Pros and Cons of In-House vs Outsourced Grant Writing

Depending on the size and budget of your organization, you may have an in-house grant writer or team, or maybe having one is on your wishlist. Either way, let’s dive into the pros and cons of in-house vs. outsourced grant writing. You might be surprised to find that one option could be a better fit for your organization than you initially thought!

In-house Grant Writing

Of course, it’s convenient to have an easily accessible team member to go to and rely upon to get your organization’s grant writing done. Other pros include:

• Deep Understanding of the Organization: An in-house grant writer has a comprehensive understanding of the organization's mission, programs, and goals, leading to tailored and aligned grant proposals.
• Consistent Communication: Easier and more frequent communication with other departments, which can lead to more cohesive and comprehensive grant applications.
• Ongoing Relationship Building: The in-house grant writer can build and maintain long-term relationships with funders and continuously improve proposals based on feedback.
• Availability: An in-house grant writer is readily available to respond quickly to opportunities or revisions, leading to faster turnaround times.
• Team Integration: Being part of the internal team, the grant writer can contribute to strategic discussions and align grant-seeking efforts with organizational priorities.

In contrast, some challenges with in-house grant writing are:

• Cost: Hiring a full-time in-house grant writer can be more expensive than outsourcing, especially for smaller organizations with limited budgets.
• Limited Expertise: An in-house grant writer may not have the breadth of experience or specialized knowledge that an outsourced grant writer might offer, especially if they have worked with a variety of organizations.
• Burnout: The demand for grant writing can be high, and having only one in-house writer might lead to burnout, affecting the quality of the work.
• Less Flexibility: An in-house grant writer might have limited bandwidth to manage fluctuating workloads or may be unable to work on multiple large projects simultaneously.

Outsourced Grant Writing

Outsourcing your grant writing is a game-changer for smaller organizations or organizations with smaller budgets. You may not have the need for a full-time grant writer. Or maybe, though your team members wear many hats–nobody has a deep understanding of the grant writing process. 

Outsourcing your grant writing offers the benefits of utilizing consultants or fractional workers, which offers you:

• Cost Efficiency: Outsourcing can be more cost-effective, as you only pay for the services when needed, without the overhead costs of a full-time employee.
• Specialized Expertise: Outsourced grant writers often have extensive experience across various sectors and can bring a fresh perspective, innovative strategies, and specialized knowledge to the table.
• Scalability: Organizations can easily scale up or down the level of support they need depending on current grant opportunities and deadlines.
• Fresh Perspective: An external grant writer can offer an unbiased viewpoint and identify opportunities or approaches that internal staff might overlook.
• Reduced Risk of Burnout: With the ability to bring in additional resources as needed, organizations can manage workloads more effectively and reduce the risk of overburdening a single individual.

Some challenges of outsourcing your grant writing include:

• Limited Knowledge of the Organization: An outsourced grant writer may lack a deep understanding of the organization's culture, mission, and internal processes, which could lead to less personalized grant proposals.
• Communication Challenges: There can be delays or misunderstandings due to less frequent or less effective communication, particularly if the grant writer is not regularly on-site.
• Less Control: Outsourcing might mean less control over the writing process, timelines, and final product, which can be a concern for organizations that want a hands-on approach.
• Potential for Misalignment: Without being embedded in the organization, an outsourced grant writer might not fully align with the organization's strategy or long-term goals.
• Dependency on External Resources: Relying on an outsourced grant writer can create dependency, making it difficult to maintain continuity if the relationship ends.

Of course, to mitigate these challenges we highly recommend:

- Providing your grant writer with the resources they need to be able to speak successfully to your culture, mission, and processes. 

- Set up recurring calibration sessions with a specific agenda to review wins, roadblocks, questions, and progress. 

- During the interview process, be sure to assess culture fit and alignment with your organization’s mission and vision.

- Build a relationship with your grant writing consultant. Become invested in each other to maintain continuity. 

In conclusion, the decision between having an in-house grant writer and outsourcing grant writing services ultimately depends on your organization’s unique needs, resources, and goals. Both options come with distinct advantages and challenges, from the deep integration and consistency of an in-house writer to the flexibility and specialized expertise of an outsourced professional. By carefully considering these factors and implementing strategies to mitigate potential downsides, you can optimize your grant writing process to align with your organization's mission and ensure long-term success. Whether you choose to invest in an in-house team or tap into the benefits of outsourcing, the key is to remain adaptive, strategic, and committed to building strong, collaborative relationships with those who will help secure your organization’s future.

With Fox Grants, you have access to top-notch talent with a range of experience. We’re proud to share that our grant writing division has a win rate of over double the national average! Our grant writing consultants specialize in a variety of industry verticals and are here to help you with your prospect research, grant writing, and grant management.