Supporting History

The Language of Love: Communication Fosters Preservation Success

Originally published in Colorado History NOW, February 2005

As Valentine’s Day approaches, here at the State Historical Fund (SHF) we are thinking about relationships.  In particular, we are pondering the special bond between the SHF and our grant recipients (we call them GRCs for “grant recipient contacts”).  Like all healthy relationships, this one thrives on positive, open communication.

While there are several elements to a good working relationship with the SHF—responsible contract management, accurate bookkeeping, and knowledge of SHF policies—the best way to ensure success is to speak up.

Good communication starts long before you, the potential GRC, ever pick up a SHF application form.  Ideally, you should call the SHF’s application and outreach advisors months before one of the application deadlines to discuss your project idea.  At this point we can discuss our general policies with you, introduce you to our Program Guidelines, tell you about similar projects that may have been successful in the past, and invite you to one of our free grant workshops.  As an application deadline approaches, we can help you fine-tune your application before you submit it, and we’re even available to review and make comments about drafts of your application!  We are here to introduce you to the SHF and to guide you through the whole application process.  But, for this relationship to be successful, the well-prepared grant applicant should give himself or herself enough time to get to know the SHF and all of its policies and procedures.  Remember, a relationship can take months to cultivate.

If you are one of the well-prepared applicants who receive a SHF grant, you will develop a whole new set of relationships with the SHF.  At that point you will be introduced to your SHF preservation specialist, the individual who will help you meet all of the SHF project standards.  You will also meet your contract specialist, another person with whom you should develop a very good working relationship.  Both of these individuals are available to help you throughout the life of your grant award, but these relationships also depend on open, frequent communication.  As a grant recipient, it is beneficial to contact your SHF partners early and often.

In some relationships, it is better to act first and apologize later.  Not so with grant funders!  If, during the course of your grant project, you have problems (say, your project is behind schedule) or questions (like, “can I pay for that with my contingency funds?”), it is very important to contact your SHF partners immediately, so they can help you through any difficulties.  Otherwise, as a grant recipient, you risk violating your grant contract and getting stuck with the bill.  But, if you have a good line of communication with your SHF project team, you are likely to enjoy a productive grant project, all the way to the ribbon-cutting ceremony!

While you might think that your grant project and the SHF would be a relationship of love at first sight, a successful relationship depends on much more—like good communication, mutual understanding of goals and policies, and honesty.  Happy Valentine’s Day!

BY RACHEL SIMPSON, SHF Technical Advisor

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