How to present to grant panels as a freelance assessor

As an assessor, I am sometimes asked to present my assessments to a panel to help members decide which projects to fund. This doesn't happen often, but when it does, it's important to be well prepared so that I present myself professionally.

A panel meeting is often one of the few occasions where I am face to face with a funder, so getting it right matters. I wanted to use today's blog to share what I've learnt about attending these meetings, as they can be an integral part of your role as a freelance assessor.

Firstly, the name of the meeting can vary. You might hear them referred to as a Panel, Sub-Committee, Local Action Group, Community Board, Award Selection Committee, or something similar. They might be made up of trustees, internal staff, community members, philanthropists, board members, or a combination of these, the list goes on.

It's helpful to know who will be attending so that you understand their role and the decision-making structure. For example, a community fund panel made up of local experts may ask more questions than an internal awards meeting consisting of a single decision-maker.

Panel meetings are not a regular occurrence in my role, but they do happen. They are a great opportunity to build rapport with your client and demonstrate your skills and expertise. Getting them right leaves both you and the funder feeling positive, which can help secure future work.

They often last one or two hours and typically involve panel members, staff, and the assessors who have reviewed the projects. Assessors are usually required to summarise their findings to support decision-making. You might need to present each assessment individually or provide an overview of your recommendations so that members can decide where to allocate funds.

I cut my teeth presenting complex assessments to local experts on rural tourism and agriculture projects, and I used to dread those monthly meetings. I would sit there making myself as small as possible, hoping nobody would ask me any tricky questions! One of the things I found most challenging was remembering my assessment in enough detail to explain my reasoning and justify my recommendations.

I still experience this from time to time, but I've developed some helpful strategies that leave me feeling much better prepared. Even if you thrive on presenting, it can be easy to forget the thinking behind an assessment once some time has passed. Panel meetings often take place weeks or months after assessments have been completed, and projects can begin to blur into one another, especially when you're assessing high volumes.

When I know I will be presenting, I make a few more notes than usual to support my key points. This doesn't have to mean a significant amount of extra work. Often, it's as simple as creating a copy of my assessment and adding one or two sentences alongside my main points to clarify my thinking.

These additional notes are invaluable when it comes to answering questions. They're particularly useful when the assessment process is score-based and doesn't require a written narrative, as they provide context that scores alone cannot capture.

At a recent panel meeting, I presented recommendations across three different funds. A couple of projects had received the same score, but I had only recommended one for funding. The panel asked me to justify that decision, which I was able to do because I had retained my own copy of the scoring with tailored notes against each application.

I explained my reasoning clearly, which demonstrated the depth of my review. This immediately reassured the panel that my assessments had been considered carefully and enabled us to move on swiftly.

Another strategy I employ is to present a balanced overview of the key themes emerging from the projects I've assessed. This demonstrates that I understand the bigger picture and provides panel members with valuable context to support their decision-making. It also helps build confidence in your skills and expertise.

For example, I might discuss the geographical spread of applications, the types of organisations applying, how prevalent the use of AI has been, or any applications that particularly stood out and why. I may also explain the rationale behind my recommendations. This is where a strong understanding of the funder's criteria becomes particularly important, as it helps ensure your reasoning is aligned with their priorities.

The information panel members want to hear will vary, so there is always an element of learning as you go. However, I generally find that this type of overview is both valuable and well received.

Of course, another important consideration is being succinct. Panel members are often short on time and may need to make decisions across a large number of grants. They need clear, easy-to-understand information that builds confidence in your assessments and demonstrates that they can trust your judgement.

They do not need every detail. That's what the assessment itself is for. Providing a concise overview and then expanding when requested makes it easier for them to allocate funds effectively. It also reinforces your credibility and leaves a positive impression.

I've touched on several strategies that have helped me over the years, but I'd love to hear any additional tips you have found useful.

You may never need to attend a panel meeting, but there may well come a time when you do. Taking a little extra time to prepare while you're in the midst of assessing can make all the difference to the success of your presentation and, ultimately, your ability to retain your clients.