A recent Wise Investigator success story illustrates many of the points I often emphasize. We all know the timeline for having a proposal funded can be lengthy. One might hope for about six months, but there are plenty of reasons why it does not always work out that quickly.

What if I told you that a client who began working with us in the summer of 2025 went from their first program officer contact to notification of proposal acceptance in eight weeks? And this is for a full-sized award—on the order of mid-six figures.

This brings up the saying, “Strike while the iron is hot,” as discussed in our newsletter of 8 December 2024, and the present case really drives that home.

What can we learn from this PI’s experience?

First: If there is someone you should reach out to at a funder, do it immediately.

All time windows are not equal. A common mistake is to think, “I’m slammed right now; I’ll do this in a month or two.” Outreach does not take a lot of time. It does take mental bandwidth, and it is understandable to conclude that, at times, you do not have the bandwidth for a full proposal, already knowing it is essential to submit a quality document. However, you almost always have time to send an email. Do not conflate those two.

Start the conversation. First, because there may be a genuine window of opportunity that will not exist in a month or two and, secondly, because sometimes these processes do take a long time, which is another reason to get started as soon as possible. As they say, “The early bird gets the worm.” Bias toward action.

Second: Have your support lined up in advance.

Build relationships with people who can answer questions for you on short turnaround. Keep in mind that the only way others can give you good advice quickly is if they already know about your situation.

This is why Wise Investigator takes time to get to know clients in our initial meetings—to understand the client’s research interests and relevant context. It is important to construct that foundation: The client has been assigned a coach; the relationship exists; the email channel has been established; and the cadence of correspondence is evident.

In this client’s case, they received quick, positive feedback from a program officer along with guidance needed for next steps. Our coach helped interpret that guidance, formulate the right follow-up questions and keep the conversation moving efficiently because it was all time-sensitive. I also recall chiming in on a Saturday afternoon (while out on a different mission) by sending a video message because it was critical to get this right. When a significant opportunity has arisen, you do not want to drop the ball. You can engage Wise Investigator for that kind of support.

You should also have already established connections with professionals in your Research Office. They might not be available on a Saturday afternoon, but during the week they will be there and, if they already know you and your work, they can jump straight to their best advice. Yours will be a familiar name when it pops up in their inbox with a subject line flagging a time-sensitive question.

Third: The money is there.

Yes, at the macro level we are seeing reductions and by the end of the fiscal year most funds are spoken for. But that doesn’t mean there are no pockets left. A few hundred thousand dollars is a rounding error for most funding organizations but a very big deal for you. In fact, toward the fiscal year’s end, lingering dollars often need to be spent quickly. It is no surprise that this particular opportunity unfolded right at year-end. While the broader trends do matter, at the granular level you need to focus on your situation: There is still support out there and those funds will need to be spent. Make it easy for a decision-maker to apply it to your work—be visible, be responsive, and be ready to act.

In fairness, this kind of eight-week turnaround is not typical, but it does happen and this happy example will not be the last time.

I hope this PI’s story gives a lift to any of you now anxious about the current funding situation. And if you have not yet had a win, do not be discouraged by someone else’s “easy” result. This assistant professor was relentlessly proactive with many irons in the fire, many conversations underway, and this was the one that hit. That’s the point.

You learn who needs your proposal by reaching out, not by perusing announcements and waiting. Make contact early, line up your support so you can move fast, and remember there are almost always pockets of money, especially at year-end, that need to be spent. Use these three strategies and put yourself on the path to the next fast yes.

P.S. To learn how to apply this approach even during the ongoing government shutdown, scroll down for a video on this topic.

Don’t loose momentum during the continued government shutdown

The government may be closed, but your funding momentum doesn’t have to be. In this video I share two simple moves you can make now—prepping outreach and lining up support—so you’re ready when timelines compress. Check it out!

When you are ready, here’s how we can help

Need to get your research funded, this year? Check out our 12-week program to get you there.

Check out our storefront where you can access our free Unlocking DOD Funding for University Researchers course and other resources, including for faculty applicants.

Ready to book a call to discuss how our program can support faculty at your institution? Let’s chat!