A Funder's Perspective on Funding Applications

It has often been said that a funder’s job is easy, but that is just not so.  Here Wayne Ward from the Canterbury Community Trust explains, from a funder’s perspective, the dos and do nots of fundraising, how to make a successful application and how funders view the evaluation/accountability process.

 

The Canterbury Community Trust was established in 1988 and belongs to the community.  The Trust has a statutory duty to distribute funds to the communities of Canterbury, Nelson, Marlborough and the Chatham Islands to provide for cultural, philanthropic, charitable or any other projects.

 

In 1998 around 400 applications for funding were submitted to the Canterbury Community Trust, and a total of $900,000 was distributed to successful organisations.

 

In 2010/2011, we predict that around 1,900 funding applications will be submitted, and that around $20 million will be distributed (and more than three times that amount will be requested).

 

As you can see, the increase in reliance on funding from the Trust is huge.  So how do you make your application stand out?

 

First, make sure you understand your funder.

 

Before even putting pen to paper on a funding application, make sure you know who you are applying to.  Ensure that your application will meet the funder’s criteria and that you will be able to account for your expenditure of the grant.  If in doubt telephone, email or visit the funder to ensure all your questions are answered BEFORE your grant application is submitted.

 

And then, get prepared and start planning.

 

Good planning in the beginning will make each subsequent application easier to prepare.  Make sure there are no last minute dashes to the post-box, so be organised and ensure your application is complete and submitted on time.

 

A well planned application will provide the answers to the following questions:

•         What is the nature and scope of the problem/issue? (research data and statistics may be relevant).

•         What is the relationship of your organisation to the problem, need etc?

•         What is currently being done about it?

•         Who is doing it?

•         What do you want to do about it?

–        Aim

–        Key objectives – realistic and measurable

–        Timeframe

–        Project management – who will do what?

•         What are the costs of the project and possible sources of funding, including voluntary contribution?

•         How will you evaluate the project against the objectives?

•         What are the anticipated benefits?

 

There are several points to take into account when deciding how much to ask for.  Make sure you ask for what you need – not more – and be up front with your expectations.  Also ensure you clearly outline other funding requests that have been made (or are to be made).

 

Make sure your application does not include any of the following common funding mistakes, as nothing will turn off the funder faster:

•         Blank forms with “see attached”

•         Lateness

•         Incomplete applications

•         Financial information missing

•         Wordiness

•         Unclear applications

•         Unrealistic requests

•         An “anything will help” request

•         No acknowledgement of previous year’s funding

 

Instead, impress the funder with the following:

•         Value for money

•         Clear benefit to clients and community collaboration

•         Volunteer input

•         Evidence of sound planning

•         Accountable, well run group

•         Photographs

•         Press clippings

 

Funders like to see applications which show how the applicant has helped themselves.  Volunteer, training and development costs are commonly funded, as are projects where the funder can see how the organisation has contributed to the cost through their own efforts.  Make sure you have all the required quotes, consents and approvals and include them in your application, along with details of how you will evaluate and monitor the project/activity.

 

Funders are not so keen on paying for costs such as overseas expenses, travel costs, uniforms, vehicles, conference hosting, lobby or action groups or large capital projects where there is no other funding source evident.

 

There are some common myths about funders which need to be broken.  Such as:

 

MYTH	TRUTH
The more you write, the better	Use plain language, be concise
Ask for more, you’ll get more	Avoid inflated budgets – funders compare!
Funders don’t talk to each other	We have awesome networks
Funders read everything you send	If they do, it’s only a quick skim
If you don’t fit the criteria, apply anyway	Don’t risk annoying the funder or wasting your time, you’ll probably be turned down
Funders are good at mind reading	They are NOT!  Tell them everything they need to know
Funders will follow up on missing information	Some do, but most don’t

 

If you are applying for funding for a major project make sure you contact the funder before the application arrives in the mail, as most funders would expect this.  They will then be able to advise you what information is needed, such as a business plan, needs analysis, plans, quotes or details of other fundraising. 

 

Major project funding is SCARCE so make sure your application is persuasive about the merits of your project and ensure your application includes all the information required.

 

If you are a new organisation without a track record, you may have to work much harder for initial funding.  Funders look for credible people within new organisations as well as evidence of need, sound planning and the potential of the project.  Funding for new organisations is often modest.

 

So you have submitted your funding application and then the un-thinkable happens – you miss out on funding.  What can you do if you application has been declined?

 

Review your application and see where you might have gone astray and remain positive about the project, your organisation and the funder.  Wait a little while and then contact the funder (as you hopefully know them, as you will have been in touch with them prior to making your application) and ask to discuss your funding application.  Ask for feedback on how your application could be improved.  But NEVER ask the funder to defend their decision.  Remember you will not be speaking to the decision maker, but to your advocate!

 

Many people think that giving other people’s money away must be easy – but that isn’t the case at all.  We have a fiduciary responsibility to maintain the funding resource and protect it for the future.  But we also have a statutory obligation to distribute the funds we have, rather than accumulate them.  So we do want to help you – you just need to remember the golden rule:

 

Successful funding applicants are well-organised, knowledgeable about the funders they apply to and persuasive about the merits of their project.

 

Good luck on your funding journey!

  

For more information on the Canterbury Community Trust go to www.commtrust.org.nz , email the Trust at enquiry@commtrust.org.nz or call the 0508 266 878.