In most organizations, nursing professional development (NPD) departments and their role in staff education and training are non-revenue generating and therefore incur expenses to the organization. As an NPD practitioner, have you had a great vision for a project or initiative that you weren’t able to implement due to lack of funding? If so, have you considered grant funding as a tool? Philanthropy, such as donor-directed gifts, revenue from benefit events, and, yes, support from corporate, foundation, or government grants, can play a role in bringing your envisioned programs to fruition.

Grants have supported nursing professional development programs across many organizations, providing scholarships for continuing education, money to build simulation labs, and funds dedicated to certain training topics—such as diversity and inclusion, workplace violence prevention, or leadership development.

Perhaps you’ve considered applying for this type of support but have hesitated, unsure where to start. As grant writer and NPD practitioner colleagues at a nonprofit healthcare organization, we view grants as an opportunity for an outside agency to be a partner in our vision for the future. Read on for our suggestions that can help NPD practitioners succeed in the grant application process.

The Grant Writing Process: 5 Steps Before You Start

1. Leverage a grant writer.

To position your project as a competitive submission, work with your organization’s grant writer if you have one, or consider contracting with an external grant writer. Grant writers can walk you through the process and help find funding prospects. They use subscription-based tools to search and receive notifications for websites such as grants.gov (HRSA grants), state government sites, and the Foundation Directory. Experienced grant writers also have relationships with corporations that provide philanthropic support, and through these connections are alerted to new opportunities. However, you can still be successful without a grant writer.

2. Ensure you have a clearly outlined project plan with specific objectives.

This is the most critical step and should be done prior to looking for specific grants. The plan includes a detailed budget, a list of partners who will support the project and their roles, a project timeline outlining steps to implement the project and the amount of time needed for each step, and specific objectives for the project.

Sample objectives:

• Increase the number of oncology certified nurses by 20%
• Purchase five new manikins for the high-fidelity simulation lab
• 90% of emergency department staff will complete hands-on workplace violence training by the end of next fiscal year.

Some grant professionals also recommend including a statement of need in the project plan. This statement explains why your program exists (or should exist) and how it serves the organization or community.

3. Address infrastructure.

Identify what data collection, metrics, etc. will be required and make sure you have the personnel and infrastructure to support it. For example, if one of the provisions of the grant is to report demographic data on your workforce, is the organization (usually the HR department) already collecting that information? If not, how will it be collected for the grant? Or, what if you are expected to report information on certified nurses in the organization? Do you rely on nurses to self-report? How reliable is this? How much effort is needed to collect accurately? Identifying these details and strategies will not only help you submit a solid grant application, but also ensure a successful project.

4. Address sustainability.

Will you be able to continue the work after the grant funding period if needed? Some grants are “seed” grants, in which the intent of the funder is to help get a program started, with the expectation that the organization will continue the effort afterward. For example, a grant may support the initial purchase of training equipment, with the intent that the grantee would then cover the cost of maintenance and upkeep. Or, if the grant pays the salary for a trainer for a period of time, what happens after that timeframe?

Also, be aware if the grant requires matching funds. For instance, if the total project cost is $20,000 and the grant will cover $10,000 with the expectation that the recipient will match the additional $10,000. Can your organization support this?    

5. Get leadership support and buy-in.

If your administration does not support the project, the probability of success is low. Some organizations may have a formal process for getting leadership approval prior to submitting for a grant. A well-established approval process ensures that the project (1) will not create a financial burden on the organization after the grant ends, and (2) aligns with the organization’s strategic priorities. Look at your organization’s mission, vision, and strategic plan, and align your project to them so that you are able to demonstrate this to leadership. Leaders want to know the objectives, the budget, amount of staff time anticipated, metrics to be tracked, and overall impact of the project.

Now, It’s Time to Start Writing

Once you have leadership approval and have found a grantor that (1) is interested in funding programs that align with your plan, (2) is offering funding that meets your budget needs, (3) makes awards in your geographic area, and (4) considers you an eligible applicant, the real work begins! First, read through the grant guidelines and begin compiling responses to what is being requested. Next, involve all relevant parties in the process. Identify who can help you collect needed information and who can assist in writing and submission.

Consider these tips when writing your grant application:

• Keep answers succinct and to the point
• Ensure word and character count limits are met and follow formatting guidelines
• Articulate how you are able to do what the funder expects
• Ensure every expectation of the proposal guidelines is addressed                    
• Ensure all supporting documentation is included
• Demonstrate how your project is positioned to be the best proposal offered in meeting the funder’s desire for impact

Remember, writing your proposal is truly an opportunity to put your passion onto paper. This is your plan to impact the community, and you are inviting the funder to be a partner in your work as an NPD professional. Good luck!