Is AI the Robin to your Batman? How to make sure AI is your helpful sidekick and not hindering your grant writing

Using AI for grant writing is not a new topic. We know, through conversations with our clients and within the for-purpose community, that many are embracing it as an asset in their grant writing toolbox.

As resources stretch thin and competition grows, leveraging smart tools becomes not just an option, but a strategic imperative. This is where AI can assist, offering capabilities that complement human grant writing expertise rather than replace it. AI can automate tasks, provide insights, refine drafts, cross check references and help overcome writer’s block.

However, with many using it because they are time poor, juggling competing deadlines or new to grant writing, there is a huge risk AI may not be the helpful assist your grants program needs.

To avoid AI misuse when writing grant applications, here are some of our top tips for making sure AI is your helpful sidekick and not hindering your grant writing:

1. Find out how much it already knows. Ask the AI tool:

What does it know about your organisation?
What does it know about the grant and funder?

This is a good place to start to see what the tool already knows and what information you may need to input for it to meet your needs.

2. Learn how to write an effective prompt (AI prompts refer to the information, sentences and questions that you enter into a Generative AI tool.)

It is important to be specific and provide sufficient context to ensure you are writing effective AI prompts.
It can be useful to try starting with a basic question and then adding to it and refining it over time to improve the quality of the output.
Use “do” and avoid writing “don’t” to save time and improve your result. By asking “do x” the tool is prompted to figure out what to do instead of what you asked it not to.
When prompting, provide instructions on how you would like the information interpreted, or responded to as well, i.e. the role to assume, the task to do, the context of the task, any constraints and the style. As an example:

“For this prompt – you are an experienced grant writer applying for funding for x. The prospective funder x seeks to support xyz and requires strong justification around budget. The tone should be compelling but professional – not emotional. Do include evidence from Australian sources. Assume the reader isn’t a sector expert.”

3. Harness AI to structure your writing.

When the right prompts are asked, AI can offer useful structured content ideas tailored to your project and the grant guidelines. But don’t be tempted to simply copy and paste (so don’t leave this step until the deadline!). Carefully review the AI suggestions to choose the responses that best represent your funding need and ask.

4. Know AI’s limitations.

Understand that AI tools tend to write in general terms – you will often need to add specificity and evidence to the text it drafts to make your application stand out and ensure if meets grant guidelines. If your AI tool sources data for you, you will need to cross check for accuracy. Remember, AI tools may not detect bias or utilise reputable sources.

5. Plan time for your human expertise.

And most importantly, allow for plenty of time for you, the human, to have input into the submission. Your expertise is invaluable and the human element you will bring to the narrative will be crucial to a strong submission. Don’t leave this to the last minute. Remember, it will be a human evaluating your application!

A note on privacy:

Quotes, case studies and data relating to beneficiaries can strengthen your ask, and may represent key criteria you will be assessed against; however, depending on the AI tool you are using, it may keep all the data that you enter which can then be found by others outside of your organisation.

Think about the security of your data and do your research as to what tool is right for your organisation’s needs and budgets. We recommend having an organisational policy that documents what you CAN and CAN’T put into AI, and which tool/s to use.

In summary

As you wield the power of AI in your grant writing, remember: it’s your sidekick, ready to support your strategic vision. Embrace its capabilities, but always remember that your expertise, human insight, and commitment to your cause are the true superpowers.

And remember, an application is only part of the recipe for grants success.

Always try to make person-to-person connections with funders.
Ensure opportunities align with your organisation’s purpose and most important funding needs.
Develop project plans ahead of time to streamline application writing.

Strategic Grants’ free Best Practice Tracker is a great place to start if you are looking to assess your organisation’s readiness for long-term grants and funding success.