Many Federal agencies are throwing deadlines at us with barely any warning. What used to be about a month of super-focused prep time has telescoped into a few frantic days. It’s ridiculous, ineffective, and feels like it’s being done on purpose at this point. It’s emotionally draining and terrifying knowing that this uncalled-for mad scramble for more data, more program stats, budgets, and required attachments is not your best work. More importantly, the pressure compounds knowing people who need these grant dollars for access to vital programs and services will suffer if you’re not successful.
This nearly unbearable level of stress makes actual writing an incredible challenge. I can’t change those unreasonable deadlines, but here are some techniques that helped me through the grant deadline marathon that was July.
Work in 25-minute chunks with short breaks. When you’re stressed and tired, those breaks aren’t optional—they keep your brain sharp enough to tackle complicated grant language. There’s an app, or you can buy a fancy tomato shaped kitchen timer, or just use your phone or watch. Over the years I have used this and then stopped, but each time I return, I’m amazed at what’s possible to accomplish in less than 30 minutes.
Don’t look at the whole massive proposal as one task. Split it up: needs assessment, objectives, methods, evaluation. Focus on finishing one section at a time. Each small win keeps you moving forward. Delegate whenever it makes sense to do so—call other grant pros in if you can or seek proofing or other help from within your organization. This is not to the time to fly solo when so much depends on this funding.
Update program data, budgets, organizational charts, and standard attachments and other grant-related documents at least twice a year, even when there’s no deadline looming. Having everything current means you can focus on writing instead of hunting down old information when time’s running out.
Turn off notifications and let people know when you’re unavailable. Mean it. Even short periods of focused writing can make a big difference as I learned with the pomodoro method
These crazy timelines take a toll. Make sure to build in recovery time after submissions—rest, celebrate the effort, and have honest conversations about workload. You can’t advocate effectively for communities if you’re running on empty.
Check out all our episodes, and don’t miss any new ones, by subscribing on Apple Podcasts or Spotify today!
The Fundraising HayDay Podcast charted on the 90 Best Fundraising Podcast list compiled by Feedspot . In fact, we landed at spot #4.
Thanks to our listeners and supporters! This is such a passion project for us, and we trust you love it as much as we do.
You can find the entire lineup of 90 podcasts by clicking here.
Times are tough. Finding trusted information shouldn’t be. Get our weekly newsletter.
