How to Write a Needs Statement - Part 2
Ivan Walsh provides this week's guest article.
One of the common mistakes that writers make is
that they start their
Needs Statement with what they propose to do
instead of focusing on why there is a need in the first place.
FYI: You can download a Grant template
here; download a Needs Statement template
here; and download a Proposal template
here.
They focus on the solution rather than the root
cause of the issues at hand. While the solution is important, you
need to emphasize that you understand the underlying causes first, and
then address this with your offering.
Identify the need; then describe the solution.
Click here to Download your Needs Statement Template - MS
Word
How to Get the Funder’s Respect
The funder is usually overwhelmed with people
submitting proposals and other such requests for funding. To get your
proposal read, even partly, is often an achievement in itself.
To gain the funder’s respect:
-
Demonstrate your knowledge, expertise,
track-record in relation to the need.
-
Refer to articles,
case studies, and statistics to demonstrate why the funder
should help resolve the problem now.
-
Outline the
costs as clearly as possible.
Avoid hidden costs. Do not hide or fudge figures.
Avoid hiding items in the terms and conditions or other clauses at the
back of the document.
How the Funder makes their decision
The funder has to make a decision with each
proposal they receive: do I fund this or not?
Click here to Download your Needs Statement Template - MS
Word
So, if you want to receive this funding, you must:
Create a sense of urgency as otherwise your
proposal is added to the in tray.
-
Encourage the funder to close the gap between
the current situation (i.e. problem) and future situation (i.e. your
solution)
-
Discuss how your proposal will close this gap
-
Demonstrate how you have done this on other
projects
-
Encourage the funder to contact you so you can
personally bring them to the work site, office, community etc where
you solution/services are now in place.
-
Arrange for people to provide endorsements and
other positive noises at these locations
-
Identify gaps in knowledge, resources or
facilities that would otherwise help address the problem
-
Motivate the funder to fund your project by
highlighting the value of closing the gap
To do this, you need to outline the current
situation and the desired state.
Funder ‘buy’ the change you describe.
So, it better be convincing!
What is the current situation?
When documenting the current situation, include:
-
Market research, studies, research material,
and presentations to backup your findings
-
Studies that discuss the field/problem in its
current state
-
Discuss how the current issues reinforces the
need for your proposed solution
What is the desired state?
The next section is to discuss where you want to
take this scenario.
To do this:
-
Prove statistics. Include links to websites
from where they can download these reports
-
Refer to statements and quotes from experts and
authorities in the field. After all, these are impartial views which
ought to be more credible than your own ‘personal’ opinion
-
Avoid using vague or ambiguous terminology. For
example, avoid words such as: many, most, may, likelihood, might. Be
more direct with your language. Instead of saying ‘many’, state
exactly how many.
Vague terms dilute your message and give the
impression that you're trying to hide something.
How to create a Sense of Urgency
Creating a sense of urgency depends on several
factors. To ensure that the Funder embraces your vision and wants to
work with you:
-
Document a need that will be perceived as
important.
-
Demonstrate how you can support your arguments
by measuring improvements in monetary terms.
-
Show that for each day the need is not
addressed, the problem becomes worse.
Where possible, you can use the funding source’s
own studies, surveys, or statistics.
This illustrates to the funder that you have made
the effort to read their material (in depth) and can position your
company as the logical choice to close the gap and reduce the problem.
How to demonstrate your capabilities
At some point you need to blow your trumpet and
talk about your capabilities.
What makes you so special?
-
Write a simple but effective mission statement
that shows your organization cares about this problem.
-
Itemize your key strengths. Provide references
and case studies.
-
Identify key personnel. Provide pen portraits.
Help the funder to see that the results of your
project could work across many divisions, departments, communities and
other regions depending on the scope.
Emphasize the inclusiveness of your proposal.
How to fine-tune the Needs Statement
You can fine-tune your Needs Statement by
considering the following:
Leverage
Look at how to extend the benefits of the proposal
beyond the immediate problem. If you can find ways to resolve multiple
issues with the same solution, then there is a greater chance than you
will get funding.
Soft Benefits
Look for ways to weave soft benefits into the
document, for example, how to improve the organization’s public image,
increase staff morale, and other such benefits.
Review
Don’t write in isolation. Don’t give it to your
friends to proof-read and agree with your opinion. They’ll be too polite
to give you real critical feedback. Get it reviewed by trusted sources
and others whose opinion you value.
Looking for templates?
You can download a Grant template
here; download a Needs Statement template
here; and download a Proposal template
here.
Business Case Template
Case Study Template
Cost Benefit Analysis Template
Grant Template
Needs Problem Statement Template
Proposal Template
These are a few guidelines for writing your Needs
Statement.
You can drill down into more detail
later or cross-reference other supporting documents. However,
there may be better ways to do this.
What have I missed?
For example, are there barriers to
service based on other factors, such as logistics, transport, cultural
issues?
Is the structure of a Needs Statement different in the business world
than, for example, in local government or in the academic world?
About Ivan
Ivan Walsh is a freelance technical
writer. You can read more of his articles at
www.ivanwalsh.com
~~~
PS: Use this Needs Statement template to:
- Help Project Stakeholders understands why
investment is required to address this business need.
- Identify an idea that may
require an
investment
- Provide information to
justify whether or not your organization should move forward with
the development of a Business Case.
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