“I have but a few minutes to consider your ideas”
Simple tools to help your mind convert research ideas into fundable proposals
with Dr. Magdalena Bak-Maier
Barriers to wri8ng
1.  I don’t have time!
what else do you find time for? List of priorities? Pain – Pleasure line!
Need to – have to - want to!
2. Waiting for inspiration/good idea!
"“Inspiration exists, but it has to find you working.” !
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"Pablo Picasso!
3. I’ll do it tomorrow -> tomorrow is today repeated!
4. Wrong strategy !
Proposal is a ‘product’: this requires reader profiling
Contract between writer and reader: deriving your own success checklist!
reader expects!
success checklist!
What makes a good research proposal? Exciting· Timely challenge· Easy Format·∙ Qualified
team·∙ Creative·∙ Cutting edge·∙ Good value for money·∙ High impact·∙ clear/solid experiments good business case
probable success
i’m interested to keep reading
track record
Top strengths from proposals that get funded
•  Convincing unified "story" !
•  Define the main question and goals!
•  Good ideas that are currently relevant!
•  Good introductory explanation of the biological problem!!
•  Solid experimental platform based on good preliminary data!
•  Written in "accessible language" and enough details to make the !
picture clear !
•  Ability to highlight the biological problem !
•  Project timeline!
•  Justification of resources needed!
•  Good concise writing!
•  Experimental design that is clean, logical and well thought through!
•  Good flow from ‘beginning to end’.!
Where do I need more work? Writing: black & white symbols that convey ideas!
Mindset Making Strategy 8me for wri8ng Crea8ng Structure preparing!
strategy / outline!
•  Horizon scan!
•  Position your work within the market!
•  Take account of specific requirements!
•  Formulate key message/ pitch!
•  Plan structure!
•  Locate critical proposal peer reviewers!
•  Test structure and pitch!
Crea8ng 1st DraK Working up Peer draK Feedback drafting!
editing!
•  Draft 1 – key sections – check balance !
and flow!
•  Specific improvement rounds!
•  Feedback!
•  Final polish !
Looking at things beNer with visual thinking relevance, clarity, precision, and good logic!
Structure organizes contents Structure is an essential ingredient of good writing. !
It is useful to you as the writer and it is vital for your reader. !
Most written works have too much information – unless there’s a clear
structure, the reader will get lost, confused, frustrated and give up or they
will be prejudiced against you. !
Your job with a proposal is to SELL! !
Structure example: Quick Scan!
Guts!
Title + Lay Title!
Summary + Lay description!
Relevance to Funder!
Outcomes!
Purpose!
Background!
Plan!
Milestones / Timeline!
Support requested!
Track Record!
Wri8ng proposals that sell
Commitment = Congruence = MUST fund Incongruence = BUT Incongruence is a useful state because it tells us there is s8ll something we need in order to commit. purpose iden+ty funder values capability ac+on context Good structure provides naviga8on – excellent structure does more!
Task: Deliver all key messages as naturally as possible. !
Overall theme!
Headlines!
Content!
Conclusions!
Tips: !
•  Ensure that all elements build an argument and that there’s a story.!
•  Break things down into categories based on similarities and differences. !
•  Link your narrative for natural flow.!
•  Build your structure first, then fill in details. If you start with lots of
details extrapolate the structure and check for flow. !
Structure frameworks
Help you decide which information to include and where !
Trees – themes – sections - details!
Pies – key ingredients – subcomponents!
Core message – direction –simplicity – power!
Sketch worked up into an art piece !
purpose iden+ty funder values •  question!
•  challenge!
•  interest!
•  opportunity!
•  impact!
•  track record!
•  past work!
•  past success!
•  collaborators!
•  call type!
•  what’s most!
valued? !
•  key interest!
•  past funded !
proposals!
capability •  skills!
•  staff!
•  experience!
•  techniques!
•  equipment!
•  previous !
work !
•  institution!
•  collaborators!
•  patient groups!
•  timing!
•  industry!
ac+on •  plan!
•  research !
questions!
•  outcomes!
•  milestones!
•  timeline !
context Different structures to adopt
Possible structures:!
Tower – structure uses different layers of information to build on one
another resulting in a compelling tower that supports the key message/goal!
Mystery – structure starts with a problem or question (something the
reader will be interested to know*) then the reader is taken around the
houses where info will be gleamed and conclusion reached. !
Chronological story – structure begins with what happened/was, what’s
needed now and where it’s all going or in reverse. !
Drama/Problem solved/Holy grail – structure starts with a hook/desperate
need/divisive roadblock, desired outcome and steps to get there!
Traps to avoid with structure
Road to nowhere – you get to the end but you lost your reader along the
way. And they don’t remember anything you said !
Tip: seek a structure that has logical anchors and easy navigation!
I’m right and awesome – your reader subconsciously decides you are
arrogant and switches off, begins to tear into you/your work!
Tip: Don’t show off – aim to show up! Be honest, measured and balanced.!
Lots of work but no clear outcomes/ appearing incremental!
Tip: Point out the specific gains/benefits of the approach as well as
constraints. If incremental, anchor in larger context. !
Recycled proposal without a real link to the funder in question !
Tip: do your homework!!
Summary
•  write for the benefit of the people who will actually review it!
•  know what your reader wants as they read!
-  what unites this audience?!
-  how are they different from you? Similar to you?!
-  how much do they know?!
-  what will impress them?!
•  your goal dictates your message!
-  what do you want the reader to take away? !
-  people pay most attention to what they read first – first impressions
count a lot!
Tips: !
1.  Have a clear goal for your proposal – it’s more than just being funded!!
2.  Ask yourself what you want from the reader and what would make
them do or think what you want? !
3.  Ensure your document delivers these messages clearly and
consistently.!
Products need placement in the ‘market’
Pitch: 2+3+1 2+1+3 Funder’s market!
1. What interests me? What am I working on? 2. What greater challenges does my work fit into? or larger picture? 3. What interest exist in this area from the funder(s)? There’s a big challenge/opportunity/need/ with/in x!
This may be of interest to you because….you care about….!
I have an idea, track record and would like to do z with your help…!
and the impact/outcome will be….!
Titles Bingo
Fill each box, make a horizontal, vertical or diagonal line or get a full-house
and really stretch your writing skills !
anchor word –
key stake!
key fact!
humour!
Answer to a key
question!
acronym!
A metaphor!
look at me!!
Secret revealed!
financial gain!
main story line!
key message!
headline grabbing!
solution!
evocative image!
analogy!
Benefit/impact!
Structure maps
multi flow map!
tree map!
fishbone!
borders!
In
scope!
out!
Mind maps
mind map!
logical argument!
flow map !
3 acts!
Handy Ques8ons •  What assumptions am I making?!
•  What evidence do I need to support my argument?!
•  What causes what?!
•  What follows? !
•  Where are the gaps? !
•  What’s another way of looking at this?!
•  What’s the counter argument? Likely objection? !
•  What would happen if….?!
•  Why is this important?!
•  What else could be done?!
•  What’s really important about this? For whom?!
Drill
purpose iden+ty funder values capability ac+on Map the structure of your proposal / project context Getting the structure right 2 things that any structure must do!
•  deliver all key points – context, problem/challenge, ideas, plan, team!
•  link the various bits together in a natural way (story)!
3 main ways of structuring writing!
•  overarching theme/idea!
•  chronological order/natural progression!
•  building an argument – business case!
Remember to stay consistent in your structure and remind the reader
how things are linked (this is especially key in bureaucratic forms!)!
Best to develop structure at the start and if it doesn’t work try
different style/order etc or to list the topics covered in each
paragraph and then rearrange to prevent repetition and ensure best
logic flow!
Working up convincing structure and logic Likely
questions!
What is
What doesn’t not clear?!
work? Impact!
Attention getting!
Flow-Bumps!
Experimental!
Hurdles!
Watch
out for!!
Choice points!
Alternatives!
Either/Ors!
Specific approach and
why?!
Using storytelling for summary/introduc8ons Gain aNen8on – Gain trust – Engage (story) How would you summarise your research in key points/boNom lines? Drill Impact , 8meliness Cover stories Headlines (impact) (fundamental Insight) (novelty) (elegant inner workings) (sensa8onalism) (progress) (what the world aught to know) Rewrite your main proposal idea into a short pitch to each source above What are the key points you’re making in each case? Gaining trust Discussion ques8on: How do we gain trust from our reader? Using human psychology to convey our ideas clearly TIPs:
Detail – Big Picture
Logic (brain) – Emotion (heart)
Structure – Exploration
Show big picture and
mention necessary details
to satisfy both ends !
Address the logic and
then add!
bits to show you care
and they should as well!!
Include a project plan/
diagram even if you’re
going to be flexible/
exploratory!
From 1st draK to edi8ng Common problems with obtaining good cri8que WE!
•  ask nice people vague Qs!
•  confuse nice with helpful!
•  confuse critical with not nice!
•  don’t believe people have time for us!
•  don’t want to burden others – because we hate this stuff!
•  are scared we will actually need to do more work! – when people
reject our work it can feel like they reject us but this is never true.
We are much bigger than our work. !
Power of binary decision keep YES
question
•  saves time – 20min exercise!
•  focuses thinking !
•  gives valuable info!
NO
correct Ques8on 1. Is it clear what the author plans to do and that the work is 8mely, valuable and/or novel? 2. Is there a clear logic and structure to this wri8ng? Can I absorb this from topic sentences, headings and figures? 3. Are the objec8ves clear? 4. Are major tasks and outputs clearly stated? 5. Can I tell the team is qualified to undertake the work? 6. Are main techniques/tools clearly described? Can I make a reasonable judgment about likely success of the work? 7. Is it easy to see what the whole project work looks like and how it will be managed? 8. Is what’s requested reasonable? Good value for money? 9. Is necessary infrastructure in place? Are necessary collabora8ons/resources secured? 10. Are benefits of the work clearly outlined? Can they be realized? Yes No Author Logis8cs Yes No Yes No 1a. Have you checked the guidelines and requirements of the call (eligibility criteria)? 2a. Does your page count, font size, word limit, margins comply with what’s required? 3a. Do you have ample 8me to obtain feedback and hone in your product? 4a. Are you clear about the funders strategic priori8es and can create a good fit into it within your wri8ng? Deal breaker *** 5a. Have the weakest points within the proposal been addressed (cri8que rounds)? "80 percent of success is just showing up" — Woody Allen Words make meaning Common writing mistakes
•  vague words/phrases!
•  repetition!
•  Jargon!
•  no clear impact/importance or timeliness conveying words!
•  not mentioning preliminary data!
•  lack of clarity!
•  complex sentences !
•  implied ideas!
•  mixing key facts that support logic with interesting observations!
•  lack of clear logic !
Getting the tone right
Avoid: •  going over the top – making claims that are just too much •  sounding technical but lacking passion •  sounding 8mid and uncertain •  Don’t try to sell! A good sell, sells itself •  Don’t say things you and your reader won’t believe •  go through and look for qualifiers such as might, may, possibly, probably, it is thought that etc and as yourself whether you need them •  Qualify in a straighoorward manner. Explain why something may be uncertain •  your wri8ng is your opinion grounded in facts (your preliminary data, past publica8ons or other’s work). Don’t overemphasize it with I believe, it seems, I think, etc. Getting the action right
•  make ac8on words more specific, providing informa8on earlier on in the sentence Example 1 There is ongoing work to ensure that our experimental programme will be delivered on 8me and deliver the key objec8ves of our research aims. >We have a robust project management plan in place to ensure coordina8on and 8mely progress of key objec8ves within the research teams including regular progress reports and bi-­‐monthly mee8ngs. Getting the action right
•  make ac8on words more specific, providing informa8on earlier on in the sentence Example 2 The new approach has produced improvements in our ability to get beNer resolu8on. Combina8on of x and y modeling approaches increases the resolu8on by three fold, allowing specific binding sites to be uncovered. Getting the flow right
•  always introduce and explain things when you start!
•  don’t introduce new things without explaining how it relates or
links with what went before!
•  find a clever way to omit jargon – use simpler phrases!
•  if you have many acronyms then try to replace them with a
description that us based on common language!
•  be direct !
•  don’t use words to make yourself sound important !
•  avoid passive sentences – exp Research was carried out. !
use active voice instead by saying who did it: We showed that..!
•  use a passive voice for good reasons: !
to imply, to avoid saying who did it, to keep focus in the sentence on
something else!
Getting the length right
•  long sentences = scope for confusion and mistakes –look for
verbs/actions and break up into shorter active sentences!
•  a comfortable sentence length is 20-25 words!
•  watch the meaning of the words you use – check with a dictionary!
•  don’t add extra words that are not adding value - padding!
•  write in full sentences!
•  use lists or bullets to highlight 2-4 things the reader needs to
know or group them and describe the group to the reader!
•  every word in your writing has a job to do!!
Help it be so. Edit edit edit!
Drill
The RENALipses project do not pretend to obtain completely mature renal cells in vitro but to minimally differen8ate EP/iPS into renal lineage cells. This approach has never been tried before cons8tu8ng an innova8ve contribu8on of the present project to both regenera8ve medicine and kidney transplanta8on. Even if not reached the informa8on obtained in this study would widen the current knowledge and perspec8ves of the applicability of stem cell therapy to the clinical studies. Drill
The study of biological membranes and their interac8ons with other biomolecules is a challenging endeavor for researchers who must exploit a variety of methodologies. (opening sentence) Drill
I have been involved in inves8ga8ng immune mechanisms of kidney disease for a number of years. Drill
We have already generated some interes8ng data on Breg cells. Drill
We have already generated some interes8ng data on Breg cells. Sentence padding and word economy Avoid whole sentences where almost all the words are padding and
there’s!
effectively no concrete information or specific action.!
Examples:!
1.  The new strategy has produced improvements in our levels of
efficiency.!
->The new strategy improved our efficiency. !
2.  Innovation has been a stimulus for growth. !
->Innovation has stimulated growth. !
3.  There is ongoing work to ensure that we operate in compliance
with all!
"the appropriate ethical codes. !
->We are working to ensure we comply with all the ethical codes. !
Summary 1.  Make each sentence have a clear, single subject – person or
thing taking!
"action.!
2.  Read through your sentence and ensure every word in it is doing
work!!
3.  Don’t introduce things without explaining how it links to what
went !
before. Use linkers to create smooth transitions and
structure. !
4.  Avoid passive sentences unless it is done tactically. !
"Passive sentences don’t mention the subject. !
"Exp: Research will be carried out. - Who????!
"" "versus!
"Our team will carry out the work. !
Passive voice uses:!
"- to imply !
"- to avoid saying who did something !
Wri8ng 8ps: -  Use simple words and short sentences. Write what you want
to say.!
-  If a sentence has more than 20-25 words it can confuse.
Use action to break up long sentences. !
-  Avoid packing extra words into one sentence. !
-  Always ask yourself: is this sentence trying to do too much. !
-  Look at these linker words - that, which, for, and, but, of,
because, by, if – and consider breaking sentences up to add
clarity. !
-  Avoid having lots of very short sentences (8 words) one after
another.!
-  Make sure you write in full sentences.!
-  Add comment and content by adding words such as – later,
however, unfortunately, despite, after, because etc. !
-  Use bullet points where the reader just has to know 2-5
things. !
-  To give bullets context, describe the group. !
Key points from eyeball analysis of successful proposals •  Be more out of the box in terms of presentation and style hook the reader in early. !
•  Clear questions the proposal aims to answer – on page one!
•  Drop here and there hints of track record and recognition in
an elegant, light fashion, without boasting explicitly !
•  Think about structuring: Goal/Task split works well!
•  Why now? Make this clear!
•  Need a good, catchy title and acronym !
•  Demonstrate leadership with facts (again, without explicitly
bragging about them)!
•  Work with formatting to make it appealing to the eye while
bringing out the structure of the argument!
From the outside into the heart of a great proposal presenta8on TIMELINESS So what? QUALITY IMPACT Worth keeping in mind… Strong proposals that are exci8ng and worthwhile are s8ll a key factor that merits a regular YES! at funding rounds Summary and Learning points •  mind your brain and what you think – be in the right state!
•  schedule time to write – day’s off, writing retreat, colleagues
writing challenge, etc!
• pay attention to the goal of your writing – id the reader, goals and
messages you want to convey, introduction!
•  work up a structure so the reader sees what you see !
•  fill it in so there are no gaps!
•  edit for logic and flow, then edit for clarity and grammar!
Summary and Learning points •  take on a different role and view your writing!
•  get external feedback to identify what works and what doesn’t and
your good/bad habits!
•  address weakest points before your reviewers do!!
•  manage risks by making things clear and explicit don’t imply unless it
serves your case; if the reader has to guess you are taking a risk!
•  leave enough time to improve your product!
•  once it’s out the door, focus on the next one! It’s what all good
writers do! !
“Though no one can go back and make a brand new start,
anyone can start from now and make a brand new
ending.”— Author Unknown!
l e a s e c o n t a c t m e : m b m @ m a k e 8 m e c o u n t . c o m