How can you simplify complex grant project information for stakeholders?

The key is to keep it simple. Start with: 1. A high-level overview with all stakeholders. 2. Present the information in an organized structure and provide either copies and/or a detailed recap email. 3. Communicate any potential challenges and a plan to overcome challenges. 4. Discuss and agree on a timeline. 5. Discuss next steps. 5. Request the most urgent information needed to complete next steps. End by creating an opportunity to deep-dive with selected stakeholders if needed.

Identify and or define the problem to be addressed, affected or potential beneficiaries, the proposed solution or intervention, specify the target audience as much as possible, and use clear plain language that can be understood by none technical readers.

When writing a grant project, use plain language and clearly delineate grant metrics. Where plain language cannot be used, provide a definition of the terminology being used. Additionally, provide an FAQ resource as well as an opportunity for stakeholders to attend Q&A meetings.

1. Clear and concise language: Avoid jargon and technical terms that may confuse stakeholders. 2. Visual aids: Utilize charts, diagrams, and infographics to illustrate project goals, timelines, and milestones. 3. Storytelling: Frame the project in a narrative format, highlighting the challenges, solutions, and potential impact. 4. Collaborative communication: Encourage open dialogue and feedback among stakeholders. 5. Accessible formats: Provide project information in various formats, such as written documents, presentations, and videos, to cater to different learning styles and preferences.

6. Training and education: Offer training sessions and workshops to help stakeholders understand the project's objectives, methodology, and expected outcomes. 7. Regular updates: This can help build trust and foster a sense of community.

Using plain language is important because it ensures that everyone, regardless of their background or expertise, can understand the information being communicated. This is especially crucial in grant projects, where stakeholders may include community members, funders, and policymakers who may not be familiar with technical or specialized terminology. We have so many acronyms! By using plain language, you can increase transparency, improve engagement, and empower stakeholders to make informed decisions about the project.

I have found that one great visual flowchart or Table clearly explains process flows and planned services/integration far better than 3-4 pages of written discussion. This works especially well when there are repetitive statements and procedures, based on different timeframes or seasons. Also, consider copywriting your personally curated content.

Most adults read and comprehend at a sixth-grade level. Think of an explanation geared to attract a 12-year-old. Academic language is great for other academics and peer-reviewed papers. It's not so great for a general audience. Stories, bullet points, and visuals are a good way to break up monotonous text. What is the cliff notes version? Make that your abstract for TLDR people.

Demystifying grant projects for stakeholders is key. Here's how: Speak Plainly: Ditch jargon, acronyms, and complex sentences. Think short, clear, and concise. Focus on the Big Picture: Explain the project's significance and impact in simple terms. Organize for Clarity: Present information logically, using headings, bullets, and visuals to break down complexity. Tell a Story: Engage stakeholders with real-life examples and narratives. Seek Feedback and Adapt: Share drafts with diverse audiences. Refine communication based feedback. Be Transparent: Address limitations and unknowns honestly. Build trust. Remember, diverse audiences need accessible information.

Keep your technical terms to yourself and communicating to stakeholders in a simple, clear and concise manner will help them have a quick grasp of what you are saying.

In a graphic format I highlight... Milestone 1: IGNITE PASSION - Development of funding goals through sharing of information. Milestone 2: RESEARCH - Stakeholder interviews; investigation of the programming ecosystem; production of Logic Model. Milestone 3: GRANT SEEKING - Finding the right match between organizational goals and funding opportunities and priorities. Milestone 4: GRANT WRITING - Production and submission of grant applications, including goals, activities, objectives, and budget. Milestone 5: REALIZATION & REVIEW - Attaining funding and learning from rejections; grant evaluation and reporting; Continuous Quality Improvement assessment to determine next steps.

In my experience, I have seen these work; Offer a simplified timeline that outlines key milestones and deadlines. This helps stakeholders grasp the project's progress and expected timeline.. Highlight any collaborative efforts or partnerships involved in the project. Invite stakeholders to ask questions and provide feedback. Foster an open dialogue to ensure that key messages are well-understood and any concerns are addressed promptly. Reinforce key messages consistently across various communication channels. Repetition helps ensure that stakeholders remember and understand the essential information. Remember, the goal is to make the information easily digestible for stakeholders while conveying significance and impact of the project.

My favorite way to hone in on key messages and definitions is through graphics using plain language or terms that are popular in the target audience's vernacular.

Have a colleague, personal friend, or significant other, who is not aware of the scope of the work, review the information. If they are unclear on any aspects then your audience will also be left with questions. Chat GPT and AI are great for clarity rewrites. Prompt- rewrite this sentence/paragraph for clarity: insert sentence/ paragraph here. Best used for smaller paragraphs and sentence changes. You can also tell it to rewrite for a certain age group and even limit the syllables for younger kids.

Identify and highlight the benefits from your project that will directly flow to your stakeholders and their programatic priorities.

For optimal communication of complex grant project details, solicit feedback from stakeholders and individuals both familiar and unfamiliar with the project. Revise language, structure, and content based on insights obtained, ensuring clarity, relevance, and persuasiveness in conveying information to the intended audience.

Offer Opportunities for Engagement: Encourage stakeholders to ask questions, provide feedback, and participate in discussions. This helps ensure that they understand the information and feel involved in the project. Provide Additional Resources: Offer supplementary materials, such as fact sheets, FAQs, or online resources, for stakeholders who want more detailed information. Provide contact information for further inquiries. Be Transparent: Communicate openly about any challenges, limitations, or uncertainties associated with the project. Transparency builds trust and helps manage expectation.

Use simple, easily understandable language & visuals, a lot of visuals. Avoid specialized industry terminology and acronyms. Try to make information visually attractive and easy to scan for the main points. Make it as short as possible, as most people don't have the time or desire to read long documents. If you can summarize information into a 1 or 2-page visually appealing document, that works great.

Link with relatable human interest stories or case studies to exemplify. People understand what they can relate to more than abstract information.