Reflecting with Jesse Clarke from JN Clarke Consulting on the recent findings from Carleton University, we were struck by a fundamental tension facing Canada’s charitable sector: a deep, unwavering commitment to mission driven work set against a reality where overstretched teams spend countless hours on grant writing and grant applications in an increasingly competitive environment.
Our conversation naturally turned to the potential for emerging technologies, and how AI, when applied thoughtfully, could be woven into this ecosystem. The opportunity isn’t just about speeding up proposals, but about strategically augmenting human capacity, allowing AI to handle rote research and data compilation so that teams can dedicate their precious time to what truly matters: building funder relationships, engaging with communities, and advocating for systemic change.
What is True Now When it Comes to Grant Writing
- AI is an Augment, Not a Replacement: The most effective use of AI is not to replace the grant writer, but to augment their capabilities. AI can generate a first draft, summarize complex research, or analyze data, but the human element—strategic thinking, emotional intelligence, authentic storytelling, and relationship building—remains the most valuable asset.
- The Quality of Input Dictates the Quality of Output: AI is not a magic wand. Its effectiveness is entirely dependent on the quality of the prompts, the clarity of the data provided, and the strategic direction given by the user. A skilled operator who understands their mission deeply will always generate better results than someone looking for a shortcut.
- Ethical Oversight is a Core Competency: Using AI responsibly is not optional. It is a fundamental requirement to check for algorithmic bias, ensure the narrative is authentic to the community being served, and protect sensitive data. Ethical application is as important as technical skill.
When guided by ethical principles, AI has the potential to become a powerful equalizer, helping to alleviate the sector’s capacity crisis and empowering more organizations to make their case for support more effectively and persuasively.
The State of Grant Writing
A 2025 Snapshot of Canada’s Charitable Sector(Nov ’24)
The Grant Writing Landscape
Grant funding is the lifeblood for a vast majority of charitable organizations, enabling them to deliver essential services and pursue their missions. The process of securing these funds is a significant undertaking, marked by varying degrees of success and a substantial investment of time and resources. Understanding these dynamics is the first step to navigating the landscape effectively.
86%
of Organizations
applied for grant funding in the past 12 months, highlighting its critical role in the sector.
Grant Application Success Rate
While over a quarter of organizations see success in more than half their applications, a significant portion faces lower success rates, indicating a competitive and challenging environment.
The Investment: Time and Talent
The pursuit of grant funding demands a significant investment, not just financially, but in terms of human resources and time. For most organizations, grant writing is not the responsibility of a single specialist but a shared duty, often adding to the workload of staff already juggling multiple roles. This reality underscores the sector’s resourcefulness and its capacity challenges.
Average Hours Spent Per Grant Application
The data clearly shows that grant writing is a time-intensive activity. Nearly half of organizations dedicate 5-15 hours per application, with a third investing even more, highlighting the need for efficient processes.
Dedicated Grant Writing Staff
A striking 60% of organizations do not have a dedicated grant writer. This responsibility is shared among existing staff, showcasing a sector that stretches its resources to meet funding needs.
Shifting Tides: Challenges & Opportunities
The funding environment is not static. Over the past two years, many organizations have found it increasingly difficult to secure the grants they need. This shift is driven by a confluence of factors, from heightened competition to changing funder priorities. However, within these challenges lie opportunities for growth through strategic adaptation, improved processes, and new tools.
Change in Ability to Secure Funding
Over a third of organizations report that securing grant funding has become harder, a sentiment that significantly outweighs those who found it easier. This points to a tightening and more competitive landscape.
Roadblocks to Funding
- ❌Increased competition for limited funds.
- ❌Shifting funder priorities leading to misalignment.
- ❌Lack of internal capacity and staff time.
- ❌Burdensome application and reporting requirements.
- ❌Shrinking or frozen funding pools.
Pathways to Success
- ✅Hiring dedicated staff or consultants.
- ✅Building strong relationships with funders.
- ✅Improving data collection to tell a better story.
- ✅Adopting new tools like AI to increase efficiency.
- ✅Greater organizational visibility and recognition.
What is Coming Next: Evolving Role of Grant Writers in Grant Writing
- The Grant Writer’s Role Will Evolve from Author to Strategist: As AI takes on more of the initial drafting and research synthesis, the role of the grant professional will elevate. Their primary value will shift further towards high-level strategy, sophisticated prompt engineering, critical editing, and managing funder relationships becoming the architect of the proposal, not just the writer.
- Hyper-Personalization Will Become the Standard: Generic proposals will become obsolete. AI will enable organizations to analyze a funder’s entire portfolio, public statements, and strategic priorities at scale, allowing for the creation of hyper personalized proposals that speak directly and intelligently to a funder’s specific interests and language.
- Funders Will Increase Scrutiny for Authenticity: As AI assisted writing becomes ubiquitous, funders will become more adept at identifying generic, soulless content. This will lead to an even higher premium being placed on proposals that demonstrate genuine community voice, unique insights, and a clear, authentic narrative that AI alone cannot replicate. Originality and ethical AI use will become key differentiators.
Amplify Your Impact
Turning this potential into a reality for your organization starts with a conversation. Reach out to the experts at Coffai Shop to explore how a tailored, ethical AI strategy can empower your team and amplify your impact.
Peter aka The Chief Coffee Drinker
P.s Keep your eyes peeled for our upcoming announcement on a 2025 Grant Writing & AI Summer Bootcamp collaboration.
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