Keeping your cool when you’re under the gun

Let’s face it. Writing proposals can be arduous. From enormous federal grants to two-page letters of intent, these projects can be hair-raising if they have impossible deadlines, require massive amounts of information in small amounts of space, or need review by persnickety readers at your organization. For many, writing a grant is just one more responsibility in a more than full-time job.

Lately I’ve helped prepare several federal grants. The experience got me thinking that there’s got to be another way to handle the craziness. So here are some tips for a summer day about keeping your cool when you’re under the gun.

• Prepare. Create a work plan and stick to it. A simple table listing each proposal task, who’s responsible, and the associated deadlines alerts the team about what’s ahead. Regular review will help keep you on track.
• Clear time in your schedule. This is easier said than done. If needed, educate your team—or your boss—about the value of uninterrupted time for a quality, competitive proposal.
• Dive in. Don’t delay. I can say with confidence that you’ll be sorry if you do.
• Spread out. Big grants have lots of moving parts. I create folders to keep things straight.
• Stay fit. I’m amazed by what a physical experience grant writing can be. Eat well, get sleep, and don’t stop going to the gym.
• Use your most productive time. This can take discipline. In my case it involves stopping when I start to sag and then getting an early start the next morning.
• Plan your reward. During one hectic project, in the midst of frenzied emails among the proposal team we discussed going out for ice cream when all this was over. The image of scoops of mint chocolate chip was incredibly motivating.

Finally, take a deep breath. I just recently tried this. I was tired but thought I was on the home stretch. Suddenly, something unforeseen came up that required renewed attention. I couldn’t stop because the deadline was…now. I sat back in my chair, looked out the window, took a deep breath, and regained my perspective, and my composure. I dove back in, surprisingly refreshed, and finished up the proposal.

I like to think about repurposing. These tips can be useful in all sorts of circumstances, including complex emails, delicate conversations, or even planning a vacation. If only I had the time!