Preparing Grant Applications: Tips to Get Ahead Before the RFP Drops

At Bower Consulting, we know that preparing grant applications is just as important as writing the proposal itself. With fewer Request for Proposals (RFPs) currently available, now is the perfect time for schools to get organized and lay the groundwork for success. Grant preparation is about more than just deadlines—it’s about building strong foundations that showcase your school’s strengths and set your proposal apart.

Here are six actionable tips to help your school excel in preparing grant applications and securing critical funding.

1. Build Partnerships Early

Strong partnerships are key to successful grant applications. Begin identifying potential collaborators now, including businesses, not-for-profits, vendors, and organizations that align with your school’s mission. Partnerships show funders that your school has support from a broader community and that your proposed project has the backing it needs to succeed.

For example, if you’re applying for a grant to improve STEM education, consider reaching out to local tech companies or universities. These partnerships can provide additional expertise, mentorship opportunities, or even matching funds. Collaborating with a trusted grant writer ensures your proposal reflects the full value of these relationships and highlights their importance in achieving your project goals.

2. Gather Supporting Data

Schools are already adept at collecting data for instructional purposes, but this data is equally valuable in preparing grant applications. Funders look for proposals that demonstrate need and potential impact, and data is the key to telling that story.

Start by gathering demographic information about your students and community. Highlight key statistics that align with the grant’s goals, such as enrollment numbers in specific programs, participation rates, or academic performance improvements. Additionally, include qualitative data like testimonials from students, parents, and teachers. A combination of numbers and personal stories makes your application both compelling and credible.

Consider organizing your data into easily accessible formats, such as charts or infographics, so you can quickly incorporate it into your proposal when the time comes.

3. Identify Potential Funding Sources

Researching funding opportunities is a critical part of preparing grant applications. Take the time to explore grants that align with your school’s mission and goals. While not all RFPs can be predicted, many grantors follow a consistent release calendar. Use this information to anticipate upcoming opportunities and start planning your applications.

Create a list of potential grants, including their eligibility requirements, deadlines, and priorities. This proactive approach ensures you have a clear roadmap for the year ahead. Don’t forget to subscribe to newsletters, follow grant databases, and network with other schools to stay informed about new opportunities.

4. Develop a Project Framework

If your school has a specific project in mind, now is the time to flesh out the details. A well-developed framework is the backbone of any successful grant proposal. Begin by defining the problem you want to address and outlining how your project will provide a solution.

Engage your team and stakeholders in discussions to gather multiple perspectives. This collaboration ensures your framework is comprehensive and aligned with your school’s goals. Think through the logistics, such as budget, timeline, and resources needed. Having these details mapped out ahead of time makes it easier to align your proposal with the grant’s requirements.

For example, if your school is seeking funding for an afterschool program, outline how the program will operate, who it will serve, and the measurable outcomes you expect to achieve. This preparation shows funders that you’re ready to hit the ground running.

5. Organize Documents

One of the simplest yet most impactful strategies for preparing grant applications is organizing your documentation in advance. Many grant applications require standard forms and reports, such as tax-exempt certification, financial statements, program evaluations, and letters of support. Having these documents ready to go can save valuable time once the RFP is released.

Create a digital folder for your grant application materials, and keep it updated with the most recent versions of required documents. Consider adding a checklist of frequently requested items to ensure nothing is overlooked. This level of organization not only streamlines the application process but also demonstrates professionalism and preparedness to funders.

6. Stay Informed

The world of grant opportunities is constantly evolving, so staying informed is essential. Subscribing to newsletters, following grant databases, and attending workshops are great ways to stay up to date on new funding opportunities and trends. At Bower Consulting, we regularly share updates on grants and best practices through our weekly newsletter to help schools stay ahead of the curve.

Being informed means you’re ready to act quickly when the right RFP drops. With limited time between the announcement and the deadline, knowing what’s available and being prepared to respond gives your school a competitive edge.

Position Your School for Success

By taking proactive steps to prepare, your school will be ready to respond confidently when the right RFP drops. Preparing grant applications isn’t just about meeting funder requirements—it’s about showing your school’s potential and demonstrating that you’re equipped to deliver results.

If you’re ready to take your school’s grant applications to the next level, let’s connect. At Bower Consulting, we specialize in guiding schools through the grant writing process, from preparation to submission. Contact us today to set up an exploratory call and start building your path to success.