For More Effective Grant Writing, Learn the Truth Behind These 5 Grant Myths

Grant Funds

Because grant writing is one of my services, I often talk with people about their expectations regarding grants. Through these conversations, I have come to realize that grants are somewhat misunderstood by both for-profit companies and nonprofits. However, you will have a much easier time writing a grant proposal (and will be more likely to get funded) if you clearly understand what grants can and cannot do for you. Here are some myths I’ve heard, and the truth behind them.

Myth #1: The Federal government has grant funds available to help your for-profit business.

The Federal government may offer grant funds for a business to carry out certain specific tasks, but does not provide funding to help you start or grow your business. For more on this topic, see this Grant Writing Center article, “Are You Eligible for Government Grant Funding?” If you want to investigate government grant funding, check out Grants.gov. You can look for grant opportunities outside of those offered by the Federal government at the Foundation Center website.

Myth #2: Once you have secured grant funding, you can access it year after year.

Typically, you need to reapply for funding each year, and funders can (and do) deny funding after awarding it in previous years.

Myth #3: Once you have secured funding, the hard part is over.

Throughout the grant period, you need to manage funds so that the money is spent in the way it is spelled out in the grant. You also need to prepare and submit financial and other types of reports, some of which may be fairly extensive. If you are managing several grants, reporting can take up a good portion of your time.

Myth #4: Grants provide the majority of funding for nonprofits.

Savvy nonprofits know that grants can provide a certain portion of funding, but that a strong donor base is the best and most consistent source of revenue  available. The ideal arrangement is a combination of the two.

Myth #5: You can specify what you want a grant to cover.

You cannot create a grant to suit your needs. Funders have goals, and create grants to meet them. They look for organizations that can carry out the work necessary to do so. Potential grantees should look for funders whose goals they can meet through their programs.

What other grant myths can you think of? Let me know in the comments!

About the Author: Karen Marcus, M.A. is a Northern Colorado copywriter who has been helping clients in a wide range of industries to put their best word forward for 13 years.

Need assistance with a grant? Karen can help! Click here for contact info.

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Working With Word Count: How Long Should Your Business Document Be?

Working With Word Count

At its simplest, word count is just a number: the number of words in your case study, brochure, website page, or e-book. You may wonder, then, why you need to be concerned about it. It’s the number of words; so what? When you are preparing to write a document, you should know the intended word count for several reasons:

  1. The length indicates what kind of document you are “really” writing. If your boss asks you to put together a five-page white paper, for example, what she may actually have in mind is a product brief or brochure. Each type of document requires different content, and it’s helpful to know what type you’re dealing with before you begin.
  2. You need to make sure your text can be accommodated by the design. Say you’re putting together a single-sided data sheet. Even if a normal page of text is 500 words, those 500 words are going to have to be pretty tiny once you take into consideration any images, graphs, tables, or other design elements that also need to be included.
  3. The intended length can help you determine the right level of detail, and how much research you’ll need to do. I recently got an assignment for a 25-page document. Just based on the number of pages, I knew I’d have to conduct several interviews to develop the right level of detail.

Here are some guidelines for how long each type of document should typically be. Keep in mind that one 8.5″ x 11″ page of 11 point, single-spaced copy is about 500 words.

  • Article: About 500 words, may be longer depending on the context
  • Bio: About 200 words
  • Blog Post: At least 300 words, no more than 700, unless you can be pretty sure your readers will stay interested (formatting can help here—be sure to include brief paragraphs, bulleted lists, and white space)
  • Brochure: For 8.5″ x 11″ pages, about 300 words per page (assuming graphics will be included on each page); for a standard tri-fold, about 700  words total
  • Business Proposal: There is no real standard for this. It  depends on how much you have to say. Just be sure not to say any more than you need to.
  • Case Study: As few as 400 words, up to about 1,200
  • Data Sheets: About 300 words per page
  • E-book: There is no real standard for this. It  depends on how much you have to say. Just be sure not to say any more than you need to.
  • Grant Proposal: No more than the limit stated in the RFP, no exceptions!
  • Press Release: Between 300 and 450 words
  • Web Page: At least 300 words
  • White Paper: Somewhere around 10,000 words

Did I forget any? Let me know in the comments!

About the Author: Karen Marcus, M.A. is a Northern Colorado copywriter who has been helping clients in a wide range of industries to put their best word forward for 13 years.

Need assistance with your word count? Karen can help! Click here for contact info.

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10 Questions to Ask Before Writing Any Business Document

10 Questions to Ask Before Writing Any Business Document

If there’s one thing that can help you be more successful in writing, it’s careful planning. Before you even begin researching or drafting a website, blog, article, brochure, case study, elevator speech, e-book, grant proposal, or other business document, you need to ask yourself some basic questions. Here are a few to get you started:

1. What’s your purpose?

There are many reasons to create a document, including to sell, to inform, or to educate. Be sure you know what your reason is and craft your document accordingly.

2. What’s your timeline?

Know how much time you have to develop your document, and plan your schedule accordingly. Be sure to allow enough time for research, drafting, reviews, and revision.

3. What kind of document do you need?

Some types of information are better suited to particular types of writing. For example, maybe you want to promote a new line of services. You could introduce them in your blog, but perhaps a series of press releases would be more appropriate. Consider the information you want to convey before deciding how to convey it.

4. Where will the document be placed?

Document placement will determine a lot of what you write. A data sheet for a new product placed as a PDF on your website should read differently than a similar document printed out to be distributed at trade shows. Think about who will be reading the document, what other documents they will have access to, and at what point in the sales cycle the information will be introduced.

5. Who is your audience?

Your audience’s concerns are of primary importance. Find out as much as you can about your target readers, and shape your document to address their needs.

6. Who is your hidden audience?

Did you know you have a secondary audience that you might not have considered? A secondary, or hidden audience can include your boss, your client’s client, your client’s advisers, sponsors, or competitors. It can be tricky to write with them in mind, but you can get yourself into trouble if you don’t.

7. What’s your core message?

Your company or organization should have a core message that gets reflected in every piece of communication. Know what it is, and state or imply it in your document.

8. What’s your main message?

Your main message is specific to the particular document you’re working on. What is the one thing you want readers to remember after reading your document? Identify it and make it clear in your writing.

9. Where will your information come from?

It’s hard to write a document with no information! Be sure you know where you can gather the data you need, whether it’s from your own knowledge, through interviews, or based on research.

10. What’s your hook?

Your document will be useless if no one reads it, so be sure to develop a great opening line, or “hook” to interest readers and keep them reading.

What are some other questions you ask yourself before starting a writing project? Please share in the comments.

About the Author: Karen Marcus, M.A. is a Northern Colorado copywriter who has been helping clients in a wide range of industries to put their best word forward for 13 years.

Need assistance with your business document? Karen can help! Click here for contact info.

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Write a Case Study to Show How You Shine

Write a Case Study to Show How You Shine

We all know that what other people say about you carries more credibility than what you say about yourself. Many businesses understand this, and display testimonials or customer quotes on their websites and other promotional documents. But, a testimonial only says so much. Yes, they contribute validity to your message, and are great to have, but consider taking the strategy of third-party commentary a step further.

A case study, also known as a success story, is a great way to show that people are saying nice things about you in a more concrete and relatable way. A case study tells the detailed story of one customer’s experience with your products or services. With a story format, readers become more invested and can imagine themselves in the place of your featured customer. In other words, they can begin to imagine doing business with you. Here are some tips for writing a case study of your own:

Present the Problem

Open your case study with an introduction to the customer: who they are, what they do, and why they needed your products or services. Remember, you are trying to create a picture that readers can make themselves a part of, so be specific in terms of industry, size, customers, and competition. Then, present the problem that they were trying to solve when they found you.

Outline the Choices

Chances are, when your case study customer was looking for your products or services, they found others who could provide them as well. Mention who those “others” were, what they had (and didn’t have) to offer and why your customer chose you.

Show the Solution

Describe how your products or services solved your customer’s problem. Here’s your chance to really show how you shine: mention product names, service packages, or special implementations. Spell out any special offers, or situations in which you went above and beyond, or helped the customer to select the right product or service for their needs.

Quote the Customer

A good case study will have plenty of direct quotes from the customer. How do you get these quotes? The best way is to conduct an interview. Let them tell the story of how you helped them in their own words, then use those words to help you relate that story to your prospects. (By the way, it’s always a good idea to let your customer review a case study before you publish it.)

Reveal the Results

Here’s a great place to use facts and figures to help you tell the story. Did your product help the customer increase profits by 50%? Mention it! Did your service allow the customer to generate 100 additional leads per month? State it! You might want to use charts or graphs here to illustrate your points.

Has your business benefited from a case study? Please share in the comments.

About the Author: Karen Marcus, M.A. is a Northern Colorado copywriter who has been helping clients in a wide range of industries to put their best word forward for 13 years.

Need assistance developing a case study? Karen can help! Click here for contact info.

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How to Write a Business Proposal That Will Wow Your Prospect and Win You the Sale

How to Write a Business Proposal to Seal the Deal

So, you’ve done the legwork and found a fantastic prospect. You’ve communicated your value and shown how it can contribute to the prospect’s success. You’ve discussed a specific project to partner on, and the prospect has requested a business proposal. Congratulations! This is great, right? “Right,” you might be thinking, “but how do I make sure my proposal leads to a sale?” Read on for some tips on doing just that.

It’s Not About You

Keep in mind that a business proposal is a promotional document. As with all promotional documents, it’s not about you; it’s about how you are going to make the reader’s life easier. With a proposal, you should spell out how your specific services will meet their specific needs in this specific situation. The best way to make sure your proposal does this is to have a thorough conversation with your prospect before writing it. Ask them things like what their deadlines are, how involved they are willing to be, how often they expect to meet with you, what constitutes “success” on this project for them.

Structure

Each business, and therefore each proposal, is different. But, there are some basic elements that should probably be included in your proposal:

  • Background / Objectives – Describe why the project is needed, and what the outcomes are expected to be.
  • Solution – Describe how your services will produce those outcomes.
  • Process – Describe how you will perform your services.
  • Pricing and Payment – Clearly spell out your fees and explain how they are to be paid.
  • Next Steps – Explain what needs to happen to start the project.

Be Specific

Throughout your business proposal, be as specific as you can. What are the deliverables? What are the steps involved? Who will perform them? What is expected of your client? When will the project be completed? What happens if things don’t go as planned?

Follow Instructions

If you are responding to a Request for Proposal (RFP), follow instructions to the letter, for format, supporting documents, information to be included, etc. Don’t make the mistake of thinking you are an “exception.” You’re not, and the last thing you want is to write a great business proposal that doesn’t get considered because you failed to meet the criteria of the RFP.

Take Your Time

While it is important to deliver a business proposal in a timely manner, it is also important to get it right. Take the appropriate amount of time to develop a sound proposal that will wow your prospect and win you the sale.

What are some of your business proposal best practices? Please share in the comments.

About the Author: Karen Marcus, M.A. is a Northern Colorado copywriter who has been helping clients in a wide range of industries to put their best word forward for 13 years.

Need assistance developing a business proposal? Karen can help! Click here for contact info.

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For Better Promotional Writing, Start With a Strong Core Message

Even among really smart people with great businesses, I often hear the lament, “I don’t know how to talk about what I do.” Sometimes you can be so close to your products and services that it’s hard to communicate about them in an understandable way. The solution, and the key to promoting your business clearly [...]

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What Makes Effective Business Writing?

Every business writing situation is different. You will naturally alter your strategies for a website versus a brochure, a blog, a press release, or an e-book. The ways to achieve writing project success will vary from document to document as you consider things like context, audience, structure, placement, and purpose. But, there are some common [...]

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Attract Readers With Simple Language

As we all know, there is a lot of information out there. Readers can choose to read your blog posts, e-books, brochures, newsletters, or someone else’s. There are any number of factors that determine who reads what, such as interest level, ease of access, and the reader’s previous relationship with the author. Another factor is [...]

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Use Disruptive Language to Catch Readers’ Attention

The word “disruptive” may evoke a number of unpleasant scenarios: an unruly child preventing classmates from learning; an unhappy customer causing a scene; a disgruntled employee derailing a meeting. But, disruption doesn’t have to be so extreme. Disruption can simply be an interruption, or something unexpected. This phenomenon is demonstrated in disruptive marketing, which can [...]

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Got Hook?

Say you’re writing a sales brief to promote the latest product your company has developed. You have engaged in careful planning to determine the target audience, purpose, scope, and context for the document. You have done your research. You have conducted thorough interviews. And, now it’s time to hit the keyboard. But, where do you [...]

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