Working with Program Officers

In conversations, I've heard investigators mention that they know that it is important to talk to program officers when preparing a grant application, but yet, many haven't gotten around to it. And, just in case not everyone is convinced of the importance of talking with program officers, here are the key reasons:

• PO's get to know you and your work and can advocate for you in some instances.
• If your project/idea is not a good fit, they can help you re-angle it or save you time in writing a proposal that might not even get reviewed.
• They can point you in the right direction, whether that be to another study section or another potential funder.
• They can give you thoughtful feedback and insight into the organization and reviewer tendencies.

Okay, sold on the importance? So, what stops investigators from sending an email or picking up the phone? Oftentimes, researchers are used to developing their work in a vacuum, and it may feel like cheating to call someone in the funding organization. Or, possibly, they're nervous about getting bad news about the project fit (although, wouldn't you rather get it early and save yourself some time and trouble?) However, I think the number one reason that investigators do not reach out to Program Officers is that the investigators aren't sure how to engage and use the PO effectively...

So, below are some pointers:

• Before calling/emailing, make sure you've done your homework - you have read all of the information on the website and other readily available sources.
• You can clearly and succinctly describe your research project or idea.
• You've developed some thoughtful questions to assess how best to present your research in the grant application or around what study group would be most appropriate to review your application.

In her book, Grant Writing Revealed, seasoned Grant Developer, Jana Jane Hexter discusses working with government Program Officers and highlights the following recommendations:

• Calling a PO is essential and expected; that is their job to discuss grant applications.  They too want the best proposals submitted. 
• A strong relationship with a PO involves being able to call them up and ask questions, with them already knowing who you are and your background.  You don't need to be buddies.
• Before hanging up the phone, ask your PO who else you should talk to; they may be able to point you to others who can offer you relevant advice on your project.

Hopefully, these pointers show you the importance of working with PO's and some tips on how to do it most effectively!