Project Command – Détails, épisodes et analyse

Grant writing is one of the most important and most frustrating tasks in the fire service. In this episode of Project Command, I break down my seven step grant writing process and show exactly how ChatGPT and other AI tools can support you at every stage.

From identifying needs and aligning projects with funding priorities, to drafting narratives, strengthening justifications, and refining final submissions, AI can save time, improve clarity, and help you produce more competitive grant applications. This episode focuses on practical, real world use cases, not hype or theory.

This is the fourth installment in the AI in the Fire Service series, following ChatGPT for Firefighters, ChatGPT for Fire Chiefs, and ChatGPT for the Fire Training Officer. If your department is short on time, staff, or grant writing experience, this episode provides a clear framework and ready to use ideas to help you get started.

Prompt 1: Find and Rank Grants for Extrication Equipment

You are acting as a grant research specialist for a municipal fire department.

I am looking for grant opportunities that can fund the purchase of new extrication equipment.

Please:
Identify federal, state, local, and private grant programs that commonly fund fire service equipment or rescue tools
Filter to grants open to municipal fire departments or public safety agencies
Note which grants are currently open or have upcoming application windows, if available

For each relevant grant, provide:
Grant name
Funding purpose
Typical award amounts
Key eligibility requirements
Application timeline or cycle
A direct link to the official grant website or application page

Rank the grants based on alignment with purchasing extrication equipment. If exact deadlines are unavailable, include the most typical application periods based on past cycles. Present results in a clear table or bullet format.

Prompt 2: Identify and Coordinate Grant Stakeholders

You are acting as a project manager and grant coordination specialist for a municipal fire department.

I am preparing a grant application to fund new extrication equipment.

Please identify all internal and external stakeholders involved in both the grant application and post award project execution.

For each stakeholder group, include:
Their role in the grant process
The information or support they provide
When they should be engaged in the process

Consider stakeholders across:
Fire department leadership
Operations and field personnel
Finance and budgeting
IT and data systems
Procurement and logistics
Training divisions
Legal or compliance, if applicable
Community partners or governing bodies, if applicable

Present the results in a clear table or structured list that can be used as a stakeholder coordination plan.

Prompt 3: Analyze Operational Data with Methodology and Assumptions

You are acting as a data analyst and project evaluation specialist for a municipal fire department.

I will provide four to five data tables related to department operations and project outcomes, such as incident volume, response times, equipment usage, training records, and costs.

Please:
Analyze each table to identify key trends and findings
Cross analyze the tables to identify relationships or correlations
Summarize insights that support a grant application or project evaluation

Also include:
A clear explanation of the methodology used
A list of assumptions made during analysis
Any limitations or data gaps that impact accuracy

Present the results with:
Key insights in bullet points
Supporting references to the provided data
A short methodology and assumptions section at the end

The goal is transparent, defensible analysis suitable for grant narratives or reporting.

In this third installment of the AI in the Fire Service series on Project Command, we break down how fire training officers can use ChatGPT and other AI tools to improve training, organization, and program development.

We start with a simple AI 101 overview to explain what artificial intelligence is and what it is not in plain language for the fire service. Then we dive into real world use cases for training officers, including:

• Building lesson plans and training presentations

• Creating drill ideas and multi company training evolutions

• Developing curriculum

• Supporting project management and long term training initiatives

• Saving time on administrative and organizational tasks

Whether you are new to AI or following along with the series, this episode delivers practical, fire service focused ways to leverage AI tools to make your training program more efficient, consistent, and professional, while reinforcing that experience, leadership, and accountability remain the foundation of effective fire service training.

In this episode of Project Command, I'm joined by Eddie Buchanan, creator of SLICE-RS, for a deep dive into how fire service ideas are built, tested, and scaled into real-world practice. We explore what drove the creation of SLICE-RS, how data and experience shaped its development, and what it takes to move from a fireground concept to an organizational system. Eddie also shares his perspective on what "data" really means in the fire service, how leaders should think about technology and AI, and why systems thinking is essential for navigating today's increasingly complex operational environment.

• A project isn't finished when the work is done — it's finished when it's closed out.

In the fire service, we know an incident doesn't end just because the flames are knocked down. We overhaul. We check for extension. We secure utilities. We give a final report. Only then does command terminate.

Projects work the same way — yet closeout remains one of the most neglected phases of the project lifecycle in fire-EMS organizations.

In this episode of Project Command: Flash Points, Lieutenant Duke Cuneo breaks down why project closeout is not paperwork, but a tactical necessity. From confirming objectives and documenting lessons learned, to effective handoff, leadership briefings, and celebrating the win, this Flash Point draws clear parallels between incident termination and disciplined project leadership.

This episode challenges officers and project leaders to stop treating closeout as an afterthought and start using it as a tool for accountability, learning, and organizational momentum. Because projects that aren't properly closed don't disappear — they become loose ends that blindside the next shift, the next manager, or the next administration.

Close your projects with the same clarity, discipline, and purpose you bring to the fireground — and leave the next crew better prepared than the last.

In this episode of Project Command, I'm joined by Kevin Henson, Deputy Chief of Staff for the John Fire District, for a wide-ranging conversation on technology, leadership, and execution in the fire service. We break down key takeaways from the IAFC Technology Summit 2025, discuss how emerging technology and AI can be used as a practical force multiplier, and explore the strong parallels between project management and the Incident Command System. Kevin also shares hard-earned lessons from projects he's led, including what worked, what didn't, and how fire service leaders can better translate strategy into results.

Welcome to Project Command: Flash Points- quick, sharp hits that turn big project management concepts into everyday tools for the fire service.

Today's Flash Point: How a classic fireground rule can reshape the way we run projects.

In this episode of Project Command, we dive into The 90% Problem: The Hidden Cost of Technical Debt, a challenge almost every fire department faces but few talk about openly. Technical debt builds up every time we roll out a new project without completing the policies, training, communication, or documentation that make it sustainable. Over time, this "almost done" work creates operational confusion, slows down new initiatives, overloads project managers, and drains organizational bandwidth.

We break down what technical debt looks like in the fire service, why the last 10 percent of a project is often the most important, and how unfinished work silently erodes efficiency across every section of the organization. You will hear practical strategies to identify technical debt, prevent it during new projects, and eliminate it from legacy systems, restoring clarity, reducing uncertainty, and improving your department's ability to execute big things.

If your organization feels like it is drowning in loose ends or constantly reacting to problems created by unfinished work, this episode is for you.

In this episode of Project Command, we break down the 7 essential rules for working with your IT department. These are the rules every fire officer needs but most were never taught. From bringing IT the right problem instead of a pre-picked product, to understanding risk tolerance, lifecycle ownership, communication, and why tickets actually matter, this episode gives you a practical framework for building a strong partnership with the people who protect your systems. Whether you are rolling out software, deploying equipment, or managing major projects, these seven rules will help you reduce friction, avoid delays, and create safer, smoother, more successful technology initiatives across your department.

In this episode of Project Command, Captain Peter Younes breaks down the full anatomy of a project using a real-world example: delivering CPR and Stop the Bleed training to 160 K–12 school security officers. Peter walks through the initiation, stakeholder identification, requirements gathering, planning steps, team formation, scheduling, budgeting, and execution. You'll hear how multiple divisions collaborated, how resources were secured, and how deadlines were managed as training dates approached. Whether you're a fire officer or project lead in any organization, this episode gives you a practical look at how to turn challenging requirements from multiple agencies into a fully executed project.

On this episode of Project Command, Jason Patton joins us for a wide-ranging conversation that covers his journey with Fire Dept Coffee and Fire Dept Chronicles, the evolution of firefighter culture, and the growing focus on mental health in the fire service. We get into how humor, honesty, and community can support firefighters through the toughest parts of the job, and where the culture is heading next. Jason also shares his thoughts on the role of AI in the fire service and offers grounded, practical advice for anyone trying to launch new ideas or creative projects. It's an energizing, insightful discussion you won't want to miss.