Creating Winning Research Proposals: Tips to Increase the Odds of Getting Your Grant

By Peter Mueller

The recent announcement that a now retired Canadian scientist, Dr. Willard Boyle, will share the 2009 Nobel Prize in Physics for his pioneering work in imaging technology that made digital cameras possible underscores the many contributions that Canada's research community has made over the decades to knowledge creation and the development of transformative new technologies, and again demonstrates the capacity of Canada's scientific community to generate world-class innovation.

Interestingly, Dr. Boyle who is now 85 and shares the award with Dr. George Smith, commented in an interview that "mangers need to give scientists leeway to come up with the kinds of transformative inventions that are too often stifled by paperwork and red tape." (Globe and Mail, Oct. 7, 2009). Dr. Boyle went on to say that "what scientists face today is almost disgraceful ...The bureaucrats want to get a hold of the money and ask for business plans. Now do you think that George Smith and I ever wrote a business plan? Not at all ... You don't have time to do that kind of baloney .... Usually most of the management people or the politicians haven't got the foggiest idea of what science is all about ... What is needed is an appreciation for ... the free spirit of scientists. Give them a chance to do the things they want to do." (Globe and Mail, Oct. 7, 2009).

Dr. Boyle's observations will no doubt resonate with Canada's scientific and research community and will fuel further debate with respect to the policies and processes associated with Canada's federal and provincial research funding regimes. Having said that, the prevailing realities associated with the research grant application process at both the federal and provincial levels are, and in my opinion will continue to be, as follows:

• Research funding is closely tied to government socio-economic objectives and priority sectors of the economy. The federal government's Science, Technology and Innovation policy statements are important background in this regard.
• The quality of the proposed research and science is therefore not in and of itself sufficient to win grants.
• Governments view their research funding as an investment. Like any investor, they expect tangible returns - benefits to Canada or the province. They will want to see a strong project management capability if funding is granted and will expect demonstrated and regular progress towards stated goals and objectives. They will not be an absentee landlord.
• Despite universal agreement that research and innovation are critical to Canada's future, government funding will continue to be constrained (perhaps even more so, given looming federal and provincial deficits), suggesting that competition for research money will become even more fierce.

So what can you do to increase the likelihood of success when applying for and writing research and training grants? Here are just a few tips:

• Organize, plan and start early, with clearly defined responsibilities and time lines.
• Adopt a "marketing" mindset when writing your submission. This, amongst other things, means differentiating your application from the anticipated competitors and a strong focus on benefits.
• Pay particular attention to the strategic pieces. These sections usually include the development of highly qualified personnel (HQP), knowledge transfer and technology exploitation, partnerships, and project management.
• Understand the selection/evaluation criteria and clearly demonstrate how your proposed research will fulfill these criteria.
• Writing large or multi research theme submissions creates unique challenges that should be anticipated and planned for. A common Achilles heel in this scenario is reliance on a multiplicity of inputs and drafts over which the person leading or coordinating the submission has relatively little control. People and negotiating skills are therefore important.
• Keep in mind that reviewers will likely be reading many submissions. Create a submission that is well written and makes it easy for reviewers to find and understand the information they need to complete their evaluation matrix for both the science and socio-economic benefits components of your application.

Finally, consider using an external resource to assist your submission team leader in the preparation of your grant application. Indeed, many granting agencies provide funding for submission preparation assistance. I make this suggestion because:

• Grant applications are very time consuming to prepare. This is particularly true for large or multi research theme grant submissions. Strong project management and writing/editing skills, and a dedicated, focused resource are key to creating a first class submission.
• As noted earlier, successful submissions are not just about the science but require expertise in strategically positioning and "marketing" submission content, especially the potential socio-economic benefits of the proposed research.
• An external professional resource can provide strategic objectivity regarding the structure and content of the submission.

External assistance in the grant submission creation process can include some or all of the following responsibilities and tasks:

• Simple copy editing of drafts to ensure a common style and feel to the document.
• Strategic review and editing of drafts.
• The writing of strategic pieces, especially those related to socio-economic benefits - HQP, Knowledge Transfer and Technology Exploitation, Partnerships and Networks, Project Management, and the Executive Summary, Vision and Research Strategy.
• Assistance with the design and execution of the submission creation process.
• Preparation for presentations and "site visits" by selection committees.

Mr. Mueller (pmueller@sympatico.ca) is a Toronto-based consultant who has provided assistance to academic and health sector institutions in successfully securing over $80 million in research and training grants. He is a published author, a seasoned communicator and strategic thinker, and a former senior executive with several of Canada's largest private and public sector organizations.