I could probably write a book with odd things I’ve seen in grant applications. From strange forms to even stranger submission methods (Notarized and turned in as a hard copy? Seriously?), very little surprises me.
The other day, one of those new things popped up. When reviewing an RFP for a client, I noticed this note: “Generative AI models can be useful in some cases, but may produce errors or result in text that is overly generic and inauthentic; these could put your application at a disadvantage during review.”
There’s been a lot of discussion about the role AI should or shouldn’t play in developing grant applications, and this is the first time I’ve seen a funder address this directly. As technology evolves, it’s a good time to stop and consider the role this new technology plays in our funding pursuits.
I place a high priority on staying up to date with technology and staying at the cutting edge. AI is no different; while it’s not a replacement for any of the core work of building a compelling proposal and building relationships, it’s a valuable tool.
I compare AI to the rise of search engines as an easy source of information. It didn’t minimize the importance of researchers, but it did make it easy to scale and do more high-quality research than before.
Before I get into some of the best uses for AI in writing grants, I need to share my number one rule for using AI with grants: trust, but verify!
AI hallucinations are real. While ChatGPT and other platforms can generate great information, they don’t always get it right. You’ll always want to check and double-check what it generates to make sure you’re not including incorrect information in a grant proposal. Not checking AI’s work is a way to turn a convenient tool into something that would sink an entire grant application.
With that word of warning out of the way, here are some of AI’s best uses when developing grants:
Gathering Data: This is, far and away, the best way AI helps save time when writing grants. Instead of painstakingly crawling through databases, you can give AI a prompt to see what kind of data it generates from around the internet. To ensure accuracy, I’m sure to end every prompt by telling the AI tool to include in-text citations and links to the original sources. When it generates results, always check those original sources - they’re usually very reliable, but the system isn’t infallible. For instance, a few weeks ago, I was gathering data for a grant and noticed one of the links it gave me as a citation was broken. I interrogated ChatGPT on the stat, and it told me that it had actually inferred that statistic based on other information. It was another good reminder that the tool is not perfect and still needs a critical eye!
Quick References: One of my favorite emerging tools is Google Gemini integration with Google Docs. I typically use Google Drive to store grant information, and I can ask Gemini a quick question about the information that’s saved in a folder. Those pesky little pieces of information that may not all be in one place can be easily recalled in a quick inquiry - questions like when the organization was formed, what the EIN is, etc. Again, it’s important to double-check all of this information before submitting a grant, but this can help save time during the drafting process.
Managing Character and Word Counts: Every grant writer knows the frustrating feeling of cutting, cutting, and cutting some more, but still being 100 characters over the limit for a question. ChatGPT is a wonderful tool to help shorten responses and help you save those last few characters. Like everything else, though, read what it comes up with - I’ve seen it cut out important information, so make sure you’re reading and revising whatever it generates when shortening responses.
The world of AI is rapidly changing, and I’m sure our use of it in writing winning grant proposals will evolve in the months and years to come. For now, it’s important to recognize AI for what it is: a powerful tool that can streamline processes and help us produce stronger grant applications. It’s also important to remember that word of warning from a funder: AI can’t do the job on its own, and using AI without context or a critical eye could do more harm than good.
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