How to Apply to SBIR Grants: Part III
Welcome to the SBIR Grant Writers Series
This is Part 3 of Akela Consulting's SBIR Grant Writers Series, designed to guide you through every step of the SBIR process, from registration to winning proposals. In Part 1, we covered portal registration, and in Part 2, we explored finding the right SBIR grants. Now, we'll dive into the crucial preparation phase before writing your proposal.
Series Overview:
Part 3: Preparing to Write Your SBIR Proposal
Part 4: Writing a Winning SBIR Proposal (Coming Soon)
Part 5: Submitting Your SBIR Proposal (Coming Soon)
At Akela Consulting, our team of SBIR grant consultants helps small businesses navigate this complex process, ensuring they meet every requirement and submit competitive proposals. Whether you're just getting started or looking to refine your approach, we're here to guide you.
Let's dive into the essential preparation steps before writing your SBIR proposal.
Why Preparation Matters for a SBIR Proposal
The difference between successful and unsuccessful SBIR proposals often comes down to preparation. While the writing itself is important, the groundwork you lay beforehand is critical. Without proper preparation, even the most eloquent proposal may miss the mark on what reviewers are actually looking for.
Companies that invest time in preparation can see significantly higher success rates because they thoroughly understand agency needs and can effectively align their solution with funding priorities before they start writing.
Essential Preparation Steps
Understand Agency Needs and Connecting with Technical Points of Contact (TPOCs)
The most critical preparation step is thoroughly understanding what the funding agency needs and making direct contact with program personnel. This outreach can save you countless hours and significantly increase your chances of success.
The Technical Point of Contact (TPOC) is the agency representative in charge of the solicitation. They have the clearest understanding of what type of solution the solicitation is seeking. Reaching out to them before writing your proposal can provide invaluable insights and potentially save you hundreds of hours of effort.
When contacting the TPOC:
Introduce your company briefly
Clearly describe your proposed solution
Ask specific questions about alignment with their needs
Be respectful of their time and responsive to feedback
This early communication can reveal whether your technology is actually a good fit for what they're looking to fund, potentially saving you from investing time in a proposal with little chance of success.
Engaging Potential End Users
Not all agencies are potential customers, but every agency has an agenda of what they're looking to fund. Agencies such as the Department of Defense have the additional value of being potential customers themselves. Understanding the perspectives of end users can tremendously strengthen your proposal.
By engaging with potential users of your technology, you can:
Learn agency-specific terminology
Understand operational challenges firsthand
Identify unstated needs or preferences
Gather quotes or insights to include in your proposal
For DoD and similar agencies, build relationships with actual potential customers
Ask about specific use cases or scenarios where your technology would be applied to ensure your solution addresses real-world needs.
Identify Proposal Parameters
SBIR proposals often involve complex requirements that vary significantly between agencies, program types, and funding phases. Understanding these parameters early will save you from last-minute scrambling.
Many proposals require 10+ additional forms and attachments that demand significant forethought. Requirements can change drastically depending on whether you're pursuing an SBIR or STTR route, or a traditional Phase I versus a Direct-to-Phase II (D2P2) approach.
Key elements to identify include:
Page limits for each section
Formatting requirements (font, margins, spacing)
Required and optional attachments
Special certifications or approvals needed
SBIR vs. STTR-specific requirements
Phase I vs. D2P2 differences
Submission deadlines and method
Evaluation criteria and weighting
Pay particular attention to evaluation criteria—they tell you exactly what reviewers will be scoring you on. Structure your proposal to address these criteria directly.
Clarify Your Solution and Create a Robust Project Plan
Before writing, you need to articulate how your technology addresses both the explicit and implicit objectives of the agency without distracting from your original company roadmap.
The classic AFWERX advice to "explain your technology like you're explaining it to your grandma" holds true across agencies. Your ability to communicate complex technology in accessible language while demonstrating technical depth is crucial.
Your solution clarification should include:
A clear, jargon-free explanation of your innovation
How it specifically addresses the agency's stated needs
Technical approach and methodology
Preliminary data or proof of concept
Realistic project milestones and deliverables
Resource allocation and team responsibilities
Risk identification and mitigation strategies
This clarification process helps ensure your project plan is robust, realistic, and aligned with both agency needs and your company's capabilities.
Supporting Documentation
Letters of support, memoranda of understanding (MoUs), and letters of commitment from subcontractors can significantly strengthen your proposal by demonstrating interest and commitment from key stakeholders.
Strong supporting documentation can come from:
Government "primes" (major contractors)
Relevant government agencies or departments
Commercial partners or customers
Research institutions
Subcontractors or consultants
For certain programs like AFWERX Phase II, formal agreements like MoUs with Air Force partners or customers are essential. These documents should clearly outline roles, responsibilities, resource commitments, and specific collaboration activities.
Start securing these documents early—they often take longer than expected to finalize, especially when dealing with large organizations or government entities.
Research and Development Roadmap
Your proposal should clearly situate the proposed work within your broader R&D strategy. This demonstrates to reviewers that you have a vision beyond the immediate project and increases confidence in your ability to commercialize the technology.
A well-developed R&D roadmap should address:
Current technology readiness level (TRL)
Development milestones beyond the proposed project
Testing and validation approaches
Phase I to Phase II transition strategy
Commercialization pathway
For dual-use technologies, clearly differentiate between defense and commercial applications, with specific strategies for each market.
Market Analysis and Commercialization Strategy
While technical merit is crucial, agencies are increasingly focused on commercialization potential. Thorough market research demonstrates that you understand the path to market for your innovation.
Effective market analysis includes:
Market size and growth projections
Customer segments and needs
Competitive landscape
Defense-specific applications (if relevant)
Commercial applications
Pricing and business model analysis
Your commercialization strategy should address how you'll move from the R&D phase to revenue generation, including partnerships, manufacturing considerations, and go-to-market approach.
Putting It All Together: Your Pre-Writing Preparation Plan
Before you begin writing, create a comprehensive preparation plan with these steps:
Contact the TPOC and potential end users to understand needs
Identify all proposal requirements and parameters
Clarify your technical approach and develop a robust project plan
Secure supporting documentation (letters of support, MoUs)
Develop your R&D roadmap and commercialization strategy
Create templates and checklists to guide your writing
Organize all materials for easy reference during writing
By following this preparation framework, you'll position yourself for success when you begin the actual writing process in our next article.
Conclusion: The Foundation for Success
Thorough preparation is the foundation upon which winning SBIR proposals are built. By investing time upfront to understand agency needs, clarify your solution, gather supporting elements, and conduct strategic outreach, you dramatically increase your chances of success.
At Akela Consulting, we help our clients through this critical preparation phase, setting them up for successful proposals that lead to funding. Our experienced SBIR grant consultants can guide you through each step of the process, ensuring you're fully prepared before writing begins.
Looking forward to Part 4 of our series, we'll dive into the actual writing process, building on the solid foundation you've established through preparation.
How Akela Consulting Can Help
Akela Consulting specializes in guiding companies through every phase of the SBIR process—from preparation to submission. As trusted SBIR grant writers and consultants, we help you maximize your chances of success through:
Identify multiple opportunities for funding
Strategic solicitation analysis
Technical alignment guidance
Template development
Connection to potential partners and supporters
Comprehensive proposal planning
Looking for more guidance? Visit Our Website To Learn More
