Tips for Engaging with Program Officers Throughout the SBIR/STTR Process

Program officers play a crucial role in the SBIR/STTR grant process. They can provide valuable insights, guidance, and support throughout your application journey. Engaging effectively with program officers can significantly improve your chances of success. Here are some tips on how to interact with program officers at various stages of the SBIR/STTR process.

Why Engage with Program Officers?

Before diving into the tips, it's important to understand why engaging with program officers is beneficial:

1. They can provide clarity on agency priorities and funding opportunities
2. They can offer feedback on your project's fit with the program
3. They can guide you through the application process
4. They may provide valuable insights that can strengthen your proposal
5. They can help interpret reviewer feedback if your proposal isn't funded

Before Submission

1. Identify the Right Program Officer

• Research the agency's website to find the program officer most relevant to your technology area
• Look for contact information in the funding opportunity announcement

2. Prepare a Concise Project Summary

• Develop a brief (1-2 page) summary of your project
• Include the problem you're addressing, your innovative solution, and potential impact

3. Initial Contact

• Email the program officer with your brief summary
• Request a short call to discuss your project's fit with the program
• Be respectful of their time - keep initial communications concise

4. During the Call

• Briefly present your project idea
• Ask specific questions about the program and how your project aligns
• Listen carefully to their feedback and take notes

5. Follow Up

• Send a thank-you email summarizing key points from the call
• Include any additional information they requested

During Proposal Preparation

6. Seek Clarification on Requirements

• If you're unsure about any application requirements, don't hesitate to ask
• Program officers can provide valuable clarification on solicitation details

7. Discuss Potential Collaborations

• If you're considering collaborations, discuss this with the program officer
• They might provide insights on how collaborations are viewed in the review process

8. Keep Communication Professional

• Maintain a professional tone in all interactions
• Remember, while program officers can provide guidance, they cannot help write your proposal

After Submission

9. Confirm Receipt

• A brief email to confirm your submission was received is acceptable
• This can also serve as an opportunity to thank them for their previous guidance

10. Be Patient

• Avoid frequently asking about the status of your application
• Program officers will contact you if they need additional information

If Not Funded

11. Request a Debrief

• If your proposal isn't funded, request a debrief from the program officer
• They can provide insights beyond the written reviews

12. Discuss Resubmission

• Ask about the possibility and process for resubmission
• Seek their advice on how to strengthen your proposal

If Funded

13. Express Gratitude

• Thank the program officer for their support throughout the process
• Reaffirm your commitment to the project's success

14. Maintain Open Communication

• Keep the program officer informed of significant developments or challenges
• They can often provide valuable advice or resources

General Tips for All Interactions

15. Be Prepared

• Do your homework before each interaction
• Have specific questions ready

16. Be Respectful of Their Time

• Keep emails concise and to the point
• Stick to scheduled call times

17. Listen Actively

• Pay close attention to their advice and feedback
• Take notes during calls

18. Follow Through

• If you say you'll do something (like send additional information), make sure you do it promptly

19. Stay Updated

• Follow the agency on social media
• Attend any webinars or workshops they offer

20. Build a Relationship

• View your interactions as building a long-term professional relationship
• This can be valuable for future funding opportunities

What to Avoid

1. Don't ask the program officer to read your entire proposal before submission
2. Avoid pushing for preferential treatment
3. Don't argue with their feedback or advice
4. Never misrepresent your project or capabilities

Conclusion

Engaging effectively with program officers can provide valuable insights and improve your chances of SBIR/STTR success. Remember, program officers are there to help, but the responsibility for crafting a compelling proposal ultimately lies with you. By following these tips, you can build a productive relationship with program officers and navigate the SBIR/STTR process more effectively.

Remember, every interaction is an opportunity to demonstrate your professionalism, commitment, and the potential of your innovative idea. Use these opportunities wisely, and you'll be well on your way to securing the funding you need to bring your innovation to life.