After nearly 30 years of working in foundation relations and writing grant proposals, I’ve learned a few things. Chief among them? You can teach an old dog new tricks! While I still rely on many of my tried-and-true strategies, I’ve also embraced new tools (hello, AI!) that help me work smarter, not harder — and keep me from burning out.
Grant writing can be stressful, high-stakes work. But it doesn’t have to drain the life out of you. Here are some of my favorite ways to streamline the process, conserve your energy, and maybe even find some joy in the work.
Embrace the Robots (Kind Of)
As I discussed in Can AI Really Be Your Grant Writer?, AI tools can bring some convenience and ease to your work. I use them to:
- Analyze RFPs
- Build tables and other proposal elements
- Check whether my proposal fully responds to the RFP
- Stay within word, page, or character limits (and help clients trim down content when necessary)
Beyond writing support, AI can be helpful in managing the process itself. AI project management tools can help keep deadlines visible and organized. You can also use AI editing tools to clean up grammar and format sections to meet funder specifications. Think of these tools as assistants, not replacements.
Recycle What Works
I’m a big believer in recycling content. If you have past proposals — especially those that have already been approved by leadership — use them! Pull paragraphs, sections, or even just phrases that help answer the questions you’re facing now.
This isn’t laziness. It’s efficiency. Repurposing vetted language saves time, reduces the approval burden, and gives you a head start. Just be sure to tailor it so that the recycled content aligns with the current proposal’s goals and funder interests.
Create a Production Timeline (and Stick to It)
Before I start writing, I always create a Production Timeline. This isn’t just for me; it’s for the entire team. The timeline includes:
- When I’ll deliver proposal drafts
- When I need edits from the team
- When I’ll submit the final draft
Most importantly: I build in a requirement for a single, consolidated set of edits. If three people are reviewing the draft, one person is responsible for gathering everyone’s feedback and sending it to me as a unified document. That saves time and avoids conflicts like “I love this paragraph!” versus “This paragraph is terrible!”
Clear expectations = fewer headaches.
Set Mini-Deadlines (and Honor Them)
When I’m writing, I don’t try to do it all in one sitting. I set manageable daily goals like “finish the staff section today,” and then — this is the key — I stop. It’s tempting to keep going, especially when I’m on a roll. But I know I’ll do better work if I step away, stretch, hydrate, and let my mind rest.
Mini-deadlines keep me focused and help prevent the kind of marathon writing sessions that lead to burnout.
Learn to Say “No” (Kindly)
Sometimes, clients want to cram everything into a grant proposal. But when there’s a hard character or page limit, something’s got to give.
Here’s one of my go-to phrases:
We’re already at the page limit, and this isn’t required content. I’m happy to include it if you’d like! just let me know what you’d like me to cut in order to make room.
It’s direct, it’s professional, and it gets the job done. Boundaries are necessary for both quality and sanity.
Stay Inspired Outside of Work
One of my secret weapons? I keep my writing skills fresh by engaging in other types of writing: creative writing, personal essays, writing workshops. Grant writing can be so formulaic that it’s easy to forget why you loved writing in the first place. Doing other kinds of writing helps me stay energized, inspired, and more creative in the proposals I craft.
Final Thoughts
Grant writing doesn’t have to come at the expense of your well-being. With a mix of smart planning, helpful tools, healthy boundaries, and creativity, you can produce excellent work and preserve your energy. Burnout isn’t a badge of honor. Let’s build processes that support good writing and healthier writers.
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