Research grant proposal writing is challenging enough. You’ve refined your research questions, developed your methodology, and calculated your grant proposal budget. Then you reach the section about research dissemination and research impact – and realize you have no idea what to write about.
More U.S.-based funders such as the National Endowment for the Humanities (NEH) and National Science Foundation (NSF) require detailed plans for how research findings will reach and benefit intended audiences. They want to see clear strategies for:
- Sharing data and results with different stakeholders
- Engaging with communities meaningfully and intentionally
- Measuring real-world impact
- Documenting project outcomes
This is specialized work that requires dedicated time and expertise – resources your research team may not have.
Related Post: Don’t Get Lost in Translation: Communicating Complex Ideas to a Lay Audience
In this guide, I’ll show you how to make a strong case for including a Research Communications Manager in your grant proposal process. This strategic role will not only strengthen your application but ensure your project delivers meaningful impact to all stakeholders – from policymakers to community members.
Scroll to the bottom for your free download – Key Questions to Assess Your Research Team’s Communication Needs.
Why Your Research Grant Proposal Needs a Research Communications Manager
Grant reviewers are looking beyond research excellence. They want evidence that your findings will create real-world impact. Unfortunately, sometimes there is little guidance in developing grant proposals and impact statements. Impact statements and dissemination plans require the researcher and research team to see beyond the research and make (and execute) a plan to share their research. Depending on the project, this activity may be simple or may require a fully drawn out dissemination plan.
Communication planning may come easy to some, but it can be a challenge. Communication planning is more than a few social media post. It may require a deep understanding of science and research communication, audiences, community engagement, media, and public engagement. But a Research Communications Manager can help guide the way.
What Funders Want to See
Clear Pathways to Impact
You’ll want to share detailed, actionable plans that show exactly how your research will move from findings to real-world implementation that includes:
- Defined audiences and impacted communities
- Specific strategies for reaching target audiences, including internal and external stakeholders
- Concrete plans for research communication implementation
- Defined methods for measuring success
- Identified beneficiaries and outcomes
Strategic Communication Planning
- Project-long communications plans and strategy
- Timeline for dissemination activities
- Budget for communication tools and resources
- Plans for intentional stakeholder engagement
- Methods for measuring and documenting impact
Related Post: Unleashing the Power of Research Communication Through Reflexivity
Why a Research Communications Manager is Essential
Similar to holding space on a research team for a quant person, Research Communications Managers are a highly specialized role. A Research Communications Manager can support your grant proposal, project lifecycle, and research team by:
- Developing a communications strategy that can guide you through the project lifecycle
- Working with your research team to repackage complex findings into accessible, actionable formats
- Building and maintaining relationships with key stakeholders
- Creating targeted content and messaging for different stakeholders and audiences
- Assisting with internal and external communication activities
- Tracking and reporting meaningful results
- Guiding your project from findings to real impact
More importantly, the Research Communications Manager can help you write your research grant proposal! Ideally, you’ll want to integrate a Research Communications Manager during the grant development phase – before your research begins. They bring critical expertise to your research dissemination plan, impact statement, and budget development. Plus, early involvement gives them time to understand your project’s nuances, team dynamics, and strategic goals.
And if you are still unsure, here are a few questions you can reflect on that may help you determine your team’s communication capabilities.
How to Position a Research Communications Manager in Your Research Grant Proposal
Understanding the Role
Think of a Research Communications Manager as your project’s cheerleader. You may be on the field scoring goals, etc., but they are on the sidelines making sure to promote your hard work. They are executing challenging, depth-defying leaps on their own. And both groups are working together, separately, towards a similar goal.
Research Communications Managers are responsible for focusing on the big-picture impact – the real-world impact. Not to say this is not the PIs or researchers responsibility. However, the PIs and researchers are also conducting the research. With so many moving pieces in a grant-funded project, your Research Communications Manager focuses on maximizing its real-world influence. And your PIs and researchers focus on conducting excellent research.
Related Post: Don’t Get Lost in Translation: Communicating Complex Ideas to a Lay Audience
Key Responsibilities
As you consider including a Research Communications Manager into your research grant proposal process, here are some of the responsibilities you can include to justify the role and added support:
Strategic Planning
- Develop comprehensive communication strategies for the project at all phases
- Create and execute a cohesive research dissemination plan
- Align communication timeline with research phases
- Manage stakeholder relationships, including assisting in developing relationships with the impacted community, funders, and other external stakeholders
- Track and measure impact
- Be prepared to shift plans and tactics as the project evolves
Project Management
- Coordinate within the research team and between the research team and external stakeholders
- Facilitate community engagement through targeted communication practices (e.g., hosting community meetings with research updates, writing blogs and newsletters with research updates)
- Manage project deliverables related to internal and external communication
- Maintain communication channels such as email, social media, website, and newsletters
- Document progress and outcomes
Content Development
- Collaborate with the research team to develop messaging based on research findings and developments
- Repackage research findings and messaging for different audiences
- Create engaging materials across platforms including infographics, video interviews, reports, etc.
- Support research publication efforts such as white paper development, op-eds, and blogs
- Manage digital presence via website, email newsletter, and social media
- Organize knowledge-sharing events within various communities and audiences
Research Grant Proposal Budget Considerations
Developing a realistic budget for communications activities requires planning for both personnel and project costs. Here are some key considerations for funding a Research Communications Manager and their activities for your grant proposal:
Personnel Costs
It is difficult to estimate a final number because every project and research context is different. But you might consider some of the following points as you brainstorm how much to budget for this role:
- Scale of work
- Project length
- Required technical skills (e.g., design, web development, etc.)
- Time commitment expectations (e.g., full-time versus part-time)
- Activity costs across project timeline
Other related costs might include:
- Travel
- Professional development
- Equipment and software needs
You might consider approaching this as contracted work through an RFP process, if time allows. This can help you better understand market rates and required deliverables.
Communications-related Project Costs
Big picture, communications-related costs should also be built into your grant proposal budget. These could include:
Tools & Technology
- Computer hardware
- Software licenses
- Content management system
- Analytics tools
- Design software
Project Activities
- Website development/maintenance
- Events and speaking engagement costs (including travel, if applicable)
- Publication fees
- Printed materials
- Video production
Having your Research Communications Manager alongside you as you develop the grant proposal can guide this budgeting process. They can help you determine a more exact estimate of costs and budget for communications activities.
Making Your Case for the Research Communications Manager in Your Research Grant Proposal
Connect to Project Impact
Once you’ve determined the role’s scope and budget, you’ll need to articulate the value of a Research Communications Manager in your proposal narrative. Here are some points to consider:
Demonstrate Value
- Link communications activities to specific project outcomes
- Show how dedicated expertise enhances overall project quality
- Explain how the role supports research team efficiency
- Highlight the benefits of proactive and intentional internal and external stakeholder engagement
Address Funder Priorities
- Align with established grant dissemination requirements
- Show commitment to community engagement
- Demonstrate professional approach to research impact
Show Long-term Benefits
- Build lasting stakeholder relationships
- Create reusable communication assets
- Develop communication capacity
- Establish models for future projects
The Bottom Line
A Research Communications Manager is increasingly valuable for helping support a research team in transforming great research into real change. And if you are still unsure, download our FREE guide: Key Questions to Assess Your Research Team’s Communication Needs. I would also encourage you to read my recent LinkedIn article about why research teams need communications support.
Next Steps
Are you ready to strengthen your next research grant proposal? I help research teams develop strategic communication plans and write compelling research grant proposals. Whether you need support during the grant writing process or are looking to bring on a dedicated Research Communications Manager for your project, schedule a free strategy session here.
