HayDay Services is bringing you a series of “how-to” articles related to successful grant development.
Part 6: Program Description
I find the program or project description, sometimes called the methodology section, to be the easiest section of a grant proposal to write. It’s where you detail what you plan to do, how you’ll do it, and why your approach is effective.
Generally, we know what we want to do before we even find the best grant application to submit for funding. But because we often know our programs and projects so well, it can be easy to slap some words on a page and move to other sections of the grant proposal. I’m here to tell you not to do that. A well-crafted program description can make the difference between securing funding and being passed over.
Take the time to create a thoughtful and detailed program description, because even if you know your organization’s programs inside and out, chances are your funder/grant reviewer is hearing about it for the very first time.
Implementing these 9 steps will ensure you’ve delivered a program description that leaves no stone unturned, no question unanswered.
Begin your program description with a brief summary that outlines:
– The core activities of your program
– The primary methods or approaches you’ll use
– The key personnel involved
– The expected outcomes
This overview should be no more than a paragraph but should capture the essence of your program. It serves as an introduction that will make reviewers want to read more. Of course, if you are limited by strict page/word/character counts, you can skip the introduction. It’s often the first thing I cut when space is at a premium.
This is the meat of your program description. Provide a comprehensive explanation of what your program will do. Include:
– Specific services or interventions you’ll provide
– Frequency and duration of activities
– Location of program activities
– Roles and responsibilities of key staff and partners
Be as specific as possible. Instead of saying “We will provide job training,” say “We will offer twice-weekly, 3-hour workshops on resume writing, interview skills, and job search strategies, led by certified career counselors.”
Describe the methods or approaches you’ll use in your program. This section should answer:
– What theoretical framework or evidence-based practices inform your approach?
– Why have you chosen these particular methods?
– How do these methods address the specific needs of your target population?
If you’re using established models or curricula, name and briefly describe them. Maybe a similar organization implemented this program to much success – and it’s okay to say you are following their model. If you’re using an innovative approach, explain its basis and why you believe it will be effective. If you’re following programming recommended in a strategic or master plan for your community, give a brief overview of the plan and who all was involved in developing it.
No matter what method or approach you use, hopefully you’ve included input from the people you serve as part of your process. Successful programs will incorporate the needs of those they are intended to serve – otherwise you’re simply creating a program that will serve no purpose.
Provide a clear sequence of program activities. This could be in the form of a narrative description or a visual timeline. Include:
– Major phases or stages of your program
– Key milestones or benchmarks
– How different components of the program relate to each other chronologically
This timeline should demonstrate that you have a realistic plan for implementing your program within the grant period. Some funders ask for a timeline as a required attachment. Make sure the timeline document matches this section of the application. Also, don’t simply answer any questions about the timeline by staying, “Refer to Timeline Attachment.” Instead, give a brief description of the timeline, hitting the high points, then you can refer them to the attachment for further details.
Detail who will be involved in delivering your program:
– Key staff positions and their qualifications
– Roles and responsibilities of each position
– Any partners or collaborators and their roles
– How you’ll ensure effective coordination among team members and partners
This section should instill confidence that you have the human resources necessary to implement your program successfully. If required or allowed, but sure to include bios and resumes as attachments. The same is true for any memorandums of understanding or support letters. These attachments further bolster your claims about your staff’s experience and the working relationship within your partnerships.
If your program involves serving or engaging a specific population, describe:
– How you’ll identify and recruit participants
– Any eligibility criteria for participation
– Strategies for maintaining engagement throughout the program
– How you’ll address potential barriers to participation (e.g., transportation, childcare)
Programs are not like the movie “A Field of Dreams.” Sure, it’s nice to think that “if you build it, they will come” but that’s no how real life works. Talking about recruitment and engagement strategies (even if the funder does not ask about them), shows that you have thought through every aspect of successful programming.
Demonstrate that you’ve thought critically about your program by discussing:
– Potential obstacles or challenges you might face
– How you plan to address or mitigate these challenges
– Any contingency plans you have in place
This shows reviewers that you’re realistic and prepared for the complexities of program implementation. Of course, if you’re limited by page/word/character counts, this is another section that belongs on the chopping block, unless the funder specifically asks for this information.
Throughout your program description, make clear connections to the goals and objectives you’ve outlined elsewhere in your application. Show how each component of your program contributes to achieving these outcomes.
As you write your program description:
– Avoid jargon or overly technical language
– Use active voice and specific, concrete terms
– Provide examples to illustrate key points
– Use headings and subheadings to organize information
Remember, your goal is to make it easy for reviewers to understand exactly what you plan to do and how you’ll do it.
A strong program description is clear, detailed, and demonstrates that you’ve thought carefully about how to implement your program effectively. By following these guidelines, you’ll create a program description that gives grant reviewers a comprehensive understanding of your proposed activities and methods.
Remember to tailor your description to the specific requirements of each grant application. Some funders may ask for additional information or have specific formatting requirements. Always review the application guidelines carefully and adjust your program description accordingly.
With a well-crafted program description, you’ll be able to clearly communicate your vision and increase your chances of securing the funding you need to make a difference in your community.
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