小中大Grammar and spelling count: Proposals are not graded on grammar. But if the grammar is not perfect, the result is ambiguities left to the reviewer to resolve. Ambiguities make the proposal difficult to read and often impossible to understand, and often result in low ratings. Be sure your grammar is perfect. Also be sure every word is correctly spelled. If the word you want to use is not in the spell checker, consider carefully its use. Not in the spell checker usually means that most people won’t understand it. With only very special exceptions, it is not advisable to use words that are not in the spell checker. Reviewers used to say, “He’s just an engineer. Don’t mind the fact that he can’t spell.” Now they say, “He’s proposing to do complex computer modeling, but he doesn’t know how to use the spell checker...”
Format and brevity are important: Do not feel that your proposal is rated based on its weight. Do not do your best to be as verbose as possible, to cover every conceivable detail, to use the smallest permissible fonts, and to get the absolute most out of each sheet of paper. Reviewers hate being challenged to read densely prepared text or to read obtusely prepared matter. Use 12-point fonts, use easily legible fonts, and use generous margins. Take pity on the reviewers. Make your proposal a pleasant reading experience that puts important concepts up front and makes them clear. Use figures appropriately to make and clarify points, but not as filler. Remember, you are writing this proposal to the reviewers, not to yourself. Remember that exceeding page limits or other format criteria, even marginally, can disqualify your proposal from consideration.
Know the review process: Know how your proposal will be reviewed before you write it. Proposals that are reviewed by panels must be written to a broader audience than proposals that will be reviewed by mail. Mail review can seek out reviewers with very specific expertise in very narrow disciplines. This is not possible in panels. Know approximately how many proposals will be reviewed with yours and plan not to overburden the reviewers with minutia. Keep in mind that, the more proposals a panel considers, the more difficult it will be for panelists to remember specific details of your proposal. Remember, the main objective here is to write your proposal to get it through the review process successfully. It is not the objective of your proposal to brag about yourself or your research, nor is it the objective to seek to publish your proposal. Again, your proposal is a proposal; it is not a research paper.
Proof read your proposal before it is sent: Many proposals are sent out with idiotic mistakes, omissions, and errors of all sorts. NSF program managers have seen proposals come in with research schedules pasted in from other proposals unchanged, with dates referring to the stone age and irrelevant research tasks. Proposals have been submitted with the list of references omitted and with the references not referred to. Proposals have been submitted to the wrong program. Proposals have been submitted with misspellings in the title. These proposals were not successful. Stupid things like this kill a proposal. It is easy to catch them with a simple, but careful, proof reading. Don’t spend six or eight weeks writing a proposal just to kill it with stupid mistakes that are easily prevented.
Submit your proposal on time: Duh? Why work for two months on a proposal just to have it disqualified for being late? Remember, fairness dictates that proposal submission rules must apply to everyone. It is not up to the discretion of the program officer to grant you dispensation on deadlines. That would be unfair to everyone else, and it could invalidate the entire competition. Equipment failures, power outages, hurricanes and tornadoes, and even internal problems at your institution are not valid excuses. As adults, you are responsible for getting your proposal in on time. If misfortune befalls you, it’s tough luck. Don’t take chances. Get your proposal in two or three days before the deadline.
These twelve steps are nothing more than common sense. They are so obvious that they hardly bear mention. What is more, they are all necessary conditions. If you fail on any one of these steps, you will reduce your chance of success to practically nothing. Think about it. If you were a reviewer, would you recommend for funding a proposal that doesn’t meet these criteria? So why then do fully half the proposals submitted flagrantly omit them? It’s a fact. Most proposals do not follow these simple steps for success. Therein lies your opportunity. If you take the time to follow these steps, your proposal will be that much better by comparison, and you will vastly increase your chance of success.
There is a dark side and a bright side to this. On the dark side, it is not easy to write a good proposal. It takes time and effort to assure that all the above steps are met. Indeed, it can take several months to prepare a good proposal. But, on the bright side, if you do take the time to write good proposals, you will have a much higher success rate, and overall you will spend a much smaller fraction of your life writing proposals. Taking the time to do it right really pays off.
There are two more things that you can do to vastly improve your prospects for success as an academic researcher. First, you have to know yourself as well as you can. Who are you ? Where are you going ? Where do you want to go ? I strongly urge people, especially young faculty just starting their careers, to write a strategic plan for their life. Where are you today? Where do you want to be in five years, ten years, and twenty years? Then create a roadmap of how to get from where you are to where you want to be in the future. The focus of this roadmap should be the things over which you have control, and it should acknowledge the things over which you have no control. If you can’t write such a plan, then your goals for the future are not realistic. You can revise the plan as often as you wish. But the fact that the plan exists will influence your proposal in a very positive way, as it will place the research project you propose into the broad context of your life plan.
Finally, no matter how much sense the above steps seem to make, everyone retains a bit of skepticism. “Hey, if this guy really knew what he was talking about, wouldn’t he be doing it rather than teaching it?” There is nothing quite like being on the other side of the fence to change your opinion of the process. Volunteer to be a reviewer yourself. It’s easy. Just volunteer. Then you will see how you judge proposals. You will see that your opinions are pretty much identical to the other reviewers, and that you rate proposals pretty much the same as everyone else. Then you will see for yourself that these twelve steps provide nothing more or less than what you would be looking for in someone else’s proposal that you are reviewing.