When budgets tighten and timelines shrink, many organizations find themselves asking the same question: how do we keep our communications, branding, and community outreach alive when resources are limited?
For many, the answer lies in grants, partnerships, and requests for proposals (RFPs). These processes can open doors to meaningful work, new collaborations, and stronger community impact. They can also feel complex and time-consuming. Whether you’re the one writing a proposal or reviewing them, understanding what goes into the process helps everyone approach it with more strategy, empathy, and success.
At Engage + Empower, we’ve written, reviewed, and supported many RFPs and funding proposals. Each one is a learning experience (to say the least). Whether it results in a signed contract or a polite decline, the time and reflection that go into the process are never wasted.
The unseen hours behind every proposal
If you’ve ever spent an evening revising a budget, rewriting a project summary, or gathering partner letters, you know how much effort it takes to prepare a strong proposal. Between alignment, storytelling, and administration, a single RFP or funding submission can take 25 to 60 hours of focused work before it’s ready to send.
Then comes the waiting…
Sometimes you get an automated confirmation within minutes. Sometimes it’s silence for weeks. And sometimes the decision arrives just when you’ve moved on to something else.
It can be discouraging, but the work you put in is never lost. Every proposal helps you clarify your goals, your values, and the difference you make. It helps you describe your impact in a way that others can see and support. That growth is always a win, even when funding doesn’t follow right away.
Why clarity matters on both sides
Whether you’re responding to an RFP or preparing to issue one, clarity is the foundation of trust. Applicants want to know what success looks like, and funders want to see how a proposal connects to real outcomes.
If you’re writing the proposal, start by asking three questions:
- What problem or opportunity are we addressing, and why now?
- What results or impact will this work create?
- What specific steps will we take to get there?
If you’re the one creating the RFP, ask yourself:
- Have we clearly explained what we need and why it matters?
- Are our timelines and evaluation criteria realistic?
- Have we left room for creativity and flexibility in the responses?
When both sides approach the process with clarity and openness, the outcome’s better for everyone.
Build a budget that tells a story
Budgets are one of the most revealing parts of any proposal. They show how much thought and care went into planning the work. A strong budget reflects both practicality and purpose.
If you’re seeking funding, be transparent about assumptions, labour, and timelines. It’s fine to include in-kind contributions or small contingencies if they show how you plan to sustain the project.
If you’re reviewing proposals, look for balance. A thoughtful budget often tells you more about an organization’s capacity and values than a polished executive summary ever could.
Recognize the effort involved
It’s easy to underestimate the amount of unseen labour that goes into proposals and RFP responses. Every chart, paragraph, and data point represents time, thought, and care. For smaller organizations and teams, that effort can stretch already limited capacity.
Understanding that reality makes for better partnerships. When funders acknowledge the work behind each submission, they contribute to a more equitable process that respects time and effort on both sides.
Review, refine, and rest
Before you submit or publish anything, take a pause. Ask someone outside your circle to read what you’ve written. Does your message make sense? Is the value clear? Are your timelines realistic?
Give your proposal space to breathe. Those final reviews often catch small details that could make a big difference later.
Canadian and B.C. resources worth knowing
If you’re exploring funding options, these resources are a great place to start:
Government of British Columbia – grants and funding: A directory of provincial programs for non-profits and charities. www2.gov.bc.ca
PacifiCan: Federal funding for BC businesses and organizations focused on innovation and growth. canada.ca
- BC Economic Development Funding & Grants: A searchable database of funding and grant opportunities for community, business, and regional economic development across BC. bc government funding & grants
Canada Digital Adoption Program: Micro grants (up to $2,400) for small businesses seeking support with digital marketing and technology. digitalmainstreet.ca
BC Hydro Community Grants: Up to $10,000 for community-based programs that promote safety, sustainability, and well-being. bchydro.com
Vancouver Foundation: Grant streams for BC-based organizations supporting inclusion and innovation. vancouverfoundation.ca
- Government of Canada: Canada Small Business Financing Program. Canada.ca
United Way BC: Regional grant programs that support local collaboration and community impact. uwbc.ca
- BDC: Small Business Load. BDC.ca
Grant Connect and GrantStation: Online databases for Canadian organizations looking for funding opportunities. GrantStation and GrantConnect
- Government of Canada: Supports for Business. Canada.ca
UBC Small Business Accelerator – Funding and Financing: Curated listings of Canadian funding programs for small and growing enterprises. sba.ubc.ca
- Government of Canada: Business Benefits Finder. Get a tailored list of programs and services from across Canada — all in one place. Canada.ca
Bookmark these and revisit them regularly. Funding cycles shift often, and timing can make all the difference.
The quiet wins
Even if your proposal isn’t selected, it still moves you forward. You refine your message, strengthen your systems, and build your resilience. Those are real wins.
And when one does land, when you finally receive that email that says Congratulations, your proposal has been approved, it’s a reminder that none of it was wasted. Every hour of effort was part of your growth.
How we can help
At Engage + Empower, we help teams and leaders write with clarity, purpose, and confidence. Whether you’re preparing a funding proposal, reviewing RFPs, or designing your next project call, we can help you communicate your goals with transparency and impact.
Reach out anytime to start a conversation. And keep an eye on next week’s newsletter, where we’ll share more tools, examples, and reflections to make funding feel less intimidating and a lot more human.
