In certain instances, the small business may have questions about the topic or subtopic addressed in the topics document and they may wish for further clarification. The topics document may also contain a statement that the Department invites grant applications in other areas that fall within the scope of the topic description, and they may want to glean as much information as possible as to what falls within the specific topic description. In such instances, it is beneficial to communicate with the topic manager, if possible, to determine if your proposed project will be responsive to the topic and subtopic.
The contact information for the topic manager, also sometimes referred to as the topic author or program manager, is included in the topics document at the end of each subtopic section. To set up a call, first email the topic manager and let them know that your company is interested in the specific topic for which they are responsible. Ask if they would be willing to speak with you briefly by phone or email and provide one or more illustrative questions. If the topic manager is willing to speak with you by phone, please keep in mind that they are extremely busy so you should not request more than a 15-minute call.
Prepare your questions prior to the call. It is recommended that you write down your questions so that you have a chance to address all of your concerns. Be sure you have reviewed the agency’s website, webinars, and any FAQs before developing your questions so that you aren’t asking questions that have already been answered. Being well-prepared for the call indicates that you respect the topic manager’s time and that you are serious about the project. Try to stick to a 10–15-minute window and pay close attention to the responses from the topic manager.
While there are advantages to discussing your questions with a topic manager by phone, some topic managers prefer to communicate through email and may not be willing to speak with you by phone. In those instances, be sure to formulate your questions, and any follow-up responses, very clearly and succinctly. Additionally, just as if you were going to speak with the topic manager by phone, be sure that your questions were not previously answered in any FAQs or webinars before you send the email.
Phase 0 Resources:
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