For the first time ever (in over five years of working on proposals), I had two principal investigators prepare their summaries before the rest of the proposal. This is generally unheard of in academia. Summaries are usually seen as abstracts – something to be written last, after the proposal has coalesced properly. This obviously works, as it is standard practice. However, more often than not, investigators wait until the last minute. This obviously jeopardizes the quality of what is most assuredly the only piece of paper an entire review committee will actually take the time to read.
In proposal management circles, it is recommended that executive summaries be developed while still formulating a response to a solicitation. There are workshops, books, and models of how to prepare a compelling executive summary. If you’re very good in upstream business development, you will have an executive summary prepared weeks or months ahead of a solicitation. The summary is then used to motivate team members, identify gaps in knowledge or experience, influence the sponsor, recruit others, and generally advance a discussion. I hear that it’s a very effective practice and truthfully, it’s touted by capture management professionals everywhere.
After my recent experience, I am now a believer in preparing summaries before commencing writing of the proposal. The act of preparing, editing, and circulating – then re-editing the summaries (one within a large group of collaborators and the other between just two others) was a fantastic preparatory activity for the investigators. It provided them an opportunity to frame essential points and articulate them such that their collaborators could contribute substantially later on. This early work reinforces a plan for mapping out of the proposal that hits the high points of the research, releases the investigator from that dreaded 11th hour writing of summary, and, finally, the review committee will be genuinely hooked by this exceptionally well developed document.
I know it might not happen for another five years, but I’ll continue to advocate for executive summaries in academia.