How to Position Your Organization for Federal Funding

Federal funding is a complex and competitive arena for organizations pursuing funding for infrastructure, workforce, and community initiatives. Many applicants assume success hinges solely on the strength of their project. In truth, the strongest applications emerge from organizations that know how to work the system. This doesn’t mean bending rules or shortcuts, but putting the time in to strategically leverage publicly available resources, nurture relationships, and align with agency priorities well before grant opportunities open. 

Utilize Program-Level Staff 

Engaging with public-facing program staff remains one of the most overlooked yet impactful strategies. Across federal agencies, staff dedicated to applicant support (such as MARAD Gateway Directors, EDA’s Economic Development District managers, and DRA’s Local Development District staff) are positioned to clarify expectations and highlight subtle programmatic nuances. These experts understand both the intent behind funding goals and the pitfalls applicants routinely face. It is important to keep in mind that you will not be able to engage program level staff once funding opportunities open, so act early. Reaching out early not only deepens your understanding but also helps ensure your organization becomes familiar to those with direct lines to the ultimate funding decisions. 

NOTE: Utilizing a debrief from program-level staff for applications that were denied funding is a great way to inform future applications!

Respond to Requests for Information (RFIs) 

Making your voice heard in the development of funding programs can dramatically reshape opportunities. Agencies often solicit input through Requests for Information, Requests for Comment, and other public engagement channels prior to issuing a Notice of Funding Opportunity. Thoughtfully crafted responses signal your expertise and ensure the realities you face are incorporated into evolving program designs. When the final NOFO appears, those who engaged early often find their challenges and priorities already reflected, giving them a stronger footing against other applicants.  

NOTE: When responding to RFIs, you can select which questions you want to answer!  

Use The Right Words 

Language matters immensely in federal funding applications and scrutiny over phrasing is higher than many realize. We have learned of instances in which reviewers deploy search functions to weed out terms deemed politically sensitive in the current administration. Words like “DEI,” “equity,” or “climate justice” may trigger unintended consequences. Mirroring the agency’s own terminology and tone without diluting your mission will ensure your proposal aligns with the reviewers’ expectations and the political context. Our VP of Public Sector, Taylor Piaz, wrote a more in-depth insight on this you can read HERE. 

Participate in Public Engagement Sessions 

Public-facing resources such as webinars, FAQs, Industry Days, listening sessions, office hours and technical assistance calls offer a powerful and often underutilized path to connect. These events serve not only to clarify expectations but also to build credibility. By participating, especially asking thoughtful questions or sharing insights, an organization creates familiarity with agency staff which can be advantageous when applications are judged later. 

Lean on Strategic Partners  

Now, more than ever, strategic partnerships offer a crucial edge. On August 8, 2025, President Trump issued an executive order that significantly reshaped the grantmaking landscape by placing political appointees at the heart of funding decisions. The executive order mandates that each federal agency designate a senior presidential appointee to review all funding opportunity announcements and discretionary grants, ensuring alignment with agency priorities and the “national interest.” These officials now exercise far greater control over the process. Partnering with experienced consulting or lobbying firms can provide access to those decision-makers in ways otherwise unavailable. These partners often have long-standing relationships, insights into regulatory shifts, and credibility with newly empowered staff.  

Note: Strategic Partners are also a great resource for having your projects included as congressionally directed funds (formerly earmarks) in federal appropriations packages without going through the competitive grants process!  

Final Thoughts 

A federal funding strategy can (and should!) be far more than drafting an application and awaiting a response. Organizations that engage actively with program staff, participate in shaping program design, leverage agency resources, and collaborate with strategic partners navigate this system most effectively. Working the system doesn’t mean gaming it. It means that you are willing to go the extra mile and put in the work to get your project across the finish line.  

Need assistance? Reach out to the CFS Strategy Team to assist in developing your comprehensive funding strategy!