Because outreach program funding is oftentimes limited, your outreach program should prepare itself to compete for available grant opportunities. Rather than wait for a funding opportunity to arise, assess your program’s readiness for fundraising.
Well-structured programs increase staff efficiency, facilitate ongoing communication with other departments and agencies, and enable quality assurance mechanisms to work. All of these qualities enhance your program’s positioning for fundraising. You can add structure to your program by applying three key strategies:
1) Plan your outreach efforts – Planning allows you to establish effective and efficient methods for delivering outreach. You can also proactively address problems and issues when you plan.
2) Document target population needs as well as your program’s efforts – Try to keep detailed records on your current resources, outreach staff, community and client needs, and outcomes of your program’s efforts.
3) Incorporate sustainability – make sure you have systems in place to keep your program in operation. Determine ways to retain quality staff and the commitment of your program’s supporters.
Plan Your Outreach Efforts: Outreach staff members respond to client needs that are often hard to predict. Some organizations opt not to formally plan their outreach programs; however, creating an outreach program plan can channel staff members’ hard work into concrete outcomes and more effective services for clients.
Effective ways to strengthen a program’s plan include:
a) Development of clear, written protocols that standardize common procedures – Protocols make it easier for staff to understand their responsibilities and expectations for their work and serve as a quality assurance mechanism.
b) Outreach reference manual customization – Creating a reference manual is a key step in documenting and sustaining the rich knowledge often held by outreach staff.
c) Development of a written outreach program plan – Having a clear plan in place will not only enhance your program, it will help you describe and promote it to potential funders.
Document Your Target Population’s Needs as Well as Your Program’s Efforts: When applying for funding, it is important to show funders you are addressing the needs of your community. To document needs effectively, conduct a community needs assessment. Current patient needs data enable you to develop clear program objectives and address actual need. Additionally, it is also important to document program outcomes (both short- and long-term), not just the accomplishment of activities. Funders want to know if and how your program is having an impact in your community. Strategies include:
a) Conduct pre- and post-tests with clients when you provide health education in order to measure changes in knowledge, attitudes, or behavior;
b) Implement a referral tracking system to show the results of your patient referrals;
c) Keep a log, file, or database of individual success stories to document the positive effects that your program has on community members’ lives.
Incorporate Sustainability: Finally, funders are always interested in supporting programs with sustained potential for providing high-quality and effective outreach services. Community partnerships, clear protocols, and internal systems are all important elements to keep your program in operation. Adeptly managing a well-operating program is a key step in demonstrating sustainability. Strategically using available community resources, securing donations and in-kind services, and sharing staff and other program resources within or across organizations can allow you to continue your work without exceeding your budget. Writing your program into other organizations’ grants – a university research grant for example – is another step toward sustainability.
The three strategies identified above – planning your program, documenting need and impact, and ensuring sustainability – are all extremely helpful when applying for funding. However, these strategies are not mutually exclusive or sequential. Identify your current resources and strengths and start from where you are. Remember, funders are not looking for perfection but potential!
Health Outreach Partners has developed expertise in preparing outreach programs for funding by enhancing and improving existing services or designing new programs. Specifically we can work with your organization to:
- Develop outreach program goals and objectives;
- Facilitate program planning;
- Set benchmarks and document outcomes;
- Focus activities to meet broader organizational goals;
- Assess your outreach program;
- Develop a needs assessment plan.
For further information on grant writing or our customizable consultation and training services, contact HOP at www.outreach-partners.org.