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It’s short, but important
After spending what can be enormous amounts of time writing an important document such as
a report or proposal, one last step remains—the cover letter. Understandably, you might be
tempted to approach this as a quick final task, maybe even an afterthought.

Don’t! You might miss an opportunity to pique the readers’ interest and investment in your
document before they even read it. And while perhaps not the final decider, the first person to
read your proposal – and cover letter – is certainly influential. Foster good will by preparing a
thoughtful and enticing cover letter.

Some tips

• Provide a roadmap. In one sentence, orient the reader to your proposal and its alignment with donor priorities.
• Keep it short. Much of what you think you need to say may be sufficiently addressed in your proposal.
• Be considerate. Leave lots of white space on the page. Your reader will appreciate it.
• Make it snappy. The recipient is likely reading many other cover letters. A unique word choice might get attention that sticks.
• Personalize your letter. Enhance the relationship between the signer (if not you) and the donor by adopting the signer’s writing style.
• Cultivate anticipation. Try “We have exciting news to share.” Or something intriguing: “We hope you enjoy reading about our model in which teens direct projects and serve as board members.” That would get my attention.
• Don’t rush! Though short, a well-written cover letter takes time and requires review. Don’t leave it until the last minute.

Express gratitude
You may not feel like being deferential, especially if writing the document has been onerous.
However, funders are busy too, and may be overwhelmed by the piles on their desks. They will
appreciate your genuine expression of appreciation. Good will never hurts and often helps.

There’s a bonus
Writing a cover letter can be like writing thank you letters or even the notes you leave on the
refrigerator for your family. Keep them short and express gratitude anticipatorily: “Don’t forget
to call me when you get home and I love the essay you wrote for class. You’re awesome!”

Early on, my image of proposal writing was: me, sitting at my desk, drafting, editing, re-writing, more (and more) editing, and finally a finished product. Though I always work with at least one other person to produce a document, I still viewed writing as a solitary activity. The reality is very different, thank goodness.

Considerations

• Be inclusive. The finished product will be stronger and more compelling when it reflects the diverse knowledge, experience, skills, and perspectives of the entire team.
• Get acquainted. While team members may know each other, the project may be new to some or all. Allow time for the group to coalesce around what may be a single-purpose experience.
• Plan carefully. Logistics can be complicated, especially when working across schedules and even time zones. Schedule inclusively and make sure your technology works.
• Bring donuts. The complexity of big grants typically calls for multiple meetings, drafts, editing, and hashing out a model that works. This can tax a team. Acknowledge the challenge and add some fun.
• Stick with it. There may be messy phases – brainstorming, producing, review, and editing – before achieving a cohesive and universally supported final product.

The benefits

• Buy-in. Those who contribute to forming a new program are more likely to remain involved once it’s funded.
• Funders spot potential. A proposal that synthesizes perspectives and points of view demonstrates a foundation for results.
• Collaboration boosts success. A group that works together well will more likely create successful, sustainable models.
• Disagreeable projects can build camaraderie that outlasts their obnoxiousness, (yes, it’s a word!), and can be helpful when the next challenge comes along.

Be patient
Teamwork under deadlines can be challenging, if not downright aggravating. Take deep breaths, plan breaks, and encourage levity. It’s an opportunity to get to know your colleagues better and even have fun, while benefiting your organization well beyond the grant preparation process.

Short Takes

Turn on the music

12-01-22

I’ve loved music since I was a little girl, when I pounded out tunes on our family’s old upright piano. My piano teacher, Mrs. Plumley, taught me about rhythm by bending over and swinging her arms back and forth, and insisting I do the same.

By now I realize it’s a small step from swinging my arms to listening to music while I work. I think it improves what I write.

What we know

I wondered what is known about music and writing. Research has shown that music improves cognitive performance, and ‘happy music’ may promote creative thinking. Another writer suggests that music can [provide] “non-invasive noise … to neutralize the unconscious attention system’s ability to distract us.” He concludes with: “Music you like increases focus, while music you don’t impedes it.”

There are deep historical links between music and work. Music has been used to improve productivity over (at least) centuries, for example by sea shanty-singing sailors. This article suggests that aspects of music, such as its predictability, may be influential.

Despite the, frankly, confusing literature about music and productivity, nowadays I sometimes listen to all kinds of music when I write. I usually know whether lively or slow, raucous or peaceful music is best for the project at hand.

The benefits

• Music perks me up and gets me going.
• Lively music, with a beat, sharpens my focus.
• Music filters out distractions.
• It inspires creativity.
• It improves my mood, and therefore my writing.
• Music can evoke emotions that, when translated into words, may help elicit passion for programs in the reader.

Listen up!

Musical preferences are deeply personal. Nevertheless, here are two of my favorites.

When you’re stuck or need a break, watch Jon Baptiste’s music video Freedom. It will rev you up for the final push of any tear-your-hair-out proposal.

And for the holidays, here’s the stunning 12^th century traditional Irish Christmas song with a global vibe performed by Alison Kraus, Yo-Yo Ma, and fellow musicians. Don’t miss it.

My very best wishes to all, for all of 2023.

This may sound familiar. You have an important writing assignment and no idea where to start. Your desk is piled high with reports, publications, meeting notes, and data, and your computer is cluttered with windows open to multiple websites. Instead of sparking your imagination, it sets your nerves on edge.

The thought of producing a winning document in the midst of overload, expectations, and deadlines can be mind-bending.

Get started
Instead of losing heart, dive in. As my friend and colleague, Debra Farrar-Parkman, Director of Development at East Boston Neighborhood Health Center said she realized in a writing class: “ I am learning to write badly, then go back and edit, make sense of the parts that make no sense, and elaborate on those that have merit.”

It’s freeing. Rather than feeling stuck while watching the clock tick, try this:

• Before you start writing, ponder the big picture. What is the story you want to tell, and how will it strengthen your case for funding?
• Write down whatever comes to mind before you forget. Don’t censure.
• It doesn’t matter what your first draft looks like. You’ll edit later.
• Ask colleagues and clients for their ideas. Their input will improve quality and help keep things moving.
• Reading the paper, watching a movie, or mulling things over while you take a walk can lead to words on the page. You’d be surprised where good ideas come from.
• Have fun with it. Scribble, doodle, or use colored pens or markers. This is a creative process!

Anticipate editing
The joy of completing your first draft, however messy, will set you up for successful editing. I love to edit; it’s so much easier – and a huge relief – to work from words on the page than a blank page. As you edit, you’ll see new possibilities to strengthen your document.

Phew!
This article was a mess when I started. When I re-read my initial sentences, I realized I was on the wrong track. I stopped, asked Deb for help, and reset. Pondering what I was really trying to say helped me refocus and get back on track.

When writing for donors, our focus on proposal requirements can get in the way of describing what drives programs and inspires new directions. Words that get to the heart of your work may move the reader to give your document a second look. Here’s what I’ve tried.

Identify shared experiences
I pondered how to connect with readers of a concept paper for the early education program of a large public school system. I landed on reading as a shared experience, and described “the spark when a child first learns to read, and the ensuing confidence and mastery that promote curiosity, achievement, and a joy of learning.”

Be creative
I was asked to write a report about diversity initiatives on a college campus. There were lots. To reduce the risk of ‘laundry-listing’, I built on the vibrancy I felt when reading about the work. I described the sense of “belonging and flourishing that builds in talks over coffee and reflects an inclusive environment infused with learning and sharing.”

Use strong words
In one grant, I searched for words to straightforwardly but sensitively convey the challenges faced by traumatized youth new to the U.S. I described “horrific journeys” from their home countries to new neighborhoods where “loitering, bullying, and poorly lit parks are hard realities that keep them indoors and limit possibilities.”

Be brief
I believe narrative such as this can boost the funder’s interest, especially if it’s brief. Over-dramatization doesn’t do justice to the courage and spirit of these young people. Their lives are not soap operas.

Don’t forget the facts
Emotions alone will not secure funding. Hard-hitting data will help convince the reader that your approach will work. Cite enough, but not too much data. Don’t risk losing your readers’ attention, and possibly their emotional investment, with too many facts and figures.

Follow your inspiration
One morning I heard a story on public radio about the mental health effects of the pandemic on teens. I was so moved by the description of one girl’s struggle to get help that I immediately drafted and edited a Short Takes article about the value of writing for young people.

A personal example
Recently I re-read my journal from a trip to Egypt, and was surprised to find that I enjoyed reading my handwritten, unedited writing. This was due, I am certain, to the profound nature of my experience, and especially the stories of Egyptians I was fortunate to meet.

It’s worth the effort
Putting heart into professional writing can be challenging. Consider it anyway. We may help the reader understand why our work is needed when we convey the personal impacts of extraordinary circumstances.