Proposal Tips

• Identify a problem or need and conceive possible R&D approaches.
• Research the state of the art, patents, publications, abstracts, and experts.
• Identify uses, then research markets for the product of your contemplated R&D:
• Users, quantities, competitors, novel applications & spinoffs?
• Don't waste time if the market doesn't justify the effort.
• Integrate the R&D with your long-range Business Plan. There ought to be a fit.
• Know your Commercialization Plan, whether you will license, make, or make & sell.
• Research, find agencies that would want the products of your R&D. There is often more than one; get familiar with their needs, practices, and biases.
• Read thoroughly the grant or contract solicitations from your best funders.
• Consider submitting to multiple agencies but tailor any proposal to priorities of each.
• Review successful proposals to same agency for similar projects.
• Find "partners" to create the strongest possible team for the project. Faculty, federal lab, experts, consultants, OEMs, test facilities, etc. Start early, recognize motivations, negotiate agreements including Intellectual Property.
• Get familiar with the funder's mission, grant process, timetable, and staff. Know types of reviewers, process, scoring criteria, "hot buttons".
• Talk to funder's staff who would champion your project in contracting agencies. Discuss needs, approaches, expertise; build a relationship; they're your customers.
• Schedule your proposal efforts; START EARLY, do not rush.
• Identify your Principle Investigator (PI) who will manage the project. Comply with PI requirements as to employer, time, other commitments, letter from institution, etc.
• With the PI, devise a work plan to fit the task, timing and available money.

• Set objectives, distinct tasks, milestones & deliverables. Graph it as a Gannt Chart.
• Assure it is logical & complete; don't omit key experiments.
• Know decision points and plan "what if" alternatives.
• Identify who does what, facility & equipment needs, costs, etc.
• Have impressive staff (including consulting partners) and adequate resources.
• Don't over-promise; fit the time and budget allowed.

• Articulate your advantages, selling points, and themes with confidence, but don't overdo.
• Using the funder's outline exactly, outline your proposal & budget.
• Make and use a checklist.
• Sketch all possible visuals: diagrams, charts, graphs. Let them occupy 10-25% of space.
• Before or after the next step(s) get expert technical advice and written commitments from consultants, partners, and institutions.
• The PI is the best person to write the first draft. He/she blocks out one or two days (or as appropriate) and drafts the proposal in one sustained burst of writing.

• Proceed in a straight logical line; don't get sidetracked.
• Jot down new ideas but work them in later. (Another writer can complete the presentation as long as the meat is retained.)
• Plan page space for each section; consider scoring criteria; work plan is most important.
• Know whether reviewers will be PhDs or line staff.
• Write appropriately to SELL your work to them. Write to staff at about 11th grade level.
• Academics and MDs will usually be knowledgeable but may not be intimately familiar.
• Protect Intellectual Property (secrets). Tell what but not all the "how".
• Begin each section & paragraph with THE vital message - up front where it's read first.
• Write clearly, concisely, interestingly assuming it will only get one brief reading.
• Convey innovation, significance, and your long-range commercialization plan.
• Link your work and outcome with the agency mission & goals.
• Include many visuals; make it easy to read for key points.
• Avoid cutesy talk, jargon and acronyms that only a specialist would know.
• Never lie or exaggerate. Do show proficiency and competence.
• Prove that your people and plan will solve the problem.

• Have an editor review & enhance, clarify, smooth, highlight; assure directions are followed, check accuracy, spelling & grammar; assure you say what you want to say & think you said. He/She should be part of the team or clear about the technology & objectives.
• Though not specified, consider a one-page executive summary of important highlights.
• Use the funder's cover sheet, summary, and budget pages - carefully.
• Budget reasonable & customary charges;

• task hours/person x rate and add fringe;
• other direct costs (materials, equipment charges, etc.);
• actual or allowable indirects (admin, space, utilities, support, supplies?);
• may include profit or fee up to 7%; though some agencies prefer less; to use as you like;
• consultant or sub-contract charges can be up to 33% in Phase I, 50% in Ph. II;
• include necessary travel;
• some but no big capital purchases; instead, rent or borrow or partner for major equipment;
• always provide some budget justification, especially the noteable. Check your math.

• Get an expert critique - technical or form - when a draft is ready, but not the last week.
• Re-write, edit and re-write to perfection. EXCELLENCE WINS!
• Meet specifications; don't get tossed out because of margins, font size, pages, etc.
• Write a compelling, succinct, appealing, clear abstract after all else.
• Prepare for electronic or hard copy submittal procedures as required.
• Have an expert typist prepare clean final copy. No stains or mess.
• If allowed, include a cover letter - especially to National Institutes of Health. Indicate the sub-agency with greatest (market) interest. Clarify the topic you're addressing. Give a brief one-paragraph summary; reassure them that you are capable. Name any preferred knowledgeable reviewer and competitor(s) to avoid.
• Mail or send it in ample time to meet deadline; electronic submissions can take longer than expected.
• Learn from the agency's response, score, and reviewer critiques.
• If unsuccessful, revise and resubmit if allowed.