The Art of the Phone Call: How to Stand Out with Funders
In today's world of high-speed communications, it can be hard to make a meaningful connection. Remembering the art of the personal phone call is a great way to stand out in the crowd when you are a grant writer contacting a foundation or other type of grantmaker.
There was a time when grantmakers didn't speak with organizations before the grant application was submitted, but times have changed. Today many grantmakers invite nonprofits to call and make contact before submitting a grant proposal. Funders prefer to learn about your project ahead of time and give you feedback on your potential application. Of course, not every grantmaker is the same, but it is definitely worth trying to make contact. It will save you time and the grantmaker time in the long run.
Here are some tips when reaching out to a potential funder by phone.
Leave a Short but Detailed Message
Most funders receive dozens, if not hundreds, of phone calls every week. If you don't get a program officer on the phone right away, leave a message. Be sure to leave your name, phone number, email, and the elevator pitch for your organization or project. Speak clearly and slowly. Voicemail messages that don't include the right amount of detail will be ignored.
Make a Plan to Connect
Be sure to include a time (during regular business hours) when you can be reached. Mention that you'll call back in two days if you haven't heard from them. Follow up with an email that includes your contact information and a link to your organization's website. Making a plan to connect will demonstrate to the grantmaker that you are serious about wanting to communicate with them and ultimately submit a grant proposal. Set the stage for a long-term relationship.
Don't Drop the Ball
If they call back and you miss the call, call them back within forty-eight hours and follow up with an email. Be persistent but respectful.
It's exciting when a grantmaker returns your call. You now have an opportunity to tell them about the project you are working on and get advice on submitting a grant application.
Once You've Connected
Great news! Someone from the funder's office returned your call and is on the line! Take a deep breath. Grantmakers are people too. In fact, I have found that program officers - the representatives of foundations, are using knowledgeable and engaged. They want to hear about the work being done in the community.
At this point in the communication, it's great to have a list of questions that you want to ask. Make it clear that you have done your research and read the information available on their website, if they have one. Ask questions that build on the information that is publicly available.
Try not to ramble. Make sure you take the time to listen as much or more than you speak. And once the funder begins offering advice, take detailed notes. This information is like gold and you'll want to refer back to it when you begin writing your grant.
If it turns out the funder isn't interested in your project, politely thank them for their time. Not every grantmaker is going to be the best fit for your project, and that's okay. The phone call just saved you a ton of time.
What to Say, Exactly
It never hurts to write down in advance what you plan to say when a funder does call back. Here's a framework for a couple of scenarios you're likely to encounter.
Before Submitting a Proposal
"I've looked at the information and guidelines on your Web site and have determined that a funding request for our youth development program is a good match for your [_____] program. I'm ready to submit a grant proposal and wonder whether there's anything specific I can include in the application that would be of interest to you and your colleagues."
After the Proposal is Submitted
"I submitted an application two weeks ago. I'm checking to make sure you have all the information you need and to answer any additional questions you might have."
If your Proposal is Declined, (And Never Argue)
"I received the declination letter and wondered whether you would be willing to spend a few minutes telling us how we could improve the proposal for next year."
It goes without saying that you should never argue a decision. Ever. If the funder's letter says they didn't fund you because your organization doesn't meet their guidelines and you can prove that you do, you might mention it, but don't push it. At that point, it's likely the money has been committed to another project and arguing will only ensure that your application is declined next year as well.
I stopped by one of my grant writing client's office one time and they were on the phone with a program officer of a government funder. My client - an executive director of a nonprofit organization - was actually berating the program officer. I was completely mortified, and I soon ended the contract with that client. Arguing is in bad taste and it certainly isn't going to win you grants. If you are a freelance grant writer, you definitely do not want to be associated with organizations that operate that way. As the saying goes, you catch more bees with honey.
You Received a Grant
"I just received your letter. Thank you! We're delighted to have an opportunity to work with you and your colleagues. What can we do to keep you informed about the project over the coming months?"
During the Grant Period
"I wanted to let you know that the youth development project you funded has received an additional grant from the ABC Foundation. We're delighted to have additional support for the project."
Of course, some funders do not accept phone calls -- under any condition. Respect their wishes and follow the application instructions on their website or in grant research databases like Instrumentl, GrantStation, or Candid's Foundation Directory Online.
In Conclusion
Grantmakers are much more open to communicating with potential grantees than they were twenty years ago. Take the time to connect by phone and use the opportunity to get valuable information to improve our prospects of receiving an award and build a long-term relationship with grantmakers. Whatever you do, don't get discouraged. Seeking grants is a marathon, not a sprint.
Have you spoken with a program officer at a foundation? What was your experience? Comment below.