emotional tone of your proposal to ensure it aligns with the mission and values of the funding organization. This can help tailor the narrative to evoke a stronger emotional response from reviewers. For instance, in a technical assistance proposal, AI might emphasize efficiency and innovation. In contrast, a youth arts program might highlight the transformative impact on participants' lives through engaging personal stories.

For example, you could prompt ChatGPT with:

"Assess the emotional tone of this grant proposal and ensure it aligns with the mission and values of the funding organization. Based on the type of proposal (e.g., technical assistance, youth arts program), suggest adjustments to the narrative to evoke the desired emotional response from reviewers. For instance, if the proposal is for a technical assistance project, emphasize efficiency and innovation. If it's for a youth arts program, highlight the transformative impact on participants’ lives through engaging personal stories."

This prompt will guide the AI to analyze the emotional tone and offer suggestions for tailoring the narrative accordingly.

12. Writing SMARTIE Objectives

AI tools can assist in writing SMARTIE objectives, which are specific, measurable, achievable, relevant, time-bound, inclusive, and equitable goals for your projects. 

SMARTIE objectives are essential for grant success because they demonstrate clear planning and provide measurable benchmarks for evaluating impact. Funders value proposals with well-defined goals, as they show a project is thoughtfully designed and achievable. Including inclusivity and equity in your objectives aligns with many funders' priorities, reflecting a commitment to serving diverse communities. Additionally, clear and actionable objectives enhance your organization’s credibility, showing your capacity to deliver results.

By tailoring SMARTIE objectives to funders’ missions and criteria, you create a compelling case for funding while ensuring your project achieves meaningful outcomes. To learn more about SMARTIE objectives, read our blog article, Mastering SMARTIE Objectives.

Conclusion

Embracing AI tools in conjunction with high-caliber training can significantly enhance your grant writing skills, streamline your processes, and increase your success rate in grant applications. AI should not be feared but seen as a powerful ally that can help us secure more funding for our important work to help the community through grants. Remember, we're all in this together!

Explore our courses and resources at Spark the Fire to empower your grant writing journey with the latest technological advancements.

Comment Below!

We’d love to hear from you! Are you already using AI in your grant writing process? Share what’s working—or what challenges you’re facing. Your insights could inspire others in the Spark the Fire community. Drop your thoughts in the comments below, and let’s keep the conversation going!

Game-Changer: Submitting Your Grant Proposal Weeks in Advance (Copy)

One evening, while making dinner, I received an unexpected phone call that significantly influenced my approach to submitting grant proposals. It was Therese Ogle, a respected program officer for several foundations in the Seattle area. She had just reviewed a grant proposal I had submitted for a capital campaign to renovate a building and transform it into a play space for parent support.

Therese had a few questions about the details of the proposal. As I answered her questions earnestly, I jotted down notes. When the conversation ended, she suggested I revise the proposal based on our discussion and resubmit it before the deadline. I carefully made revisions to the unclear points and added more details to the sections she had asked about. The grant was resubmitted in a couple of days, still ahead of the deadline. The grant was fully funded.

This experience underscores a crucial strategy in grant writing: the advantage of submitting your proposal well before the deadline. Here’s why early submission can make a significant difference:

1. Opportunity for Feedback: Early submission may open the door to invaluable feedback from the funding agency. Foundations often review submissions if they are submitted weeks before the deadline and provide feedback, just as I experienced. This feedback can be invaluable in refining your proposal to make sure all aspects of the project are clear. Learn more about crafting a stellar proposal in our Certificate in Grant Writing Course.

2. Catching Missing or Outdated Attachments: Foundations often require various attachments, such as financial statements, board rosters, and organizational budgets. Submitting early allows the foundation to notify you if any documents are missing or outdated, giving you ample time to provide the most recent information. One commonly outdated attachment is the balance sheet. It should be updated to the most recent quarter when submitting a grant proposal. Ask the financial team or your accountant to send you an updated balance statement at least quarterly. Access templates for grant attachments that are refined and vetted in our template resources.

3. Avoiding Technical Difficulties: Grant submission platforms can become overloaded as the deadline approaches, which might lead to technical difficulties. I have heard countless tales of organizations working on government grants for weeks and then not being able to submit the final draft on the due date because the system crashed. Misplacing usernames and passwords is also quite common with online applications, so make a habit of documenting these important credentials. Also, note the time of the day and time zone for the grant deadline. No one wants to learn at 5 pm Central that the grant was due at 5 pm Eastern. Early submission helps you avoid the last-minute frenzy and ensures all your hard work at least gets reviewed by the funder.

4. Postal Requirements: Some grants require physical mailing, with deadlines based on when the application is received, not postmarked. Realizing this requirement too late can be disastrous. One foundation even requires that you send full proposals, including your 990 Tax Return, to each of the board members on the foundation in paper format via the mail. Early submission ensures that your application will not be disqualified for arriving late. Avoid overnighting your grant application if at all possible. It can be seen as a waste of resources.

5. Internal Review: While it's never fun to have too many cooks in the kitchen, ensuring that your team members are fully on board with every aspect of the proposal is worth the time spent building consensus. By creating a timeline that allows ample time for internal review, you can use this time to refine your arguments, enhance your narrative, and align your proposal more closely with the funder’s priorities, making it more compelling. Check out my blog on creating a 40-day turnaround on grant proposal development to streamline your team's review plan.

6. Peace of Mind: Submitting early can significantly reduce stress and provide peace of mind, knowing that your proposal is completed and submitted without the pressure of a looming deadline. This mental freedom allows you to focus on other important tasks or start planning your next grant proposal. 

How much in advance should I submit grant proposals?

For strategic grant submissions, timing can be everything. If your primary goal is to receive feedback on your proposal before the final deadline, submitting it at least two weeks early is essential. This window of time allows the foundation's staff to thoroughly review your application without the pressure of the impending deadline rush, which typically sees a surge in submissions. 

Remember, fewer proposals will be submitted this early, so it will really stand out and allow your proposal to receive more attention. Program officers will be less rushed and can provide more detailed and constructive criticism you can use to strengthen your proposal. Not every foundation will do this, but many will if you submit early enough.

Types of Feedback Grantmakers May Provide Before the Application Deadline

When you submit a grant proposal early, grantmakers may provide feedback that can greatly enhance your application. This feedback usually focuses on refining your proposal to better meet the grant’s objectives and criteria. Understanding the types of feedback you might receive before the application deadline can prepare you to make the most effective updates to your proposal. Here are some common areas where grantmakers might provide feedback:

1. Work Plan and Timeline:

   • Planning Details: Reviewers might ask for more information about certain aspects of your work plan that appear underdeveloped or vague. For example, they might notice you’ve skipped over essential planning details necessary for the success of your project.

   • Milestone Completion: Feedback may include questions about the completion of important milestones and how they contribute to moving the project forward. If there are not enough clear milestones in the project plan, it may not be immediately clear if the project gets off track. Putting milestones in place helps the organization and the funder ensure that the project is moving forward successfully.

   • Project Timeline: If submitting a multi-year project timeline within a single year-long grant application, grantmakers might request a breakdown of what will be accomplished specifically during the grant period to ensure the timelines are realistic and well thought out. Always make a note of how long the grant timeframe is and ensure that your timeline matches. It’s also okay to talk about other phases of the project for perspective, but make sure the grant year is prioritized.

2. Key Staff:

   • Reviewers often scrutinize who is responsible for carrying out the project and how they are qualified. Feedback may include questions about the qualifications, experiences, and roles of key staff members to ensure they are capable of executing the project successfully. If not enough information was provided, they may even suggest that you submit resumes of key staff.

3. Outputs, Outcomes, and Impact:

   • Deliverables: Grantmakers might ask for more precise metrics about deliverables, ensuring that what you propose aligns with their expectations. Also known as outputs, these are the widgets that your project will produce, such as the number of people served, the number of meals provided, the number of bed nights, or the number of acres protected.

   • Short, Medium, and Long-term Outcomes: Describing outputs is usually not enough. Reviewers will want to know what changes are expected over different periods. Outcomes should focus on the changes in behavior, awareness, attitude, knowledge, or skill resulting from participation in the project.

4. Connection to Funder’s Priorities:

   • A common feedback area is how well your proposal aligns with the funder’s priorities. If the connection isn’t clear, the funder might ask you to revise your proposal to reflect their goals better. Also, remember to address any eligibility issues. For example, I worked with an organization with “Academy” in its name. Whenever applying to funders that do not make grants to individual schools, I immediately stated that the organization was a six-month program for students at risk of dropping out - not a school.

5. Evaluation Plan:

   • Funders might flag proposals with disproportionate evaluation plans—either too extensive or insufficient for the project’s scale. They may suggest resizing the evaluation to appropriately match the project's scope and expected impact.

6. Budget:

   Hands down, the most highly scrutinized aspect of a grant proposal is the project budget. Reviewers will notice if you put together a budget hastily and may believe you have padded the budget, adding extra unnecessary expenses. To prevent this, take the time to carefully research each line item expense so it is as accurate as possible. Also, always include a detailed budget narrative that explains how each line item was calculated.

Feedback Areas Typically Not Pointed Out by Reviewers

When you can get feedback before the actual deadline, you have an edge over the competition, but there are certain areas that reviewers typically do not comment on:

• Project Fit: If a project is a bad fit for the grant, reviewers generally do not provide detailed feedback and may simply send a rejection letter.

• Grammar and Spelling: Reviewers are typically trained to overlook grammar and spelling in favor of focusing on the content of the proposal. But you should still edit your work carefully. Poor grammar and spelling are distracting, and apps like Grammarly and even Chatbots make it easy to check your work before submitting it.

Community-Based Reviewers

After the actual deadline, the formal review will take place. Increasingly, funders are hiring community-based reviewers who are more closely connected with community-based organizations. These reviewers are often provided with anti-bias training and recuse themselves from reviewing any proposal with a conflict of interest. This approach helps ensure the review process is fair, culturally sensitive, and aligned with community needs.

Reviewers typically use a rubric to score each proposal, which may or may not be made available to applicants. I enjoy volunteering to review grants for foundations and government entities and am asked to comment on each proposal that can be shared with the applicant once the awards are made. However, this information is typically only shared when the applicant requests it. So, if you don’t get a chance to receive feedback before the due date, plan to ask for it once the process is complete. This will help you become a stronger writer over time. Plus, look for opportunities to review grants and get the perspective of wearing the funder’s hat for a change.

A Good Grant Strategy

Submitting your grant proposal early is not just a precaution; it’s a strategy that can lead to better-prepared, more compelling proposals and, ultimately, a higher success rate. By understanding the types of feedback that may be provided—and those that typically are not—you can better prepare your grant proposals to meet the expectations of funders while avoiding common pitfalls. Always consider requesting feedback if your proposal is not funded, as this can provide valuable insights for future applications.

Have you ever benefited from submitting a grant early or learned a hard lesson by waiting until the last minute? Share your experiences in the comments below, and let’s discuss how we can all improve our grant writing practices for better outcomes.

Why You Need a Grant Calendar: A Roadmap to Success

Grant writing can feel like an endless race against time—missed deadlines, rushed submissions, and the overwhelming pressure to secure funding can derail even the best efforts. But what if there were a tool to keep you organized, improve your proposals, and maximize your chances of success? Enter the grant calendar, a simple yet powerful resource that can transform how you approach funding opportunities.

This article explores why a grant calendar is essential, how to build one, and how it plays a pivotal role in helping one nonprofit achieve record-breaking success.

Avoid Missed Deadlines

Deadlines are the bedrock of grant writing. Even the most compelling proposal won’t win funding if it’s late. A grant calendar eliminates the guesswork by visually organizing key dates and tasks, ensuring you stay ahead of deadlines.

With a clear timeline, you can allocate time for research, drafting, and reviews while avoiding the panic of last-minute submissions. This structured approach keeps you in control, no matter how busy your workload becomes.

Improve Proposal Quality

When you aren’t rushing to meet a deadline, you have the time to craft thoughtful, compelling proposals that truly represent your organization’s potential. A grant calendar allows you to break the process into manageable phases, giving each step the attention it deserves:

• Research and gather supporting data.

• Write, revise, and refine the narrative.

• Secure internal reviews and approvals.

By planning ahead, you can focus on quality rather than simply completing tasks. And if you’re working with a team, a grant calendar ensures everyone stays on the same page.

Prioritize Opportunities

Not all grants are created equal. Some align perfectly with your mission, while others may require significant time and effort for a smaller payoff. A grant calendar helps you focus on the “low-hanging fruit”—those opportunities that:

• Are a strong match for your organization’s goals.

• Have reasonable application requirements.

• Offer a high chance of success.

By prioritizing these opportunities, you can use your time and resources more effectively, giving each proposal the attention it deserves.

Maximize Success Through Collaboration: A Story from the Field

A few years ago, I worked with a nonprofit executive director who transformed their grant writing process using a grant calendar. What started as a simple organizational tool became the foundation of a highly successful collaboration that exceeded all expectations.

Every month, we reviewed the grants scheduled for submission in the upcoming weeks. This proactive approach allowed the executive director to identify which funders needed a personal touch. He would call the planned grantmakers, often setting up in-person meetings to build rapport and learn more about their priorities.

The calendar wasn’t just about dates; it was a strategic roadmap. I began drafting the grant proposal tailored to each funder’s guidelines and mission. When meeting grantmakers, he made it a point to listen more than he talked. He asked thoughtful questions and paid close attention to the subtle cues in their responses—what they valued, what they hoped to fund, and even what didn’t interest them.

When he met with grantmakers, he made it a point to listen more than he talked. He asked thoughtful questions and paid close attention to the subtle cues in their responses—what they valued, what they hoped to fund, and even what didn’t interest them. After each meeting or phone call, he debriefed me immediately, sharing insights that refined our approach.

The magic happened in the days following these conversations. I revised the proposals to align perfectly with the grantmakers’ priorities, weaving in the themes and ideas they had shared. By the time the proposals landed on their desks, they weren’t just applications—they were responses to the exact needs and interests of the funders.

The results? More grants were awarded than we could have imagined. This process, anchored by the grant calendar, wasn’t just about organization—it was about creating space for strategic relationships, thoughtful preparation, and collaborative teamwork.

How to Build Your Grant Calendar

Creating a grant calendar is easier than you might think. Here’s how to get started:

1. List Grant Opportunities: Begin by gathering information on all potential grants, including deadlines, requirements, and eligibility.

2. Categorize by Priority: Rank opportunities based on alignment with your mission, application complexity, and likelihood of success.

3. Add Hard Deadlines: Enter immovable deadlines first—grantmakers that only have one deadline per year, for example.

4. Use Strategic Timing: Plan your work based on grant types:

• Quarterly Deadlines: Submit to the first deadline of the year when competition is lower.

• Corporate Grants: Most corporate giving occurs early in the year. Work on these in December and January.

• Government Grants: These are typically due in September. Begin working on them in July and August.

• Family Foundations: These often make decisions around the holidays. Plan to work on them in October and November.

5. Choose a Format: Use a tool that works for you, whether it’s Google Calendar, Excel, or project management software like Trello or Asana. We also love Grant Frog for managing your grant applications.

6. Review Regularly: Update your calendar as new opportunities arise or priorities shift.

Data Elements to Track in Your Grant Calendar

A complete grant calendar includes more than just deadlines. Here are the data elements you should track:

• Name of client and project

• Name and contact info for grantmaker

• Type of funding requested

• Amount to request and likelihood rating

• Application details and deadlines

• Match requirements

• Submission and notification dates

• Status of application (e.g., draft, submitted, funded)

• Number of contacts made

• Notes from conversations with funders

• Report due dates (for both current and previous years)

• Follow-up dates

Tracking these elements ensures you have everything you need at a glance, making the grant writing process smoother and more efficient.

Conclusion

A grant calendar is more than just a scheduling tool—it’s your strategic partner in funding success. It helps you stay organized, prioritize opportunities, and improve the quality of your proposals while fostering collaboration across your team.

As the story from the field shows, when combined with strategic outreach and a commitment to listening, a grant calendar can lead to incredible results. So why wait? Start building your grant calendar today and take control of your grant writing process.

But remember, the best grant calendar is the one your team consistently uses.

Have your own tips, tools, or success stories? Share them in the comments below—we’d love to hear how you make the most of your grant writing efforts!

Mastering SMARTIE Objectives: Crafting Inclusive and Impactful Grant Proposals

When it comes to grant writing, objectives are more than just bullet points—they’re your opportunity to communicate your goals, define success, and demonstrate your commitment to equity and inclusion. That’s where SMARTIE objectives come in.

SMARTIE, which stands for Specific, Measurable, Achievable, Relevant, Time-Bound, Inclusive, and Equitable, is a goal-setting framework that builds on the widely known SMART framework. By embedding inclusivity and equity into your project’s foundation, SMARTIE objectives do more than articulate your goals—they show funders that your work is meaningful, measurable, and aligned with their priorities.

Let me share a story from my experience as a grant reviewer that illustrates why SMARTIE objectives can set your proposal apart. 

A Tale of Two Grant Proposals

During a grant review cycle, I evaluated dozens of proposals, all competing for the same pool of funding. Two proposals stood out but for very different reasons.

The first proposal, focused on community health, included a clear, numbered list of SMARTIE objectives right after the project description. For example: 

1.     Screenings: Deliver 200 diabetes screenings through a mobile clinic to underserved communities by December 2024, ensuring outreach to areas with limited healthcare access.

2.     Follow-Ups: Provide follow-up consultations to at least 50% of screened individuals, prioritizing those from underserved areas, within three months of their screening.

3.     Workshops: Partner with local community centers to host six educational workshops on diabetes prevention and management by December 2024, ensuring workshops are accessible to underserved populations through bilingual facilitators and evening sessions. 

These objectives were clear, actionable, and easy to find. As a reviewer, I immediately understood what the organization planned to accomplish, how they would measure success, and why their project mattered. This gave me confidence in their ability to deliver results, and it made their proposal easy to evaluate against the funder’s criteria.

The second proposal also sought funding for a health-related initiative, but its objectives were buried in dense paragraphs of text. Finding them felt like a scavenger hunt. When I did locate them, the objectives were vague and difficult to quantify:

“We aim to improve health outcomes for residents in our community.”

“The program will reduce barriers to healthcare.”

These statements, while well-intentioned, lacked specificity, measurability, and a clear connection to the funder’s priorities. Without concrete goals, I couldn’t fully understand or trust the organization’s ability to deliver meaningful results.

This experience reinforced the importance of SMARTIE objectives. Well-crafted, visible objectives make your proposal stand out for all the right reasons.

How to Write SMARTIE Objectives

To create compelling SMARTIE objectives, follow these steps:

1. Start with Specificity

Define exactly what you want to achieve. Answer questions like:

What will you accomplish?

Who is involved or impacted?

Where will the project take place?

Example:
Instead of “Increase employment rates,” write:
“Help 50 single parents in rural communities secure employment by providing free childcare and job training.”

2. Measure Success

Funders want to see how you’ll track progress. Use data-driven metrics to define success.

Example:
“75% of participants will complete the training program and apply for at least five jobs within three months of completion.”

3. Be Achievable

Set realistic goals based on your organization’s resources and timeline.

Example:
“Recruit 20 volunteer mentors to support program participants over a 12-month period.”

4. Keep It Relevant

Ensure your objectives align with your organization’s mission and the funder’s priorities.

Example:
“Our goal aligns with the funder’s mission to support workforce development initiatives for underserved populations.”

5. Set a Timeframe

Include a clear deadline for achieving your objectives.

Example:
“Launch the job training program by March 1, with all participants completing the program by December 31.”

6. Prioritize Inclusivity

Inclusion means involving diverse perspectives and underrepresented groups.

Example:
“Design the program curriculum with input from single parents in the target community to ensure it meets their unique needs.”

7. Embed Equity

Equity addresses systemic barriers and promotes fairness.

Example:
“Provide need-based scholarships for 80% of participants to reduce financial barriers to program enrollment.” 

Why SMARTIE Objectives Stand Out

Proposals with SMARTIE objectives make a strong impression because they:

Provide Clarity: Clear, numbered objectives make it easy for reviewers to grasp your project’s goals and methods.

Demonstrate Accountability: They show that your organization has a plan to track progress and evaluate success, building trust with funders.

Reflect Inclusivity and Equity: By addressing systemic disparities, SMARTIE objectives align with funders’ increasing focus on equity-driven initiatives.

Align with Funders’ Priorities: SMARTIE objectives demonstrate that you understand the funder’s mission and values.

Make Reviewing Easier: Well-structured objectives save reviewers time and effort, positioning your proposal as a top contender. 

Tips for Writing Impactful SMARTIE Objectives

Collaborate with Stakeholders: Involve your community in crafting objectives to ensure they reflect real needs and priorities.

Use Plain Language: Avoid jargon. Clear, accessible writing resonates with reviewers.

Tailor to Funders: Customize your objectives to align with the specific outcomes funders want to support.

Evaluate Regularly: Revisit your objectives as your project progresses to ensure they remain relevant and achievable. 

Conclusion

SMARTIE objectives are more than just a framework—they’re a way to communicate your organization’s values and a roadmap for achieving meaningful change. By crafting objectives that are specific, measurable, achievable, relevant, time-bound, inclusive, and equitable, you show funders that your work is thoughtful, strategic, and impactful.

Ready to write your own SMARTIE objectives? Share your ideas or examples in the comments below—we’d love to hear how you’re using this framework to drive real change!

The Dark Side of AI and Grant Writing: Unveiling Its Environmental Impact

Artificial intelligence (AI) is often celebrated for its transformative potential—helping businesses streamline operations, improving decision-making, and even addressing global challenges like climate change. For grant writers, AI tools can accelerate research, improve proposal writing, and identify funding opportunities. However, behind AI’s bright promise lies a less-discussed reality: its environmental costs. From the electricity it consumes to the water it uses and the waste it generates, AI places significant strain on the planet. Understanding these impacts is essential to ensure we use AI responsibly in grant writing and beyond.

AI’s Dependence on Electricity

AI’s immense computational power enables tools like ChatGPT to assist grant writers in drafting proposals, generating action verbs, or organizing ideas. Yet, this convenience comes at a cost: massive energy use. Data centers—the physical facilities that store, process, and manage all the data these tools rely on—consume enormous amounts of electricity. These facilities account for about 1% of the world’s total electricity use, which is roughly the same as the energy consumption of countries like Argentina (International Energy Agency, 2021).

Training large AI models, like GPT-3, uses enough electricity to power more than 100 average U.S. homes for a year (Brown, 2020). To put this in perspective, imagine running a grant-writing retreat where 100 participants leave their lights, computers, and appliances running 24/7 for an entire year. That’s the level of energy required just to train one model. Most of this electricity comes from burning fossil fuels such as coal and natural gas, which release carbon dioxide (CO₂) into the atmosphere, contributing to climate change.

For many regions, electricity grids are still heavily dependent on fossil fuels. This means that every time we use an AI tool to draft a grant narrative or research funding sources, we indirectly add to carbon emissions. While AI can save time and effort, it’s important to balance its benefits with an awareness of its environmental costs.

AI’s Heavy Use of Water

Electricity isn’t the only resource that keeps AI running; water plays a critical role as well. Just as a grant writer might need coffee to stay sharp during a late-night writing session, data centers need water to keep their systems cool and operational. These facilities generate immense heat as they process and store data, and millions of gallons of water are used annually to regulate their temperature (Miller et al., 2023).

In drought-prone regions like Arizona or California, where every drop of water is precious, the demand from data centers creates additional challenges. Imagine if a nonprofit working on water conservation in these areas discovered that its AI-driven grant writing tools were indirectly straining local water supplies. This dilemma underscores the importance of exploring more water-efficient cooling technologies to reduce the strain on resources.

The Waste and Resource Costs of AI Hardware

The physical infrastructure that powers AI—servers, GPUs, and storage devices—comes with its own environmental challenges. Just as a grant writer might need specialized tools like templates or software to streamline their work, AI requires specialized hardware made from rare earth metals and other finite resources. Mining these materials often destroys ecosystems and pollutes local waterways (Rüdiger et al., 2019).

Once this hardware becomes obsolete, it contributes to the growing global problem of electronic waste. In 2019, the world generated 53.6 million metric tons of e-waste, much of it discarded improperly (Forti et al., 2020). To put this into grant-writing terms, imagine a foundation rejecting a proposal simply because the narrative is disorganized, resulting in wasted time and effort. Similarly, improperly discarded hardware wastes valuable resources and creates lasting harm to the environment.

For grant writers who rely on AI tools, this raises a critical question: how can we advocate for sustainability while using tools that may contribute to environmental harm? Supporting initiatives to refurbish or recycle old hardware and choosing companies with sustainable practices can help address these concerns.

Managing Heat in AI Operations

AI operations also produce significant heat, and cooling data centers is a major challenge. Data centers are like massive ovens, generating more heat than a room full of laptops at a grant-writing workshop. Traditional cooling methods, such as air conditioning, use additional electricity, compounding the energy demands of these facilities (International Energy Agency, 2021).

Innovative solutions, like liquid cooling or underwater data centers, show promise. However, these technologies are expensive, much like trying to overhaul a grant-writing program without sufficient funding. Until these solutions become more affordable, the energy and cooling demands of AI tools will continue to create environmental challenges.

What Can Grant Writers Do?

While AI offers incredible tools for grant writers, we have a responsibility to consider its environmental impact. Here are some steps to use AI more sustainably in grant writing:

Support Renewable Energy: Choose AI tools and platforms powered by clean energy sources like wind or solar. Many tech companies now disclose their renewable energy usage.

Use AI Efficiently: Instead of relying on AI for every part of the grant writing process, focus on using it for specific tasks like generating action verbs or organizing ideas. This reduces the computational power needed.

Promote Responsible Practices: Advocate for sustainable practices within the organizations you support, such as recycling outdated hardware.

Educate Funders: When drafting grant proposals, consider highlighting the environmental impact of AI and proposing projects that address sustainability challenges.

Conclusion: Balancing AI’s Promise with Sustainability

For grant writers, AI holds tremendous potential to save time, improve proposals, and increase funding success. However, these benefits come with hidden environmental costs, from electricity and water usage to e-waste and resource depletion. By using AI responsibly and supporting sustainable practices, we can ensure that the tools transforming our work do not come at the expense of our planet.

As grant writers, we often tell the story of how nonprofits make an impact. Let’s ensure that our own use of AI aligns with the values of stewardship and sustainability we so often advocate for.

What are your thoughts? Have you considered how AI’s environmental impact ties into your grant-writing work? Share your ideas and solutions in the comments below!

References

Brown, T. B. (2020). Training GPT-3: The carbon cost of AI. OpenAI Blog. Retrieved from https://www.openai.com

Forti, V., Baldé, C. P., Kuehr, R., & Bel, G. (2020). The global e-waste monitor 2020. United Nations University.

International Energy Agency. (2021). Data centers and energy consumption: 2021 report. IEA Publications. Retrieved from https://www.iea.org

Miller, J., Xu, T., & Lee, H. (2023). Water use in tech: Balancing demand in arid regions. Environmental Science Journal, 45(3), 233–245.

Rüdiger, K., Fisher, E., & Naskar, A. (2019). Rare earth metals and their environmental impact. Journal of Sustainable Mining, 18(2), 97–110.

Are Grantmakers Denying AI-Written Proposals?

Personal Encounter with AI Detectors

I’ve heard rumors that grantmakers are rejecting grant proposals written by AI. So, while working on a grant application—a task that demands a high degree of precision and personal expertise—I decided to put an AI detector to the test. I chose one that is lauded for its capability to distinguish between human and AI-generated text.

My first experiment involved submitting a piece of my writing that was entirely original and untouched by any form of artificial intelligence. Surprisingly, the AI dashboard displayed that my text was 99% likely generated by a robot, assigning only a 1% probability to human authorship.

Intrigued and skeptical, I tested another piece of my work: a grant proposal from 2012. Yet again, the results were baffling—the AI Detector tagged the proposal as 27% human, suggesting a significant AI contribution to something I wrote way before AI was a thing.

These outcomes spotlight a critical flaw within AI detection technologies, particularly for fields that rely heavily on nuanced and expertly crafted writings such as grant proposals.

How Do AI Detectors Work?

The AI Detector I chose noted that it was the "world’s most powerful AI-generated content detector," developed through extensive training on vast datasets from popular AI text generation tools and human-generated content. It uses pattern recognition algorithms along with linguistic analysis—focusing on metrics like perplexity and burstiness—to determine the origin of text.

Despite such sophisticated methodologies, the scenarios I encountered raise questions about the reliability of AI detectors, especially when they misjudge complex, well-crafted human writing as the work of algorithms. I promise you, I’m not a robot.

Debunking Common Misconceptions About AI in Professional Writing

The use of AI in professional settings like grant writing is often marred by misconceptions. Critics argue that AI-written communications lack the personal touch critical in relationship building and can't collaborate effectively or alleviate decision fatigue. Here’s why these points don’t hold water:

1. AI as an impersonal tool: While AI can streamline repetitive tasks and structure initial drafts, the final touch always benefits from human insight. This doesn’t diminish the value AI adds but highlights its role as an assistive tool.

2. Collaboration: AI doesn’t replace human collaboration but enhances it by handling routine aspects of writing, allowing team members to focus on more strategic and creative tasks.

3. Decision Fatigue: While AI doesn’t replace decision-making processes, it significantly reduces the burden of mundane choices, allowing professionals more energy to focus on crucial decisions.

The Real Value of AI in Grant Writing

For grant writing professionals and those entering the field through courses like Spark the Fire Grant Writing Classes, AI tools offer substantial benefits. They democratize access to high-quality writing, helping underrepresented organizations articulate their missions compellingly and efficiently. AI can level the playing field, allowing smaller entities to compete more effectively for funding. 

When used wisely, AI doesn’t strip away the human element but enriches it, providing writers with more resources to craft impactful narratives that resonate with grant reviewers. This, in turn, can lead to more successful funding outcomes and greater impact in the communities these grants serve.

Are Grantmakers Denying AI-Written Proposals?

I hope this article shows that, first of all, AI Detectors do not work. If you learn how to write grants—such as through the Spark the Fire Certificate in Grant Writing course—you’ll be able to craft a proposal tailored to the grantmaker’s guidelines. You’ll also learn how AI can make the writing process less time-consuming.

Second, I have talked with countless grantmakers, and everyone reports that it is perfectly acceptable to use tools like AI. In fact, for smaller organizations with less capacity for grant writing, AI can help level the playing field by making grant writing and grant research easier.

AI is not a threat to professional writing but a valuable ally. As technology evolves, so too must our understanding and utilization of these tools in enhancing our work. Rather than fearing AI, we should embrace its potential to augment our capabilities and help us achieve greater success.

By integrating AI tools responsibly and keeping abreast of technological advancements, we can enhance our effectiveness and ensure that our writings, whether for grants or any other professional need, meet the highest standards of excellence.

For those interested in mastering the art of grant writing with a human touch amplified by technology, consider signing up for Spark the Fire Certificate in Grant Writing Class, where you can learn to combine traditional skills with modern tools for greater impact in your career and the causes you champion.

AI in grant writing is a hot topic, and we’re curious about your experiences. Have you used AI in your grant proposals, and if so, how has it worked—or not worked—for you? What are your thoughts on the accuracy of AI detectors like Winston?

We’re also interested in how funders perceive AI-assisted writing. Have you encountered foundations that explicitly restrict or encourage the use of AI in proposals?

Join the conversation in the comments below and share your insights. Your stories and reflections can help shape the discussion around AI’s evolving role in grant writing. Let’s learn and grow together as part of the Spark the Fire community!

Grants for Small Businesses: Your Essential Resource Guide

As grant writing experts, we often receive inquiries from entrepreneurs wondering, "Are there any grants out there for small businesses?" This is a vital question that reflects the hopes and dreams of countless small business owners striving to make their mark in the world.

 We understand the challenges you face, whether launching a new venture, expanding your existing business, or navigating unforeseen hurdles. In response, we've crafted this essential resource guide to help you uncover grant opportunities that could provide the support you need. Let’s dive in!

Tips for Small Businesses Applying for Grants 

1. Understand the Grant's Purpose: Before applying, make sure you clearly understand the objectives of the grant. Each grant program has specific goals, and aligning your project with these objectives can significantly enhance your chances of approval.

2. Read the Eligibility Requirements: Each grant has its own eligibility criteria. Carefully review these requirements to ensure your business qualifies before investing time in the application process.

3. Develop a Strong Proposal: Your grant proposal should be well-structured, clear, and compelling. Clearly outline your business plan, objectives, and how the grant funds will be utilized. Make sure to include specific details about the impact your project will have on your community or target market.

4. Provide Supporting Documentation: Many grant applications require additional documentation, such as financial statements, business plans, and letters of support. Gather and prepare these materials in advance to streamline the application process.

5. Follow the Instructions: Ensure that you adhere to all application guidelines, including formatting and submission requirements. Missing deadlines or failing to follow instructions can result in automatic disqualification.

6. Seek Feedback: Before submitting your application, consider seeking feedback from colleagues, mentors, or professionals in the field. A fresh perspective can help identify areas for improvement and enhance the overall quality of your proposal. For example, Spark the Fire offers a grant review service so you can get feedback on your final draft before you submit it.

7. Be Persistent: If your application is not successful, don’t be discouraged. Grant applications can be highly competitive. Use any feedback provided to improve future applications and keep looking for new opportunities. 

Available Grant Opportunities for Small Businesses

Navigating the world of grants can be challenging, but the opportunities available can make a significant difference in your business's growth and sustainability. Below, we present a sample of grants that can provide the financial support you need to take your business to the next level.

 1. Small Business Innovation Research (SBIR) and Small Business Technology Transfer (STTR) Programs
These federal grants are tailored for small businesses engaging in research and development, with a focus on innovative technologies. To be eligible, businesses must have fewer than 500 employees.

• Website: SBA SBIR/STTR

2. Grants.gov
This portal serves as a one-stop shop for federal grants across multiple agencies, allowing businesses to search and apply for various funding opportunities. Eligibility varies by grant.

• Website: Grants.gov

3. Hometown Heroes Grant Program
This program supports local businesses owned by first responders and veterans, providing funding to help these heroes thrive in their entrepreneurial endeavors. Eligibility depends on the state and target audience.

• Website: Check state-specific resources.

4. Comcast RISE Investment Fund
This program offers grants and marketing resources specifically for small businesses owned by people of color, aiming to enhance their visibility and growth. Eligible businesses must be owned by people of color.

• Website: Comcast RISE

5. Economic Development Administration (EDA) Grants
These grants support economic development initiatives that create jobs and promote business growth in various communities. Specific eligibility criteria depend on the grant.

• Website: EDA

6. The Awesome Foundation Grants
This initiative provides small grants for creative projects proposed by individuals or groups, encouraging innovation and community engagement. There are no specific eligibility requirements, making it accessible to a broad range of applicants.

• Website: Awesome Foundation

7. National Association for the Self-Employed (NASE) Growth Grants
NASE offers grants up to $4,000 for members to fund various business needs, supporting their growth and development. To be eligible, applicants must be members of NASE.

• Website: NASE

8. Rural Business Development Grants (RBDG)
This USDA program provides grants to support the development of small and emerging private businesses in rural areas. To qualify, businesses must be small and located in rural communities.

• Website: RBDG Program

 Conclusion

Understanding the landscape of grants can feel overwhelming, but you don’t have to go it alone. These funding opportunities are designed to support you and your business, whether you're looking to innovate, expand, or simply keep your doors open.

 If you’re ready to sharpen your grant-writing skills and unlock your business’s full potential, consider enrolling in our grant writing classes. Our courses are tailored to equip you with the tools and knowledge necessary to tackle the grant application process with confidence. Plus, we offer a wealth of resources to support you on your entrepreneurial journey. Don’t let these funding opportunities slip through your fingers—let’s empower your business together!

Do you have tips for small businesses seeking grants? Comment below and share your knowledge! We’d love to hear from you.

The Perfect Recipe for Grant Writing Success

In my family, recipes are cherished treasures passed down from generation to generation. They hold stories, memories, and a dash of tradition, making them a part of our inheritance. As I baked recently, I found myself wondering: what if I crafted a recipe for grant writing? What ingredients would it include?

Below is my tried-and-true recipe for writing a compelling grant proposal that strikes the perfect balance between heart and data, emotion and logic. And just like in cooking, every grant writer has their own flair—so I’d love to hear your take on this recipe!

Sweet and Savory Grant Proposal

A great recipe balances savory and sweet. In grant writing terms, this means blending hard facts with emotion to appeal to the data-driven reader and the empathetic decision-maker.

1 Scoop of Good Writing

Good writing is your foundation. Spelling and grammar mistakes can come across as careless, potentially damaging your credibility. While one typo might not cost you the grant, why take the risk?

Tools like Grammarly can help catch errors, refine sentence structure, and even suggest more concise phrasing. For a hands-on approach, try a simple exercise: take one paragraph from your draft and trim ten characters without losing meaning. This practice sharpens your ability to write directly and compellingly.

1 Pinch of Storytelling

Every great grant proposal has a story that sticks with the reader. To add emotional depth, vividly describe the setting of your project—the community or neighborhood where the magic will happen. Is it a bustling urban center or a quiet rural area?

Introduce the hero of your story: your program participants. Let them take the spotlight, showing their agency and resilience. Use quotes and real-life anecdotes to amplify their voices. Remember, your organization is the guide in this story, not the hero.

“Remember, your organization is the guide in the story, not the hero.”

1 Dollop of Statistics

Numbers ground your story in reality. For funders who need data to justify their decisions, include statistics about your program participants and measurable objectives for your project.

For example, if your program helps individuals secure employment, a strong objective might be: “Participants will apply for at least five jobs per week.” Make your objectives SMARTIE—specific, measurable, achievable, realistic, time-bound, inclusive, and equitable. Well-crafted objectives prove that your organization knows how to define and achieve success.

1 Dash of Research

Back your project strategies with research to show funders that your approach is evidence-based. If your program provides childcare to help single parents find jobs, cite studies highlighting the connection between childcare access and employment rates.

Quantify the problem with real numbers, such as the cost of childcare compared to minimum wage earnings. Share examples of similar programs that have succeeded in other communities. Combining research with your organization’s success stories builds a compelling case for your ability to make an impact.

Pre-Heat Your Oven

Before you submit your grant proposal, think about its emotional resonance. Funders are more likely to support initiatives that help people directly rather than those that address an organization’s internal struggles.

For example, would you rather give money to help a family access childcare so the parents can work or pay a nonprofit’s utility bills? While both are important, the former feels more impactful. Focus on showing funders how their contributions will transform lives, not just sustain operations.

Conclusion

Grant writing, like cooking, is both an art and a science. The best proposals strike the perfect balance between emotional appeal and logical reasoning, storytelling, and statistics. By following this recipe and adding your unique touch, you can create a grant proposal that leaves funders saying, “Yes, I want to support this!”

Now it’s your turn: what’s your recipe for a winning grant proposal? Share your favorite tips, techniques, or "ingredients" in the comments below! Let’s cook up success together!