Editor’s note: Looking to navigate the complexities of grants funding? Lexipol is your go-to resource for state-specific, fully developed grants services that can help fund your needs. Find out more about our grants services here.
Finding grant funding can feel overwhelming, particularly for smaller EMS and fire agencies where one person often wears multiple hats.
In this episode of the EMS One-Stop podcast, host Rob Lawrence is joined by Lexipol Grant Writer and Colorado Firefighter-Paramedic Anya Otterson to demystify the grant-writing process.
From identifying funding priorities and locating grant opportunities, to building a compelling case backed by data, Anya provides a practical roadmap for agencies looking to secure funding for equipment, staffing and operational improvements. She explains why success starts with clearly defining organizational needs, understanding grant priorities, and assembling evidence that demonstrates both community impact and operational necessity.
The discussion explores the complete grant lifecycle, from preparing competitive applications, through to post-award reporting and compliance. Anya emphasizes that strong grant applications combine hard data with real patient stories, while Rob shares lessons learned from managing successful Assistance to Firefighters Grants (AFG) and transportation safety grants.
They also discuss how AI tools such as ChatGPT can accelerate research when used appropriately — but caution against relying on AI to write narratives outright. The episode concludes with encouragement for agencies to not be discouraged by unsuccessful applications, reminding listeners that grant writing is an iterative process where persistence and continual improvement often lead to success.
Additional resources
- EMS1 GrantFinder: Our suite of solutions gives agencies direct access to seasoned grant professionals—backed by over 500 years of combined experience—along with a comprehensive tailored grant database
- Assistance to Firefighters Grants: Meeting firefighting and emergency response needs
- On-demand webinar: Grants Day — Your funding playbook. Get the insights, expert advice and tools to help your agency score big on grants
Key quotes
- “The data and statistics are incredibly important when writing grants, but to try to set yourself apart, I do like to have a little bit more of a personal touch.” — Anya Otterson
- “Figure out what kinds of things you want funding for and prioritize it.” — Anya Otterson
- “You’ve got to be in it to win it.” — Rob Lawrence
- “Give yourself enough time. This is not a day-before kind of thing.” — Anya Otterson
- “Making sure that everybody’s on the same page is critical because this is not something you can really do in a silo.” — Anya Otterson
- “Never be afraid to reach out to the funding agency with questions. Their job is to help you through the process.” — Anya Otterson
- “ChatGPT should not be writing your narratives for you.” — Anya Otterson
- “If you don’t get funded the first time, keep trying.” — Anya Otterson
- “The juice is worth the squeeze.” — Rob Lawrence
Episode timeline
- 00:00 – Introduction and why so many EMS leaders struggle to know where to begin with grants
- 01:30 – Meet Firefighter-Paramedic and Lexipol Grant Writer Anya Otterson
- 03:00 – The first step: identifying and prioritizing organizational funding needs
- 04:00 – Where to find grants, including GrantFinder, ChatGPT, state resources and direct outreach
- 05:45 – Overview of FEMA’s Assistance to Firefighters Grant (AFG) program
- 07:00 – Understanding funding priorities and why high-priority requests have the greatest chance of success
- 09:00 – Building a compelling grant narrative using statistics, research and patient stories
- 12:30 – Grant writing best practices: answer the questions, proofread thoroughly and involve leadership early
- 15:50 – Importance of organizational buy-in and internal communication
- 17:20 – Understanding grant requirements, matching funds and funding conditions before applying
- 18:40 – Post-award responsibilities, reporting requirements and maintaining compliance
- 20:40 – Rob shares practical lessons from administering successful federal grants
- 23:20 – Lexipol’s GrantFinder platform and professional grant writing services
- 25:45 – Using ChatGPT responsibly to support grant research while avoiding AI-generated narratives
- 29:35 – Final advice: persistence, continual improvement and learning from unsuccessful applications
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