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When I’m asked what I do, I say I write strategic documents. Lately I’ve been wondering what I really mean by this.

I consulted several dictionaries for definitions of strategic:

• “Of great importance within an integrated whole or to a planned effect.” Merriam Webster
• “Tactical, calculated, deliberate, planned. If you put something in a strategic position, you place it cleverly in a position where it will be most useful or have the most effect.” Collins Online Dictionary
• “Important or essential in relation to a plan of action. Highly important to an intended objective.” American Heritage

For those of us who work in fundraising, using words strategically is part of our daily work. Here’s how I think about it.

Strategic documents are persuasive cases for support that are carefully prepared to introduce the reader to your organization, provide historical and social context, describe new initiatives, explain why they will work, and spark interest in learning more. A well-written case statement communicates mutual alignment, generates enthusiasm, and helps turn interest into commitment.

Strategic documents take many forms, including proposals, memos, letters, position papers, talking points, presentations, thank you letters, emails, strategic plans, and annual reports.

They may be directed to a wide audience or a single person. These include institutional leadership, donors, foundation officers, CEOs, trustees, medical directors, alumnae/i, civic leaders, and public officials.

A strategic document has a clear purpose, for example a request for funding, an invitation to a meeting, or a thank you letter. It might be an email to arrange further communication to inform the reader about what you hope to accomplish in your community.

Strategic documents are written with the interests of each reader in mind. Writing style, format, content, and length are carefully chosen to align with the preferences of the reader. Be clear and concise. Donors appreciate brevity.

Strategic documents demonstrate rigor. They integrate what can be voluminous amounts of material, synthesize multiple points of view, demonstrate expertise and knowledge of current trends, and thoughtfully coalesce all of this in a carefully synchronized document that speaks to the interests of the reader.

The takeaway
As writers, we have opportunities to influence the thinking of people who make decisions about the futures of institutions and communities. Strong strategic documents align the world within your organization with the community you serve, and challenge the reader to consider connections beyond immediate needs to broader social change.

Any time of year is a good time for reading, but winter in New England is a perfect opportunity to explore the pile-up of books and magazines many of us have on our bedside tables. Since I love to read, this almost makes me like winter.

It’s common knowledge that reading improves writing. Recently, however, I’ve been thinking about the variety of sources, printed and otherwise, that help me write, and write better.

Radio: In May 2021 WBUR aired a story about mental health challenges among teenagers. The story profiled a young girl who spent weeks in the ER before space was found for her in a community setting. I was so moved that I immediately wrote an article for young people that, uncharacteristically, required very little editing.  Reading about this brave girl improved the quality of my writing.

Literature: Recently I read Virginia Woolf’s To the Lighthouse. I eagerly turned to page one and immediately encountered Woolf’s occasional use of long, up to half-page sentences. I was fascinated to find that soon I breezed through them, aided by her well-placed commas, while learning about the value of varying sentence structure and length to keep the reader alert and interested.

Children’s books: Children’s books must quickly get and keep the attention of busy kids. Rhythm, rhyme, and brevity are common tools. There are so many fabulous examples in the explosion of children’s books. I recently encountered Majestic: Celebrating Maya Angelou, by Kwame Alexander. Here’s one stanza:

Be brave,
Like a new seed bursting
With extraordinary promise.

My favorite radio show: I plan my Saturday mornings around Scott Simon’s show, Weekend Edition Saturday. Simon is a wonderful interviewer with fascinating guests from all areas of life. In June 2021 he interviewed Yusef Komunyakaa. I was inspired to include some of what Komunyakaa had to say in my article about lyrical writing.

Poetry: Last week I read American Smooth by Rita Dove, which appeared in my poem-a-day email from the Poetry Foundation. In less than 30 seconds I learned something about precision, rhythm, and the perfect pairing of unlikely words that can foster immense reader satisfaction.

Essays: On Monday mornings I receive brief essays about everyday life from the journal River Teeth. I’m drawn to these mini stories because they flow easily, contain unexpected surprises, and avoid superfluous language.

Books on writing: There are lots of books on writing. I have found Klinkenborg’s Several short sentences about writing especially useful, and it’s a very easy read.

Email: Don’t forget about your daily correspondence. Some of the people I exchange emails with are excellent writers.

What I’ve learned

I’ve learned a lot from the range of what I read and listen to. A podcast, an interview, or even a cookbook can spark an idea or contain useful lessons. Once I recognized the value of a rich variety of material my perspective broadened, my writing improved, and my love of learning deepened.

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.

When it comes to big writing projects – from federal grants to complex foundation proposals – a simple, coherent plan can help you get the job done, done better, and done on time.

The benefits 

• It’s worth an hour at the start of a big project to create a plan and review it with the project team.
• A project plan informs all team members about each person’s role, what’s needed, and when.
• It provides an opportunity to discuss and agree on a new program model.
• The plan builds commitment and camaraderie. Both contribute to quality and a much more sane experience.
• The best plans anticipate setbacks. A strong team leader tries to avoid them while adapting to shifts when needed.

Lessons learned

• Don’t delay. As soon as you know you’re going for the grant, start planning.
• A thoughtful plan maximizes the time you have to complete a quality product.
• Well-developed plans can identify time wasters, for example by avoiding nice-to-have meetings in favor of those linked directly to grant requirements.
• The more grant reviewers you have, the more time you’ll need.
• Good writing takes time. Plan for it.

The plan can include all the steps needed to complete the grant package, or focus on certain parts of the project. The example below is the model I use. It describes a six-week turnaround for a grant narrative.

Parting thoughts
Even if adjustments are needed, a plan will help you stay on track. And by the way, this process can be used for anything from decluttering to planning your  holiday menu.

In second grade I got As in penmanship. Now, my handwriting is a mess. It’s been bothering me for a while, but there never seemed to be a reason to do anything about it.

Recently, however, as I looked at the jar on my desk crammed with pens and markers, I realized my obsession with this collection might be about more than an opportunity to write in pretty colors. It was a call to action to improve my handwriting.

I’m sure by now you’re wondering what this has to do with writing for donors. I’ve learned that in order to write neatly by hand, I have to slow down. And slowing down has benefits for writing documents for funders.

• I think more carefully about what I want to write, why I want to write it, and why it’s important.
• I take stock and have new ideas.
• I can better absorb, assess, and make use of the voluminous information needed for a complex RFP.
• I see the forest for the trees. Grants require both creativity (new ways to write about solving big problems) and precision (sentence construction, word choice). Slowing down helps.
• It also improves quality.

Last, but certainly not least, when I slow down my handwriting improves. This is a source of great satisfaction, and relief. I can write neatly after all.

Naturally, we can’t write proposals by hand. Nor do you have to handwrite anything at all to improve your writing. Slowing down, however, may be helpful.