{"id":32592,"date":"2025-02-10T10:23:00","date_gmt":"2025-02-10T10:23:00","guid":{"rendered":"http:\/\/about.35.197.208.187.nip.io\/?p=32592"},"modified":"2025-11-28T17:10:05","modified_gmt":"2025-11-28T17:10:05","slug":"the-ultimate-guide-to-managing-submissions","status":"publish","type":"post","link":"https:\/\/zealous.co\/about\/insights\/the-ultimate-guide-to-managing-submissions\/","title":{"rendered":"The Complete Guide to Managing Awards & Competitions"},"content":{"rendered":"\n

Whether you’re running competitions, grants, or awards, this guide shares a decade of insights and covers the complete award management lifecycle from planning to execution. These insights aim to support you across the life-cycle of your program, no matter whether you are a veteran or starting from scratch and regardless of whether you’re using spreadsheets or a dedicated award management platform.<\/p>\n\n\n\n

Please note: <\/strong>You can read the articles below in any order<\/strong> – however, if you are launching a new initiative we recommend following them one by one to increase the impact of your program.<\/p>\n\n\n\n

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Planning<\/strong><\/h2>\n\n\n\n
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“I ain\u2019t Martin Luther King. I don\u2019t need a dream.<\/strong>
I have a plan.\u201d<\/strong><\/strong><\/p>\nSpike Lee<\/cite><\/blockquote>\n\n\n\n

Planning is by far the best investment of time you will make. The more effort you put into planning, the less likely you will come across time-consuming issues later on in the process. e.g. ambiguous guidelines will lead you to you being swamped with questions near to the deadline.<\/p>\n\n\n\n

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Defining your purpose (& goals)<\/a><\/h3>\n\n\n\n

A clearly articulated purpose will help market your offering and encourage potential candidates to submit. It also helps to define your goals and attract partners to your initiative. Read more about defining your purpose<\/a>.<\/p>\n<\/div>\n\n\n\n

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Streamlining what you ask for from candidates<\/a><\/h3>\n\n\n\n

Knowing what candidates will need to do to submit is vital to define your process. Asking for a lot may impact your timelines and consequently the number of submissions you get. Here are our top tips on detailing the ask<\/a>.<\/p>\n<\/div>\n\n\n\n

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Establishing the perks<\/a><\/strong><\/h3>\n\n\n\n

Potential candidates will only apply if they think what you have to offer is of value to them. Identifying what\u2019s in it for successful applicants is vital to inspire candidates to submit to your open call (note \u2013 this need not be money!). Discover how to make the most with what you have.<\/a><\/p>\n<\/div>\n\n\n\n

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Monetizing your callout<\/a><\/h3>\n\n\n\n

Every program allows you to raise money. It could be as simple as taking a submission fee or a more complex pricing strategy built to support those most in need. Explore how to make money from your open call.<\/a><\/p>\n<\/div>\n\n\n\n

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Defining your selection criteria<\/a><\/h3>\n\n\n\n

How do you pick the winners? What happens if you are flooded with entries? How will judges know what should get a high score? These questions will inform your timeline and force you to rethink what you expect candidates to submit. Read more on what to watch out for when defining your selection criteria.<\/a><\/p>\n<\/div>\n\n\n\n

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Calculate when submissions will arrive<\/h2>\n\n\n\n

Ever wondered if your award will hit its submission targets? Or how your program compares to industry standards?<\/p>\n\n\n\n

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<\/span><\/path><\/svg><\/span> Calculate submissions<\/a><\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n
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Setting your schedule<\/a><\/h3>\n\n\n\n

Timing is everything \u2013 opening your submissions at the wrong time or for too long could negatively impact the number of candidates who apply. Thinking of your dates in context is critical in ensuring a stress-free process. Find out more on what to watch out for when crafting the schedule for taking submissions.<\/a><\/p>\n<\/div>\n\n\n\n

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Approaching judges & partners<\/a><\/h3>\n\n\n\n

Getting partners involved and securing high-level individuals to help you select winners is no easy task. But having someone recognizable on your panel is a big perk for candidates who want their work seen. Here are our top tips to appeal to judges you would like involved in your program.<\/a><\/p>\n<\/div>\n\n\n\n

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Writing the perfect guidelines<\/a><\/h3>\n\n\n\n

Guidelines are single-handedly the most important tool available to you in making sure candidates submit what you need. Having clear and concise guidelines also guarantees potential candidates don\u2019t swamp you with questions as your deadline approaches. Discover what to watch out for when drafting your guidelines.<\/a><\/p>\n<\/div>\n\n\n\n

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Maximizing engagement<\/a><\/h3>\n\n\n\n

Want to engage with your communities or stakeholders? Building that into your process will allow you to increase the overall impact of your program. Explore how to integrate engagement at every step of your open call.<\/a><\/p>\n<\/div>\n\n\n\n

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Choosing your process<\/a><\/h3>\n\n\n\n

With everything you\u2019ve learned whilst planning your open call, now is the time to choose your process. What tools should you use? How will they all fit together? How can you save time at every step? Read up on what to consider when choosing your process.<\/a><\/p>\n<\/div>\n\n\n\n

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Building trust<\/a><\/h3>\n\n\n\n

Building brand recognition and trust with potential candidates is essential to your continued success, not just for your program but for your organization as a whole. Small things like imagery, copy and support go a long way in ensuring people remember you. Discover how to leverage your brand and build trust with potential candidates.<\/a><\/p>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n

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Executing<\/h2>\n\n\n\n
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“Execution is everything\u201d<\/strong><\/p>\nJeff Bridges<\/cite><\/blockquote>\n\n\n\n

With proper planning, execution should be a breeze. Now is the time to let as many people know about your program and catch any issues, so you are prepared for the inevitable last-minute rush to submit.<\/p>\n\n\n\n

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Marketing <\/a>y<\/a>our open call (on a shoestring budget)<\/a>        <\/h3>\n\n\n\n

You could be offering the most incredible opportunity for candidates, but no one will submit if the right people don\u2019t know about it. With the planning done, marketing should be your primary objective when submissions open. Here are a few marketing strategies to increase exposure to your call out.<\/a><\/p>\n<\/div>\n\n\n\n

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Effectively managing incoming submissions<\/a><\/h3>\n\n\n\n

Although planning is essential, it is impossible to foresee every issue candidates will come across. Fielding questions early, creating transparency around the process and being available, will benefit you on the lead-up to submissions closing and beyond. Here are a few tricks to effectively manage candidates and save time doing so.<\/a><\/p>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n

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Beyond<\/strong><\/h2>\n\n\n\n
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“Legacy above finances; artistry above fame.\u201d<\/strong><\/strong><\/p>\nJimmy Chamberlin<\/cite><\/blockquote>\n\n\n\n

Your program doesn\u2019t end once you have selected the winning candidates. We know this is just the beginning of making your project come to life. Once the program is over, measuring your impact and leaving a positive legacy to build on is crucial for any future projects you run.<\/p>\n\n\n\n

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Measuring what matters<\/a><\/h3>\n\n\n\n

Learn how to track whether you’re actually changing participants’ lives without turning into a data scientist. Discover light-touch methods that give you stories and statistics funders care about<\/a> – while keeping measurement invisible to participants.<\/p>\n<\/div>\n\n\n\n

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Learn and repeat (debrief)<\/h3>\n\n\n\n

Success is incremental. The most challenging moments you have faced during your program are also the most valuable lessons. Effectively debriefing once submissions close allows you to capture knowledge for your next initiative. Read our top tips on what to look out for when debriefing and sowing the seeds for future projects.<\/p>\n\n\n\n

Coming soon<\/strong><\/p>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n

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We can help!<\/p>\n\n\n\n

Zealous makes running your programmes easier<\/h2>\n\n\n\n
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But we’re not alone in the space – here are 8 others you may wish to consider<\/a> (even if we would prefer you choose us!).<\/p>\n<\/div>\n\n\n\n

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