{"id":64359,"date":"2025-11-28T16:22:54","date_gmt":"2025-11-28T16:22:54","guid":{"rendered":"https:\/\/zealous.co\/about\/?p=64359"},"modified":"2025-11-28T17:37:21","modified_gmt":"2025-11-28T17:37:21","slug":"managing-incoming-submissions","status":"publish","type":"post","link":"https:\/\/zealous.co\/about\/insights\/managing-incoming-submissions\/","title":{"rendered":"Effectively Managing Incoming Entries for Awards"},"content":{"rendered":"\n<div class=\"wp-block-group has-base-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-c385debf wp-block-group-is-layout-constrained\" style=\"padding-top:var(--wp--preset--spacing--20);padding-right:var(--wp--preset--spacing--20);padding-bottom:var(--wp--preset--spacing--20);padding-left:var(--wp--preset--spacing--20)\">\n<p><strong>This article covers:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list toc\">\n<li><a href=\"#clear-communication\" title=\"\">Building responsive communication systems<\/a><\/li>\n\n\n\n<li><a href=\"#build-faq\" title=\"\">Creating transparent submission processes<\/a><\/li>\n\n\n\n<li><a href=\"#automate-everything\" title=\"\">Implementing automation to handle queries<\/a><\/li>\n\n\n\n<li><a href=\"#pre-deadline-rush\" title=\"\">Managing peak submission periods<\/a><\/li>\n\n\n\n<li><a href=\"#candidate-experience\" title=\"\">Using the right tools to streamline your process<\/a><\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:0\">\n<p>Planning matters. You&#8217;ve spent months crafting your competition guidelines, setting clear deadlines, and building what you think is a watertight process. <\/p>\n\n\n\n<p><strong>But reality only hits when submissions open<\/strong>: candidates email asking questions already covered in your guidelines, technical issues surface at the worst possible times, and your inbox becomes an endless stream of &#8220;just checking if you received my entry.&#8221;<\/p>\n\n\n\n<p>No amount of planning eliminates every issue. Candidates will encounter problems you never anticipated. What separates successful programmes from chaotic ones isn&#8217;t perfection in planning &#8211; it&#8217;s how effectively you field questions, create transparency, and stay available when things inevitably go sideways.<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:0\">\n<h2 class=\"wp-block-heading\" id=\"clear-communication\"><strong>Clear communication channels<\/strong> by default<\/h2>\n\n\n\n<p>Your first submission will arrive with a question, or it might arrive and you might think &#8211; why did they submit that!). The question might be answered in your guidelines, buried in your FAQ, or nowhere at all because you never thought anyone would ask it.<\/p>\n\n\n\n<p><strong>Set up dedicated communication channels before submissions open. <\/strong><\/p>\n\n\n\n<p>A support email distinct from your general inbox keeps queries organised and trackable.<\/p>\n\n\n\n<div class=\"wp-block-group has-base-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-7185aa6c wp-block-group-is-layout-constrained\" style=\"border-radius:8px;margin-top:var(--wp--preset--spacing--40);margin-bottom:var(--wp--preset--spacing--40);padding-top:var(--wp--preset--spacing--20);padding-right:var(--wp--preset--spacing--20);padding-bottom:var(--wp--preset--spacing--20);padding-left:var(--wp--preset--spacing--20)\">\n<p class=\"has-body-font-family has-medium-font-size\"><span class=\"wp-rich-text-font-awesome-icon wp-font-awesome-icon\"><svg aria-hidden=\"true\" focusable=\"false\" data-prefix=\"fas\" data-icon=\"bolt\" class=\"svg-inline--fa fa-bolt \" role=\"img\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\"><path fill=\"currentColor\" d=\"M338.8-9.9c11.9 8.6 16.3 24.2 10.9 37.8L271.3 224 416 224c13.5 0 25.5 8.4 30.1 21.1s.7 26.9-9.6 35.5l-288 240c-11.3 9.4-27.4 9.9-39.3 1.3s-16.3-24.2-10.9-37.8L176.7 288 32 288c-13.5 0-25.5-8.4-30.1-21.1s-.7-26.9 9.6-35.5l288-240c11.3-9.4 27.4-9.9 39.3-1.3z\"><\/path><\/svg><\/span> <strong>Time-saving tip<\/strong><\/p>\n\n\n\n<p>Create response templates for common scenarios: technical difficulties, missing information, deadline extensions, payment issues. Templates aren&#8217;t impersonal &#8211; they&#8217;re about responding quickly with consistent, accurate information whilst you&#8217;re managing hundreds of other tasks. Starting from a solid base saves 15 minutes per response.<\/p>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:0\">\n<h2 class=\"wp-block-heading\" id=\"build-faq\"><strong>FAQ as you go<\/strong><\/h2>\n\n\n\n<p>Most organisations build their FAQ after receiving the same question 47 times. Smart ones update it as new patterns emerge (and save answering it 45 times!).<\/p>\n\n\n\n<p>Start by mining previous competitions. What did people ask last time? If this is your first programme, <a href=\"https:\/\/zealous.co\/about\/insights\/the-ultimate-guide-to-managing-submissions\/\" title=\"\">review our guidelines on creating clear submission requirements<\/a> and anticipate confusion points. Common FAQ topics include eligibility criteria, file format requirements, payment processes, judging timelines, and what happens after submission.<\/p>\n\n\n\n<p>Update your FAQ weekly during the submission period. Noticed three people asking about video file formats? Add it immediately. The FAQ should live prominently on your <a href=\"https:\/\/zealous.co\/about\/features\/launch-awards\/\" title=\"\">submission page<\/a>, not buried three clicks deep. Every question that reaches your inbox represents dozens of candidates who gave up without asking.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow has-merriweather-font-family has-large-font-size\" style=\"margin-top:var(--wp--preset--spacing--20);margin-right:var(--wp--preset--spacing--10);margin-bottom:var(--wp--preset--spacing--20);margin-left:var(--wp--preset--spacing--10)\">\n<p><span class=\"wp-rich-text-font-awesome-icon wp-font-awesome-icon\"><svg aria-hidden=\"true\" focusable=\"false\" data-prefix=\"fas\" data-icon=\"quote-left\" class=\"svg-inline--fa fa-quote-left\" role=\"img\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\"><path fill=\"currentColor\" d=\"M0 216C0 149.7 53.7 96 120 96l8 0c17.7 0 32 14.3 32 32s-14.3 32-32 32l-8 0c-30.9 0-56 25.1-56 56l0 8 64 0c35.3 0 64 28.7 64 64l0 64c0 35.3-28.7 64-64 64l-64 0c-35.3 0-64-28.7-64-64l0-32 0-32 0-72zm256 0c0-66.3 53.7-120 120-120l8 0c17.7 0 32 14.3 32 32s-14.3 32-32 32l-8 0c-30.9 0-56 25.1-56 56l0 8 64 0c35.3 0 64 28.7 64 64l0 64c0 35.3-28.7 64-64 64l-64 0c-35.3 0-64-28.7-64-64l0-32 0-32 0-72z\"><\/path><\/svg><\/span><br>Your FAQ can also serve as evidence. When candidates claim &#8220;the guidelines weren&#8217;t clear,&#8221; you&#8217;ve got documentation showing exactly what information was available and when.<\/p>\n<\/blockquote>\n<\/div>\n\n\n\n<div id=\"top-post-cta\" class=\"wp-block-group top_post_cta has-base-2-color has-text-color has-background has-link-color wp-elements-ead219762bcc1c462ed6c2056d53965a has-global-padding is-layout-constrained wp-container-core-group-is-layout-34d7f7af wp-block-group-is-layout-constrained\" style=\"border-radius:8px;background:linear-gradient(103deg,rgba(242,145,160,0.7) 0%,rgba(187,215,242,0.73) 70%);margin-top:var(--wp--preset--spacing--40);margin-bottom:var(--wp--preset--spacing--40);padding-top:var(--wp--preset--spacing--30);padding-right:var(--wp--preset--spacing--30);padding-bottom:var(--wp--preset--spacing--30);padding-left:var(--wp--preset--spacing--30)\">\n<div class=\"wp-block-group has-contrast-color has-base-2-background-color has-text-color has-background has-link-color wp-elements-35626ede75d32280e57e9f0344fb15d5 has-global-padding is-layout-constrained wp-container-core-group-is-layout-e4a18999 wp-block-group-is-layout-constrained\" style=\"border-radius:8px;padding-top:var(--wp--preset--spacing--30);padding-right:var(--wp--preset--spacing--20);padding-bottom:var(--wp--preset--spacing--30);padding-left:var(--wp--preset--spacing--20)\">\n<p class=\"has-text-align-center has-contrast-color has-text-color has-link-color wp-elements-8536a955ce3b9176b8984c5730bb22c9\" style=\"margin-top:0;margin-bottom:0.2rem\"><span class=\"wp-rich-text-font-awesome-icon wp-font-awesome-icon\"><svg aria-hidden=\"true\" focusable=\"false\" data-prefix=\"fas\" data-icon=\"list-check\" class=\"svg-inline--fa fa-list-check \" role=\"img\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 512 512\" style=\"font-size:1.4em\"><path fill=\"currentColor\" d=\"M133.8 36.3c10.9 7.6 13.5 22.6 5.9 33.4l-56 80c-4.1 5.8-10.5 9.5-17.6 10.1S52 158 47 153L7 113C-2.3 103.6-2.3 88.4 7 79S31.6 69.7 41 79l19.8 19.8 39.6-56.6c7.6-10.9 22.6-13.5 33.4-5.9zm0 160c10.9 7.6 13.5 22.6 5.9 33.4l-56 80c-4.1 5.8-10.5 9.5-17.6 10.1S52 318 47 313L7 273c-9.4-9.4-9.4-24.6 0-33.9s24.6-9.4 33.9 0l19.8 19.8 39.6-56.6c7.6-10.9 22.6-13.5 33.4-5.9zM224 96c0-17.7 14.3-32 32-32l224 0c17.7 0 32 14.3 32 32s-14.3 32-32 32l-224 0c-17.7 0-32-14.3-32-32zm0 160c0-17.7 14.3-32 32-32l224 0c17.7 0 32 14.3 32 32s-14.3 32-32 32l-224 0c-17.7 0-32-14.3-32-32zM160 416c0-17.7 14.3-32 32-32l288 0c17.7 0 32 14.3 32 32s-14.3 32-32 32l-288 0c-17.7 0-32-14.3-32-32zM64 376a40 40 0 1 1 0 80 40 40 0 1 1 0-80z\"><\/path><\/svg><\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading has-text-align-center cta_text content_mid_cta has-link-color has-large-font-size wp-elements-c41f21bc37c7849d15c85a341bf756f3\">Download launch checklist<\/h2>\n\n\n\n<p class=\"has-text-align-center\">Never miss a critical step: 300+ tasks across 8 phases, from securing judges to winner announcement.<\/p>\n\n\n\n<div class=\"wp-block-buttons is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-a89b3969 wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button primary-cta\" id=\"host-launch-checklist-mid-cta\"><a class=\"wp-block-button__link has-custom-font-size wp-element-button\" href=\"https:\/\/zealous.co\/about\/awards-resources\/competition-launch-checklist\/\" style=\"font-size:clamp(0.875rem, 0.875rem + ((1vw - 0.2rem) * 0.156), 1rem);\"><span class=\"wp-rich-text-font-awesome-icon wp-font-awesome-icon\"><svg aria-hidden=\"true\" focusable=\"false\" data-prefix=\"fas\" data-icon=\"envelope\" class=\"svg-inline--fa fa-envelope \" role=\"img\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 512 512\"><path fill=\"currentColor\" d=\"M48 64C21.5 64 0 85.5 0 112c0 15.1 7.1 29.3 19.2 38.4L236.8 313.6c11.4 8.5 27 8.5 38.4 0L492.8 150.4c12.1-9.1 19.2-23.3 19.2-38.4c0-26.5-21.5-48-48-48H48zM0 176V384c0 35.3 28.7 64 64 64H448c35.3 0 64-28.7 64-64V176L294.4 339.2c-22.8 17.1-54 17.1-76.8 0L0 176z\"><\/path><\/svg><\/span> Get Checklist<\/a><\/div>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:0\">\n<h2 class=\"wp-block-heading\" id=\"transparency-timing\"><strong>Create transparency around process and timing<\/strong><\/h2>\n\n\n\n<p>Candidates want to know what happens after they hit submit. The silence that follows submission is anxiety-inducing. Did you receive it? Is something wrong with their files? When will they hear back? Did I overpay?<\/p>\n\n\n\n<p>Send immediate automated confirmations. Not just &#8220;we received your submission&#8221; but actual detail: submission number, files received, payment confirmation if applicable, and crucially, what happens next with specific timeframes. Candidates who understand the process ask fewer questions and trust you more.<\/p>\n\n\n\n<p>Your timeline should be specific enough to be meaningful. &#8220;You&#8217;ll hear from us in Spring&#8221; is useless. &#8220;Judging opens March 1st, winners announced by March 31st&#8221; gives people something concrete. If you need flexibility, build it in transparently: &#8220;Judging typically takes 4-6 weeks depending on submission volume.&#8221;<\/p>\n\n\n\n<div class=\"wp-block-group has-base-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-7185aa6c wp-block-group-is-layout-constrained\" style=\"border-radius:8px;margin-top:var(--wp--preset--spacing--40);margin-bottom:var(--wp--preset--spacing--40);padding-top:var(--wp--preset--spacing--20);padding-right:var(--wp--preset--spacing--20);padding-bottom:var(--wp--preset--spacing--20);padding-left:var(--wp--preset--spacing--20)\">\n<p class=\"has-body-font-family has-medium-font-size\"><span class=\"wp-rich-text-font-awesome-icon wp-font-awesome-icon\"><svg aria-hidden=\"true\" focusable=\"false\" data-prefix=\"fas\" data-icon=\"triangle-exclamation\" class=\"svg-inline--fa fa-triangle-exclamation\" role=\"img\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 512 512\"><path fill=\"currentColor\" d=\"M256 32c14.2 0 27.3 7.5 34.5 19.8l216 368c7.3 12.4 7.3 27.7 .2 40.1S486.3 480 472 480L40 480c-14.3 0-27.6-7.7-34.7-20.1s-7-27.8 .2-40.1l216-368C228.7 39.5 241.8 32 256 32zm0 128c-13.3 0-24 10.7-24 24l0 112c0 13.3 10.7 24 24 24s24-10.7 24-24l0-112c0-13.3-10.7-24-24-24zm32 224a32 32 0 1 0 -64 0 32 32 0 1 0 64 0z\"><\/path><\/svg><\/span> <strong>Red flag to watch for<\/strong><\/p>\n\n\n\n<p>Dashboard visibility is important. When candidates can log in and see their submission status &#8211; received, under review, judging in progress &#8211; you eliminate 60% of status update emails.<\/p>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:0\">\n<h2 class=\"wp-block-heading\" id=\"automate-everything\"><strong>Automate everything (but not your humanity)<\/strong><\/h2>\n\n\n\n<p>Manual processes hide in plain sight until submission volumes expose them. Sending individual confirmation emails. Manually tracking payment status. Copying scores from one system into another. Downloading entries to share with judges. Each takes two minutes, which means nothing until you&#8217;re doing it 200 times.<\/p>\n\n\n\n<div class=\"wp-block-group has-base-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-7185aa6c wp-block-group-is-layout-constrained\" style=\"border-radius:8px;margin-top:var(--wp--preset--spacing--40);margin-bottom:var(--wp--preset--spacing--40);padding-top:var(--wp--preset--spacing--20);padding-right:var(--wp--preset--spacing--20);padding-bottom:var(--wp--preset--spacing--20);padding-left:var(--wp--preset--spacing--20)\">\n<p class=\"has-body-font-family has-medium-font-size\"><span class=\"wp-rich-text-font-awesome-icon wp-font-awesome-icon\"><svg aria-hidden=\"true\" focusable=\"false\" data-prefix=\"fas\" data-icon=\"calculator\" class=\"svg-inline--fa fa-calculator\" role=\"img\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 384 512\"><path fill=\"currentColor\" d=\"M64 0C28.7 0 0 28.7 0 64L0 448c0 35.3 28.7 64 64 64l256 0c35.3 0 64-28.7 64-64l0-384c0-35.3-28.7-64-64-64L64 0zM96 64l192 0c17.7 0 32 14.3 32 32l0 32c0 17.7-14.3 32-32 32L96 160c-17.7 0-32-14.3-32-32l0-32c0-17.7 14.3-32 32-32zm32 160a32 32 0 1 1 -64 0 32 32 0 1 1 64 0zM96 352a32 32 0 1 1 0-64 32 32 0 1 1 0 64zM64 416c0-17.7 14.3-32 32-32l96 0c17.7 0 32 14.3 32 32s-14.3 32-32 32l-96 0c-17.7 0-32-14.3-32-32zM192 256a32 32 0 1 1 0-64 32 32 0 1 1 0 64zm32 64a32 32 0 1 1 -64 0 32 32 0 1 1 64 0zm64-64a32 32 0 1 1 0-64 32 32 0 1 1 0 64zm32 64a32 32 0 1 1 -64 0 32 32 0 1 1 64 0zM288 448a32 32 0 1 1 0-64 32 32 0 1 1 0 64z\"><\/path><\/svg><\/span> <strong>Calculate the cost<\/strong><\/p>\n\n\n\n<p>If handling submission queries takes 15 minutes per entry and you receive 400 submissions, that&#8217;s 100 hours of admin time. At even modest hourly rates, you&#8217;re spending thousands on tasks that could be automated. (and that&#8217;s before accounting for human error which is guaranteed to happen under stress, and compounds exponentially as volume increases).<\/p>\n<\/div>\n\n\n\n<p><a href=\"https:\/\/zealous.co\/about\/features\/awards-management\/\" title=\"\">Modern awards management platforms<\/a> should handle routine tasks automatically: confirmation emails, payment processing and reconciliation, judge reminders, deadline notifications, and status updates. <\/p>\n\n\n\n<p>The time saved frees you to handle the issues that actually need human judgment (and don&#8217;t worry there will be plenty of those!).<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:0\">\n<h2 class=\"wp-block-heading\" id=\"pre-deadline-rush\"><strong>Prepare for the pre-deadline rush<\/strong><\/h2>\n\n\n\n<p>Most submissions arrive in the final 72 hours before your deadline (we all do it!). This concentration creates predictable pressure points.<\/p>\n\n\n\n<p>Staff your support channels heavily in the final week. Questions that took 24 hours to answer earlier need responses within an hour now. A candidate encountering a technical issue three days before deadline has time to work around it. The same issue six hours before deadline might cost you their submission entirely.<\/p>\n\n\n\n<p><strong>Technical infrastructure matters disproportionately during peak periods. <\/strong><\/p>\n\n\n\n<p>If your submission system crashes when 50 people try to upload simultaneously, you&#8217;ve just destroyed weeks of <a href=\"https:\/\/zealous.co\/about\/insights\/marketing-your-competition\/\" title=\"\">marketing effort<\/a> and relationship building. Systems that have handled thousands of submissions without performance degradation aren&#8217;t lucky, they&#8217;ve been built just for this. If a platform vendor can&#8217;t tell you their peak concurrent user capacity, that&#8217;s a warning sign.<\/p>\n\n\n\n<p><strong>Consider extending deadlines strategically. <\/strong><\/p>\n\n\n\n<p>A 48-hour extension announced 24 hours before the original deadline gives stressed candidates breathing room and typically increases final submission numbers by 15-20%. The platform should let you extend deadlines with a single click whilst automatically notifying all registered users, not require you to manually update multiple pages and send individual emails.<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-base-2-color has-text-color has-background has-link-color wp-elements-515c3f106323f79451d2306e7d591c2e has-global-padding is-layout-constrained wp-container-core-group-is-layout-34d7f7af wp-block-group-is-layout-constrained\" style=\"border-radius:8px;background:linear-gradient(143deg,rgba(127,219,202,0.61) 21%,rgba(255,107,107,0.45) 74%);margin-top:var(--wp--preset--spacing--40);margin-bottom:var(--wp--preset--spacing--40);padding-top:var(--wp--preset--spacing--30);padding-right:var(--wp--preset--spacing--30);padding-bottom:var(--wp--preset--spacing--30);padding-left:var(--wp--preset--spacing--30)\">\n<div class=\"wp-block-group has-contrast-color has-base-2-background-color has-text-color has-background has-link-color wp-elements-a010d6200a7e32bad37e80b21d4e1c95 has-global-padding is-layout-constrained wp-container-core-group-is-layout-32abe225 wp-block-group-is-layout-constrained\" style=\"border-radius:8px;padding-top:var(--wp--preset--spacing--10);padding-right:var(--wp--preset--spacing--10);padding-bottom:var(--wp--preset--spacing--10);padding-left:var(--wp--preset--spacing--10)\">\n<h2 class=\"wp-block-heading has-text-align-center cta_text content_mid_cta has-link-color has-large-font-size wp-elements-b167b480f0a97ca07872b7020eb348f6\">Want more articles like this?<\/h2>\n\n\n\n<p class=\"has-text-align-center\">Give this one a like<\/p>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-container-core-group-is-layout-a763ec69 wp-block-group-is-layout-constrained\">\n\t\t<div class=\"wpulike wpulike-animated-heart  wpulike-is-pro\" ><div class=\"wp_ulike_general_class wp_ulike_is_restricted\"><button type=\"button\"\n\t\t\t\t\taria-label=\"Like Button\"\n\t\t\t\t\tdata-ulike-id=\"64359\"\n\t\t\t\t\tdata-ulike-nonce=\"4d50d0a0a8\"\n\t\t\t\t\tdata-ulike-type=\"post\"\n\t\t\t\t\tdata-ulike-template=\"wpulike-animated-heart\"\n\t\t\t\t\tdata-ulike-display-likers=\"\"\n\t\t\t\t\tdata-ulike-likers-style=\"popover\"\n\t\t\t\t\tdata-ulike-append=\"&lt;svg class=&quot;wpulike-svg-heart wpulike-svg-heart-pop one&quot; viewBox=&quot;0 0 32 29.6&quot;&gt;&lt;path d=&quot;M23.6,0c-3.4,0-6.3,2.7-7.6,5.6C14.7,2.7,11.8,0,8.4,0C3.8,0,0,3.8,0,8.4c0,9.4,9.5,11.9,16,21.2c6.1-9.3,16-12.1,16-21.2C32,3.8,28.2,0,23.6,0z&quot;\/&gt;&lt;\/svg&gt;&lt;svg class=&quot;wpulike-svg-heart wpulike-svg-heart-pop two&quot; viewBox=&quot;0 0 32 29.6&quot;&gt;&lt;path d=&quot;M23.6,0c-3.4,0-6.3,2.7-7.6,5.6C14.7,2.7,11.8,0,8.4,0C3.8,0,0,3.8,0,8.4c0,9.4,9.5,11.9,16,21.2c6.1-9.3,16-12.1,16-21.2C32,3.8,28.2,0,23.6,0z&quot;\/&gt;&lt;\/svg&gt;&lt;svg class=&quot;wpulike-svg-heart wpulike-svg-heart-pop three&quot; viewBox=&quot;0 0 32 29.6&quot;&gt;&lt;path d=&quot;M23.6,0c-3.4,0-6.3,2.7-7.6,5.6C14.7,2.7,11.8,0,8.4,0C3.8,0,0,3.8,0,8.4c0,9.4,9.5,11.9,16,21.2c6.1-9.3,16-12.1,16-21.2C32,3.8,28.2,0,23.6,0z&quot;\/&gt;&lt;\/svg&gt;&lt;svg class=&quot;wpulike-svg-heart wpulike-svg-heart-pop four&quot; viewBox=&quot;0 0 32 29.6&quot;&gt;&lt;path d=&quot;M23.6,0c-3.4,0-6.3,2.7-7.6,5.6C14.7,2.7,11.8,0,8.4,0C3.8,0,0,3.8,0,8.4c0,9.4,9.5,11.9,16,21.2c6.1-9.3,16-12.1,16-21.2C32,3.8,28.2,0,23.6,0z&quot;\/&gt;&lt;\/svg&gt;&lt;svg class=&quot;wpulike-svg-heart wpulike-svg-heart-pop five&quot; viewBox=&quot;0 0 32 29.6&quot;&gt;&lt;path d=&quot;M23.6,0c-3.4,0-6.3,2.7-7.6,5.6C14.7,2.7,11.8,0,8.4,0C3.8,0,0,3.8,0,8.4c0,9.4,9.5,11.9,16,21.2c6.1-9.3,16-12.1,16-21.2C32,3.8,28.2,0,23.6,0z&quot;\/&gt;&lt;\/svg&gt;&lt;svg class=&quot;wpulike-svg-heart wpulike-svg-heart-pop six&quot; viewBox=&quot;0 0 32 29.6&quot;&gt;&lt;path d=&quot;M23.6,0c-3.4,0-6.3,2.7-7.6,5.6C14.7,2.7,11.8,0,8.4,0C3.8,0,0,3.8,0,8.4c0,9.4,9.5,11.9,16,21.2c6.1-9.3,16-12.1,16-21.2C32,3.8,28.2,0,23.6,0z&quot;\/&gt;&lt;\/svg&gt;&lt;svg class=&quot;wpulike-svg-heart wpulike-svg-heart-pop seven&quot; viewBox=&quot;0 0 32 29.6&quot;&gt;&lt;path d=&quot;M23.6,0c-3.4,0-6.3,2.7-7.6,5.6C14.7,2.7,11.8,0,8.4,0C3.8,0,0,3.8,0,8.4c0,9.4,9.5,11.9,16,21.2c6.1-9.3,16-12.1,16-21.2C32,3.8,28.2,0,23.6,0z&quot;\/&gt;&lt;\/svg&gt;&lt;svg class=&quot;wpulike-svg-heart wpulike-svg-heart-pop eight&quot; viewBox=&quot;0 0 32 29.6&quot;&gt;&lt;path d=&quot;M23.6,0c-3.4,0-6.3,2.7-7.6,5.6C14.7,2.7,11.8,0,8.4,0C3.8,0,0,3.8,0,8.4c0,9.4,9.5,11.9,16,21.2c6.1-9.3,16-12.1,16-21.2C32,3.8,28.2,0,23.6,0z&quot;\/&gt;&lt;\/svg&gt;&lt;svg class=&quot;wpulike-svg-heart wpulike-svg-heart-pop nine&quot; viewBox=&quot;0 0 32 29.6&quot;&gt;&lt;path d=&quot;M23.6,0c-3.4,0-6.3,2.7-7.6,5.6C14.7,2.7,11.8,0,8.4,0C3.8,0,0,3.8,0,8.4c0,9.4,9.5,11.9,16,21.2c6.1-9.3,16-12.1,16-21.2C32,3.8,28.2,0,23.6,0z&quot;\/&gt;&lt;\/svg&gt;\"\n\t\t\t\t\tclass=\"wp_ulike_btn wp_ulike_put_image wp_post_btn_64359\"><svg class=\"wpulike-svg-heart wpulike-svg-heart-icon\" viewBox=\"0 -28 512.00002 512\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path\n\t\t\t\t\t\td=\"m471.382812 44.578125c-26.503906-28.746094-62.871093-44.578125-102.410156-44.578125-29.554687 0-56.621094 9.34375-80.449218 27.769531-12.023438 9.300781-22.917969 20.679688-32.523438 33.960938-9.601562-13.277344-20.5-24.660157-32.527344-33.960938-23.824218-18.425781-50.890625-27.769531-80.445312-27.769531-39.539063 0-75.910156 15.832031-102.414063 44.578125-26.1875 28.410156-40.613281 67.222656-40.613281 109.292969 0 43.300781 16.136719 82.9375 50.78125 124.742187 30.992188 37.394531 75.535156 75.355469 127.117188 119.3125 17.613281 15.011719 37.578124 32.027344 58.308593 50.152344 5.476563 4.796875 12.503907 7.4375 19.792969 7.4375 7.285156 0 14.316406-2.640625 19.785156-7.429687 20.730469-18.128907 40.707032-35.152344 58.328125-50.171876 51.574219-43.949218 96.117188-81.90625 127.109375-119.304687 34.644532-41.800781 50.777344-81.4375 50.777344-124.742187 0-42.066407-14.425781-80.878907-40.617188-109.289063zm0 0\" \/><\/svg><\/button><span class=\"count-box wp_ulike_counter_up\" data-ulike-counter-value=\"\"><\/span>\t\t\t<\/div><\/div>\n\t\n<\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:0\">\n<h2 class=\"wp-block-heading\" id=\"technical-issues\"><strong>Handle technical issues proactively<\/strong><\/h2>\n\n\n\n<p>Technical problems follow patterns. Large video files. Unsupported formats. Browser compatibility. Slow uploads on mobile connections. Users forgetting passwords at critical moments.<\/p>\n\n\n\n<p>Document workarounds for common issues and make them easily accessible. If video uploads consistently timeout over 2GB, either fix your infrastructure or clearly communicate the limitation upfront with specific recommendations (compress to H.264, use Vimeo embedding as alternative, etc.).<\/p>\n\n\n\n<p>The phrase &#8220;it works for me&#8221; should be banned from your vocabulary, instead assume the issue exists and try and understand how the candidate is facing it to find the quickest workaround (and sometimes being on a different connection fixes things!).<\/p>\n\n\n\n<p>Platforms with responsive support teams and genuinely unlimited file size capabilities eliminate entire categories of technical problems before they start.<\/p>\n\n\n\n<p>If you can identify everything that can go wrong before the last minute surge, that&#8217;s a major win!<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:0\">\n<h2 class=\"wp-block-heading\" id=\"manage-expectations\"><strong>Manage candidate expectations consistently<\/strong><\/h2>\n\n\n\n<p>Inconsistent communication breeds frustration and distrust. If you tell one candidate judging takes three weeks but another hears six weeks, you&#8217;ve created confusion and potential complaints.<\/p>\n\n\n\n<p>Centralise your information. When your team members answer queries, they should reference the same documentation and provide consistent timelines. <\/p>\n\n\n\n<p>This seems obvious until you&#8217;ve got five staff members improvising slightly different answers because nobody wrote down the official position (or worst, 3 versions of it exist).<\/p>\n\n\n\n<p><strong>Set realistic expectations, not optimistic ones. <\/strong><\/p>\n\n\n\n<p>Promising two-week turnarounds that become six weeks damages your reputation far more than honestly stating six weeks upfront. Build buffer time into every estimate. Judges get sick, unexpected submissions volumes require additional review rounds, technical issues cause delays. Your timeline should assume Murphy&#8217;s Law, not perfect conditions.<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:0\">\n<h2 class=\"wp-block-heading\" id=\"track-metrics\"><strong>Track metrics that matter<\/strong><\/h2>\n\n\n\n<p>Most programmes track submission numbers. Fewer track the data that helps them improve.<\/p>\n\n\n\n<p>Monitor time-to-response on candidate queries. If support emails sit unanswered for three days during the submission period, you&#8217;re losing potential entries. Track common question themes to identify guideline weaknesses. If 30 people ask the same question, your guidelines need revision, not just another FAQ entry.<\/p>\n\n\n\n<p>Some platforms will also allow you to see where in your process people drop out. Removing a few unnecessary questions from your form could make a big difference.<\/p>\n\n\n\n<div class=\"wp-block-group has-base-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-7185aa6c wp-block-group-is-layout-constrained\" style=\"border-radius:8px;margin-top:var(--wp--preset--spacing--40);margin-bottom:var(--wp--preset--spacing--40);padding-top:var(--wp--preset--spacing--20);padding-right:var(--wp--preset--spacing--20);padding-bottom:var(--wp--preset--spacing--20);padding-left:var(--wp--preset--spacing--20)\">\n<p class=\"has-body-font-family has-medium-font-size\"><span class=\"wp-rich-text-font-awesome-icon wp-font-awesome-icon\"><svg aria-hidden=\"true\" focusable=\"false\" data-prefix=\"fas\" data-icon=\"chart-line\" class=\"svg-inline--fa fa-chart-line\" role=\"img\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 512 512\"><path fill=\"currentColor\" d=\"M64 64c0-17.7-14.3-32-32-32S0 46.3 0 64L0 400c0 44.2 35.8 80 80 80l400 0c17.7 0 32-14.3 32-32s-14.3-32-32-32L80 416c-8.8 0-16-7.2-16-16L64 64zm406.6 86.6c12.5-12.5 12.5-32.8 0-45.3s-32.8-12.5-45.3 0L320 210.7l-57.4-57.4c-12.5-12.5-32.8-12.5-45.3 0l-112 112c-12.5 12.5-12.5 32.8 0 45.3s32.8 12.5 45.3 0L240 221.3l57.4 57.4c12.5 12.5 32.8 12.5 45.3 0l128-128z\"><\/path><\/svg><\/span> <strong>Submission abandonment reveals friction<\/strong><\/p>\n\n\n\n<p>Modern platforms show you where candidates start applications but don&#8217;t complete them. If 1,000 people begin but only 20 submit, something&#8217;s wrong. Perhaps your form is too long, file upload fails too often, or payment process creates unnecessary barriers (it could also be that they didn&#8217;t realise what they were submitting to!)<\/p>\n<\/div>\n\n\n\n<p>Track judge responsiveness once submissions close. <\/p>\n\n\n\n<p>If judges consistently miss their review deadlines, your judging timeline was unrealistic or your judge selection needs work. <a href=\"https:\/\/zealous.co\/about\/demo\/judging\/\" title=\"\">Effective judging workflows<\/a> include built-in reminder systems and progress tracking, so you spot problems early enough to intervene.<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-group is-layout-flow wp-block-group-is-layout-flow\">\n<div class=\"wp-block-group mid_post_cta has-base-2-color has-text-color has-background has-link-color wp-elements-83858da6ced582519ce63fcfd9662766 has-global-padding is-layout-constrained wp-container-core-group-is-layout-34d7f7af wp-block-group-is-layout-constrained\" style=\"border-radius:8px;background:linear-gradient(103deg,rgba(242,145,160,0.7) 0%,rgba(187,215,242,0.73) 70%);margin-top:var(--wp--preset--spacing--40);margin-bottom:var(--wp--preset--spacing--40);padding-top:var(--wp--preset--spacing--30);padding-right:var(--wp--preset--spacing--30);padding-bottom:var(--wp--preset--spacing--30);padding-left:var(--wp--preset--spacing--30)\">\n<div id=\"mid-cta-a\" class=\"wp-block-group has-contrast-color has-base-2-background-color has-text-color has-background has-link-color wp-elements-f0a12e20b216dfc8dc951a5929df682a has-global-padding is-layout-constrained wp-container-core-group-is-layout-e4a18999 wp-block-group-is-layout-constrained\" style=\"border-radius:8px;padding-top:var(--wp--preset--spacing--30);padding-right:var(--wp--preset--spacing--20);padding-bottom:var(--wp--preset--spacing--30);padding-left:var(--wp--preset--spacing--20)\">\n<p class=\"has-text-align-center has-contrast-color has-text-color has-link-color wp-elements-decc535b6327c1f7126198669a05008a\" style=\"margin-top:0;margin-bottom:0.2rem\"><span class=\"wp-rich-text-font-awesome-icon wp-font-awesome-icon\"><svg aria-hidden=\"true\" focusable=\"false\" data-prefix=\"fas\" data-icon=\"envelope-open-text\" class=\"svg-inline--fa fa-envelope-open-text \" role=\"img\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 576 512\" style=\"font-size:1.4em\"><path fill=\"currentColor\" d=\"M288 33.9L96.4 175.8 254.5 293c5.3 3.9 11.2 6.9 17.5 8.7L272 464c0 5.5 .5 10.8 1.3 16L96 480c-35.3 0-64-28.7-64-64l0-239.9c0-20.3 9.6-39.4 25.9-51.4L254.5-21c9.7-7.2 21.4-11 33.5-11s23.8 3.9 33.5 11L518.1 124.7c7.2 5.3 13.1 12 17.4 19.6-2.5-.2-5-.3-7.5-.3L436.6 144 288 33.9zM320 240c0-26.5 21.5-48 48-48l160 0c26.5 0 48 21.5 48 48l0 224c0 26.5-21.5 48-48 48l-160 0c-26.5 0-48-21.5-48-48l0-224zm80 16c-13.3 0-24 10.7-24 24s10.7 24 24 24l96 0c13.3 0 24-10.7 24-24s-10.7-24-24-24l-96 0zm0 96c-13.3 0-24 10.7-24 24s10.7 24 24 24l56 0c13.3 0 24-10.7 24-24s-10.7-24-24-24l-56 0z\"><\/path><\/svg><\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading has-text-align-center cta_text content_mid_cta has-link-color has-large-font-size wp-elements-8a0ce27d23f7e9cc6f0d594f1d06f2d9\">Insights like these straight to your inbox<\/h2>\n\n\n\n<p class=\"has-text-align-center\">Receive weekly tips from our founder to grow your program\u2019s impact; regardless of what tools you use.<\/p>\n\n\n\n<div class=\"wp-block-buttons is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-a89b3969 wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button primary-cta\" id=\"host-weekly-tips-mid-cta\"><a class=\"wp-block-button__link has-custom-font-size wp-element-button\" href=\"https:\/\/zealous.co\/about\/insights\/weekly-awards-and-competitions-insights\/\" style=\"font-size:clamp(0.875rem, 0.875rem + ((1vw - 0.2rem) * 0.156), 1rem);\" target=\"_blank\" rel=\"noreferrer noopener\"><span class=\"wp-rich-text-font-awesome-icon wp-font-awesome-icon\"><\/span> <span class=\"wp-rich-text-font-awesome-icon wp-font-awesome-icon\"><svg aria-hidden=\"true\" focusable=\"false\" data-prefix=\"fas\" data-icon=\"envelope\" class=\"svg-inline--fa fa-envelope \" role=\"img\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 512 512\"><path fill=\"currentColor\" d=\"M48 64c-26.5 0-48 21.5-48 48 0 15.1 7.1 29.3 19.2 38.4l208 156c17.1 12.8 40.5 12.8 57.6 0l208-156c12.1-9.1 19.2-23.3 19.2-38.4 0-26.5-21.5-48-48-48L48 64zM0 196L0 384c0 35.3 28.7 64 64 64l384 0c35.3 0 64-28.7 64-64l0-188-198.4 148.8c-34.1 25.6-81.1 25.6-115.2 0L0 196z\"><\/path><\/svg><\/span> Subscribe to Insights<\/a><\/div>\n<\/div>\n<\/div>\n\n\n\n<div id=\"mid-cta-b\" class=\"wp-block-group hide has-contrast-color has-base-2-background-color has-text-color has-background has-link-color wp-elements-ca05ccdaab1def85577cb2a6d6db569d has-global-padding is-layout-constrained wp-container-core-group-is-layout-e4a18999 wp-block-group-is-layout-constrained\" style=\"border-radius:8px;padding-top:var(--wp--preset--spacing--30);padding-right:var(--wp--preset--spacing--20);padding-bottom:var(--wp--preset--spacing--30);padding-left:var(--wp--preset--spacing--20)\">\n<p class=\"has-text-align-center has-contrast-color has-text-color has-link-color wp-elements-c35947b2679f7e019645ffbfe224e3d2\" style=\"margin-top:0;margin-bottom:0.2rem\"><span class=\"wp-rich-text-font-awesome-icon wp-font-awesome-icon\"><svg aria-hidden=\"true\" focusable=\"false\" data-prefix=\"fas\" data-icon=\"chart-line\" class=\"svg-inline--fa fa-chart-line \" role=\"img\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 512 512\" style=\"font-size:1.4em\"><path fill=\"currentColor\" d=\"M64 64c0-17.7-14.3-32-32-32S0 46.3 0 64L0 400c0 44.2 35.8 80 80 80l400 0c17.7 0 32-14.3 32-32s-14.3-32-32-32L80 416c-8.8 0-16-7.2-16-16L64 64zm406.6 86.6c12.5-12.5 12.5-32.8 0-45.3s-32.8-12.5-45.3 0L320 210.7 262.6 153.4c-12.5-12.5-32.8-12.5-45.3 0l-96 96c-12.5 12.5-12.5 32.8 0 45.3s32.8 12.5 45.3 0l73.4-73.4 57.4 57.4c12.5 12.5 32.8 12.5 45.3 0l128-128z\"><\/path><\/svg><\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading has-text-align-center cta_text content_mid_cta has-link-color has-large-font-size wp-elements-77a2863cd996b074853fbd2c95c9a19c\">Calculate when submissions will arrive<\/h2>\n\n\n\n<p class=\"has-text-align-center\">Ever wondered if your award will hit its submission targets? Or how your program compares to industry standards?<\/p>\n\n\n\n<div class=\"wp-block-buttons is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-a89b3969 wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button primary-cta\" id=\"host-submissions-projection-mid-cta\"><a class=\"wp-block-button__link has-custom-font-size wp-element-button\" href=\"https:\/\/zealous.co\/about\/insights\/submission-projection-calculator\/\" style=\"font-size:clamp(0.875rem, 0.875rem + ((1vw - 0.2rem) * 0.156), 1rem);\" target=\"_blank\" rel=\"noreferrer noopener\"><span class=\"wp-rich-text-font-awesome-icon wp-font-awesome-icon\"><\/span><span class=\"wp-rich-text-font-awesome-icon wp-font-awesome-icon\"><svg aria-hidden=\"true\" focusable=\"false\" data-prefix=\"fas\" data-icon=\"calculator\" class=\"svg-inline--fa fa-calculator \" role=\"img\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 384 512\"><path fill=\"currentColor\" d=\"M64 0C28.7 0 0 28.7 0 64L0 448c0 35.3 28.7 64 64 64l256 0c35.3 0 64-28.7 64-64l0-384c0-35.3-28.7-64-64-64L64 0zM96 64l192 0c17.7 0 32 14.3 32 32l0 32c0 17.7-14.3 32-32 32L96 160c-17.7 0-32-14.3-32-32l0-32c0-17.7 14.3-32 32-32zm16 168a24 24 0 1 1 -48 0 24 24 0 1 1 48 0zm80 24a24 24 0 1 1 0-48 24 24 0 1 1 0 48zm128-24a24 24 0 1 1 -48 0 24 24 0 1 1 48 0zM88 352a24 24 0 1 1 0-48 24 24 0 1 1 0 48zm128-24a24 24 0 1 1 -48 0 24 24 0 1 1 48 0zm80 24a24 24 0 1 1 0-48 24 24 0 1 1 0 48zM64 424c0-13.3 10.7-24 24-24l112 0c13.3 0 24 10.7 24 24s-10.7 24-24 24L88 448c-13.3 0-24-10.7-24-24zm232-24c13.3 0 24 10.7 24 24s-10.7 24-24 24-24-10.7-24-24 10.7-24 24-24z\"><\/path><\/svg><\/span> Calculate submissions<\/a><\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:0\">\n<h2 class=\"wp-block-heading\" id=\"mobile-design\"><strong>Design for mobile<\/strong><\/h2>\n\n\n\n<p>Half your candidates will interact with your submission process on phones. They&#8217;ll read guidelines on their morning commute, check submission status during lunch breaks, and possibly complete entire applications from mobile devices (I wouldn&#8217;t, but some will!).<\/p>\n\n\n\n<p>Forms designed for desktop computers can fail on mobile. Tiny text input boxes, image upload buttons that don&#8217;t work with phone cameras, multi-column layouts that become unreadable on small screens. If you haven&#8217;t tested your entire submission process on an actual phone, you&#8217;re losing mobile users.<\/p>\n\n\n\n<p>Email communications must be mobile-optimised too. Support responses with desktop-formatted instructions and tiny screenshot attachments frustrate mobile users trying to follow along. Keep instructions simple, use large text, and assume candidates are reading on the smallest screens possible.<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:0\">\n<h2 class=\"wp-block-heading\" id=\"build-flexibility\"><strong>Build in flexibility without chaos<\/strong><\/h2>\n\n\n\n<p>Rigid processes break when reality intervenes. A judge drops out two days before review starts. A technical issue affects a subset of submissions. A significant world event makes your original deadline insensitive (cough &#8211; COVID).<\/p>\n\n\n\n<p>Modern platforms let you adjust deadlines, extend submission periods, add additional judges, and modify evaluation criteria without starting over (or paying more!). <\/p>\n\n\n\n<p>But flexibility shouldn&#8217;t mean chaos. Document why you made changes, communicate them clearly to affected parties, and maintains audit trails showing exactly what changed and when.<\/p>\n\n\n\n<p>Particularly important for growing programmes: your tools should scale without requiring complete rebuilds. If you can manage 50 submissions but the system breaks at 500, you&#8217;ve outgrown your infrastructure. Unlimited submissions and judges aren&#8217;t luxuries &#8211; they&#8217;re requirements for programmes that intend to grow over time.<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:0\">\n<h2 class=\"wp-block-heading\" id=\"candidate-experience\"><strong>Candidate experience is your competitive advantage<\/strong><\/h2>\n\n\n\n<p>Your submission experience directly affects entry volume and quality. Candidates talk. They share horror stories about clunky systems, unresponsive administrators, and competitions that waste their time. They also recommend well-run programmes that respect their effort.<\/p>\n\n\n\n<p><a href=\"https:\/\/zealous.co\/about\/demo\/submitting\/\" title=\"\">Professional, intuitive interfaces<\/a> aren&#8217;t just about aesthetics &#8211; they build credibility. Candidates judge your entire organisation by the submission experience. A platform that looks like it was built in the 90s and handles like it too suggests you don&#8217;t value their time or your programme&#8217;s reputation.<\/p>\n\n\n\n<p>You&#8217;ll know if your candidate experience will be good, based on your own. Quick platform setup matters more than people realise. You should be able to <a href=\"https:\/\/zealous.co\/about\/resources\/best-award-management-software\/\" title=\"\">launch a competition<\/a> in under an hour, not weeks. Templates and proven formats speed this up, but ultimately, intuitive design means you&#8217;re running your programme, not learning complex software. If you need to watch 70 tutorial videos, someone&#8217;s made this unnecessarily complicated. And it&#8217;s likely candidates will face the same issues.<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:0\">\n<h2 class=\"wp-block-heading\" id=\"close-loop\"><strong>Close the loop with all candidate<\/strong><\/h2>\n\n\n\n<p>I used to think the submission was the end of the relationship &#8211; I was wrong &#8211; it&#8217;s the beginning. Unsuccessful candidates handle rejection well when it&#8217;s delivered with respect and context. Successful candidates become ambassadors when they feel genuinely celebrated.<\/p>\n\n\n\n<p><a href=\"https:\/\/zealous.co\/about\/insights\/awards-commiseration-emails\/\" title=\"\">Send personal rejection emails<\/a>, not automated templates saying &#8220;unfortunately you weren&#8217;t selected.&#8221; If resources allow, provide brief feedback. Even something simple like &#8220;your concept was strong but execution needed more refinement&#8221; helps candidates understand the decision and improves future submissions.<\/p>\n\n\n\n<p><a href=\"https:\/\/zealous.co\/about\/features\/promote-your-awards\/\" title=\"\">Marketing your results effectively<\/a> and tagging candidates benefits everyone. <\/p>\n\n\n\n<p>Winners gain exposure, unsuccessful candidates see the quality bar they&#8217;re aspiring to, and your programme builds credibility for next year. A professional showcase gallery, winner announcements with proper photography, and celebration events all contribute to perceived programme value.<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:0\">\n<h2 class=\"wp-block-heading\" id=\"learn-each-round\"><strong>Learn from each round<\/strong><\/h2>\n\n\n\n<p>Every programme offers lessons. The questions you answered repeatedly reveal guideline gaps. Technical issues that disrupted submissions highlight infrastructure weaknesses. Judge feedback about entry quality suggests requirement adjustments.<\/p>\n\n\n\n<p>Debrief within two weeks of announcing winners, whilst memories are fresh. Involve everyone who touched the process: administrators, judges, support staff. What worked? What didn&#8217;t? What would you change? Document this immediately &#8211; you&#8217;ll forget critical details very quickly (and you&#8217;ll kick yourself for it once your new programme launches!).<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:var(--wp--preset--spacing--10)\">\n<h2 class=\"wp-block-heading\" id=\"finally\"><strong>Finally<\/strong><\/h2>\n\n\n\n<p>Managing submissions effectively isn&#8217;t about preventing every possible problem. It&#8217;s about building systems that handle issues gracefully, communicate transparently, and respect everyone&#8217;s time &#8211; yours and your candidates&#8217;.<\/p>\n\n\n\n<p>The difference between struggling through submission periods and managing them confidently often comes down to choosing the right tools. Spreadsheets and basic forms work until they don&#8217;t, usually at the worst possible moment. Purpose-built platforms eliminate categories of problems entirely whilst scaling effortlessly as your programme grows.<\/p>\n\n\n\n<p>You&#8217;ve invested significant effort in creating opportunities that matter. The submission management process should amplify that effort, not undermine it with technical friction and administrative burden.<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-9972a97b wp-block-group-is-layout-constrained\" style=\"border-radius:8px;border-top-style:none;border-top-width:0px;border-right-style:none;border-right-width:0px;border-bottom-style:none;border-bottom-width:0px;border-left-color:#bf3ea2;border-left-width:4px;background-color:#f4e7f180;margin-top:var(--wp--preset--spacing--20);margin-bottom:var(--wp--preset--spacing--20);padding-top:var(--wp--preset--spacing--20);padding-right:var(--wp--preset--spacing--20);padding-bottom:var(--wp--preset--spacing--30);padding-left:var(--wp--preset--spacing--20)\">\n<div class=\"wp-block-group is-nowrap is-layout-flex wp-container-core-group-is-layout-26ac2763 wp-block-group-is-layout-flex\">\n<p class=\"has-large-font-size\"><span class=\"wp-rich-text-font-awesome-icon wp-font-awesome-icon\"><svg aria-hidden=\"true\" focusable=\"false\" data-prefix=\"fas\" data-icon=\"kiwi-bird\" class=\"svg-inline--fa fa-kiwi-bird\" role=\"img\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 576 512\" color=\"#ae3485\"><path fill=\"currentColor\" d=\"M291.2 388.4c31.2-18.8 64.7-36.4 101.1-36.4l55.7 0c4.6 0 9.1-.2 13.6-.7l85.3 121.9c4 5.7 11.3 8.2 17.9 6.1S576 471 576 464l0-240c0-70.7-57.3-128-128-128l-55.7 0C355.9 96 322.4 78.4 291.2 59.6 262.3 42.1 228.3 32 192 32 86 32 0 118 0 224 0 295.1 38.6 357.1 96 390.3L96 456c0 13.3 10.7 24 24 24s24-10.7 24-24l0-46c15.3 3.9 31.4 6 48 6 5.4 0 10.7-.2 16-.7l0 40.7c0 13.3 10.7 24 24 24s24-10.7 24-24l0-50.9c12.4-4.4 24.2-10 35.2-16.7zM448 200a24 24 0 1 1 0 48 24 24 0 1 1 0-48z\"><\/path><\/svg><\/span><\/p>\n<\/div>\n\n\n\n<p>We can help!<\/p>\n\n\n\n<h2 class=\"wp-block-heading has-large-font-size\" style=\"padding-top:var(--wp--preset--spacing--10);padding-bottom:var(--wp--preset--spacing--20)\">Zealous makes running your programmes easier<\/h2>\n\n\n\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button primary-cta\" id=\"host-tour-bottom-cta\"><a class=\"wp-block-button__link has-custom-font-size wp-element-button\" href=\"https:\/\/zealous.co\/about\/demo\/\" style=\"font-size:clamp(0.875rem, 0.875rem + ((1vw - 0.2rem) * 0.156), 1rem);\">Experience tour<\/a><\/div>\n\n\n\n<div class=\"wp-block-button is-style-outline secondary-cta is-style-outline--2\" id=\"host-product-bottom-cta\"><a class=\"wp-block-button__link has-custom-font-size wp-element-button\" href=\"https:\/\/zealous.co\/about\/submissions-management-platform\/\" style=\"font-size:clamp(0.875rem, 0.875rem + ((1vw - 0.2rem) * 0.156), 1rem);\">View product &amp; features<\/a><\/div>\n<\/div>\n\n\n\n<p class=\"tertiary-cta has-medium-font-size\" id=\"host-8-others-bottom-cta\" style=\"padding-top:var(--wp--preset--spacing--10)\">But we&#8217;re not alone in the space &#8211; <a href=\"https:\/\/zealous.co\/about\/resources\/best-award-management-software\/\" title=\"\">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<div class=\"wp-block-group is-layout-flow wp-block-group-is-layout-flow\" style=\"padding-top:var(--wp--preset--spacing--10);padding-bottom:var(--wp--preset--spacing--10);padding-left:0\">\n<p class=\"has-text-align-center\"><strong>Want us to write more content like this? Give it a like<\/strong><\/p>\n\n\n\n<div class=\"wp-block-group is-content-justification-space-between is-layout-flex wp-container-core-group-is-layout-9366075c wp-block-group-is-layout-flex\">\n<div class=\"wp-block-group has-global-padding is-content-justification-left is-layout-constrained wp-container-core-group-is-layout-368c6775 wp-block-group-is-layout-constrained\" style=\"padding-right:0;padding-left:0\">\n\t\t<div class=\"wpulike wpulike-animated-heart  wpulike-is-pro\" ><div class=\"wp_ulike_general_class wp_ulike_is_restricted\"><button type=\"button\"\n\t\t\t\t\taria-label=\"Like Button\"\n\t\t\t\t\tdata-ulike-id=\"64359\"\n\t\t\t\t\tdata-ulike-nonce=\"4d50d0a0a8\"\n\t\t\t\t\tdata-ulike-type=\"post\"\n\t\t\t\t\tdata-ulike-template=\"wpulike-animated-heart\"\n\t\t\t\t\tdata-ulike-display-likers=\"\"\n\t\t\t\t\tdata-ulike-likers-style=\"popover\"\n\t\t\t\t\tdata-ulike-append=\"&lt;svg class=&quot;wpulike-svg-heart wpulike-svg-heart-pop one&quot; viewBox=&quot;0 0 32 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44.578125c-26.503906-28.746094-62.871093-44.578125-102.410156-44.578125-29.554687 0-56.621094 9.34375-80.449218 27.769531-12.023438 9.300781-22.917969 20.679688-32.523438 33.960938-9.601562-13.277344-20.5-24.660157-32.527344-33.960938-23.824218-18.425781-50.890625-27.769531-80.445312-27.769531-39.539063 0-75.910156 15.832031-102.414063 44.578125-26.1875 28.410156-40.613281 67.222656-40.613281 109.292969 0 43.300781 16.136719 82.9375 50.78125 124.742187 30.992188 37.394531 75.535156 75.355469 127.117188 119.3125 17.613281 15.011719 37.578124 32.027344 58.308593 50.152344 5.476563 4.796875 12.503907 7.4375 19.792969 7.4375 7.285156 0 14.316406-2.640625 19.785156-7.429687 20.730469-18.128907 40.707032-35.152344 58.328125-50.171876 51.574219-43.949218 96.117188-81.90625 127.109375-119.304687 34.644532-41.800781 50.777344-81.4375 50.777344-124.742187 0-42.066407-14.425781-80.878907-40.617188-109.289063zm0 0\" \/><\/svg><\/button><span class=\"count-box wp_ulike_counter_up\" 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2.474-.697-.997-5.543-7.93H8l4.474 6.4.697.996 5.815 8.318h-2.387l-4.745-6.787Z\"><\/path><\/svg>\t\t<span class=\"wp-block-outermost-social-sharing-link-label screen-reader-text\">\n\t\t\tShare on X\t\t<\/span>\n\t<\/a>\n<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group au_row is-nowrap is-layout-flex wp-container-core-group-is-layout-527f440d wp-block-group-is-layout-flex\" style=\"padding-top:0;padding-right:0;padding-bottom:0;padding-left:0\">\n<figure class=\"wp-block-image size-full is-resized has-custom-border au_img\" style=\"margin-top:var(--wp--preset--spacing--10);margin-bottom:var(--wp--preset--spacing--10)\"><img loading=\"lazy\" decoding=\"async\" width=\"600\" height=\"600\" src=\"data:image\/gif;base64,R0lGODlhAQABAAAAACH5BAEKAAEALAAAAAABAAEAAAICTAEAOw==\" alt=\"\" class=\"wp-image-44104 lazyload\" style=\"border-radius:40px;object-fit:cover;width:80px;height:80px\" data-src=\"http:\/\/mused.co\/wpadmin2\/wp-content\/uploads\/sites\/5\/2023\/11\/guy-armitage-zealous-1.webp\"><\/figure>\n\n\n\n<div class=\"wp-block-group au_txt_block wp-container-content-9dbf05af has-global-padding is-layout-constrained wp-container-core-group-is-layout-c4ee154b wp-block-group-is-layout-constrained\" style=\"margin-top:0;margin-bottom:0;padding-top:var(--wp--preset--spacing--10);padding-bottom:var(--wp--preset--spacing--10);padding-left:var(--wp--preset--spacing--10)\">\n<p><a href=\"https:\/\/zealous.co\/about\/team\/guyarmitage\/\" title=\"\">Guy Armitage<\/a> is the founder of <a href=\"https:\/\/zealous.co\/about\/?utm_source=guy_armitage&amp;utm_medium=blog_footer&amp;utm_campaign=founder_insight&amp;utm_id=founder_insight\" title=\"\">Zealous <\/a>and author of &#8220;<a href=\"https:\/\/everyoneiscreative.org\/?utm_source=guy_armitage&amp;utm_medium=blog_footer&amp;utm_campaign=founder_insight&amp;utm_id=founder_insight\" title=\"\">Everyone is Creative<\/a>&#8220;. He is on a mission to amplify the world&#8217;s creative potential.<\/p>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-top:0;padding-bottom:var(--wp--preset--spacing--10)\">\n<h2 class=\"wp-block-heading\" style=\"padding-bottom:var(--wp--preset--spacing--10)\"><strong>Frequently Asked Questions<\/strong><\/h2>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\"><h3 class=\"aioseo-faq-block-question\"><strong>What&#8217;s the most common mistake when managing submissions?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p>Assuming your guidelines are clear just because you wrote them. Guidelines that make perfect sense to you may confuse candidates who lack your context.<\/p>\n\n\n\n<p>The most successful programmes test guidelines with someone unfamiliar with the competition, then refine based on their questions. They also monitor incoming queries closely during the first week of submissions to catch confusion points early.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\"><h3 class=\"aioseo-faq-block-question\"><strong>How much time should I allocate for submission management?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p>For every 100 submissions, budget approximately 15-20 hours of dedicated management time if you&#8217;re using manual processes with basic tools. This covers candidate queries, technical support, payment reconciliation, and judge coordination.<\/p>\n\n\n\n<p>Modern submissions management platforms reduce this to 5-8 hours for the same volume by automating routine tasks, though you&#8217;ll still need time for complex queries and strategic decisions. The time investment doesn&#8217;t scale linearly\u2014administrative burden per entry actually increases beyond 300 submissions without proper automation.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\"><h3 class=\"aioseo-faq-block-question\"><strong>Should I use awards management software or stick with spreadsheets?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p>Spreadsheets seem cheaper initially but cost significantly more through manual processing time, human errors, poor candidate experience leading to dropout, and inability to scale effectively.<\/p>\n\n\n\n<p>If you&#8217;re expecting fewer than 50 entries with simple requirements and no complex judging criteria, spreadsheets might suffice. Beyond that threshold, dedicated platforms pay for themselves immediately. Calculate the real hourly cost of manual work before assuming spreadsheets save money\u2014they rarely do once you account for everyone&#8217;s time accurately.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\"><h3 class=\"aioseo-faq-block-question\"><strong>How do I reduce last-minute submission panic?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p>Send progressive deadline reminders starting two weeks out, not just a final 24-hour warning. Communicate your support availability clearly so candidates know when they can get help. Consider soft deadlines for different submission components\u2014requiring initial registration a week before final deadline gives you early visibility into potential volume.<\/p>\n\n\n\n<p>Most importantly, ensure your technical infrastructure can handle peak loads. If your system crashes under pressure during the final rush, you&#8217;ve undermined months of work. Test capacity well before opening submissions.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\"><h3 class=\"aioseo-faq-block-question\"><strong>What should I do when a candidate reports a technical issue?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p>Believe them. Respond within 2-3 hours during submission periods. Provide specific troubleshooting steps and alternatives. If the issue affects their ability to submit by the deadline, extend their personal deadline whilst investigating.<\/p>\n\n\n\n<p>Document every technical issue reported\u2014patterns reveal underlying problems requiring fixes. Never blame candidates for technical failures. Your job is removing barriers to entry, not defending your platform choices. If multiple candidates report the same problem, it&#8217;s definitely a real issue requiring immediate attention.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\"><h3 class=\"aioseo-faq-block-question\"><strong>How can I tell if my submission process is actually working well?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p>Track completion rates\u2014what percentage of people who start applications actually submit them? Strong processes see 70-80% completion rates. Monitor candidate query volume and themes. If you&#8217;re answering the same questions repeatedly, your process has communication gaps.<\/p>\n\n\n\n<p>Survey candidates post-submission about their experience. Pay special attention to feedback about difficulty points and friction. Judge satisfaction matters too\u2014if judges consistently complain about the review interface or missing information, that affects evaluation quality and their willingness to participate again.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\"><h3 class=\"aioseo-faq-block-question\"><strong>When should I invest in proper awards management software?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p>Before you need it, honestly. Waiting until you&#8217;re drowning in manual processes means you&#8217;re either running a lower-quality programme than you could be or you&#8217;re burning out your team.<\/p>\n\n\n\n<p>If you&#8217;re planning any competition expecting over 100 entries, evaluating platforms should be part of your initial planning, not something you consider after a painful first year. <a href=\"https:\/\/zealous.co\/about\/features\/\" title=\"\">Exploring available features and capabilities<\/a> early helps you understand what&#8217;s actually possible and prevents you from building processes around tool limitations rather than your actual needs.<\/p>\n<\/div><\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Tips to effectively manage incoming submissions with clear communication, automation &#038; the right tools. Reduce admin time while improving candidate experience.<\/p>\n","protected":false},"author":3,"featured_media":59280,"comment_status":"closed","ping_status":"open","sticky":false,"template":"wp-custom-template-post-org-insight","format":"standard","meta":{"footnotes":""},"categories":[499],"tags":[910],"class_list":["post-64359","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-insights","tag-managing-awards"],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/zealous.co\/about\/wp-json\/wp\/v2\/posts\/64359","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/zealous.co\/about\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/zealous.co\/about\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/zealous.co\/about\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/zealous.co\/about\/wp-json\/wp\/v2\/comments?post=64359"}],"version-history":[{"count":0,"href":"https:\/\/zealous.co\/about\/wp-json\/wp\/v2\/posts\/64359\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/zealous.co\/about\/wp-json\/wp\/v2\/media\/59280"}],"wp:attachment":[{"href":"https:\/\/zealous.co\/about\/wp-json\/wp\/v2\/media?parent=64359"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/zealous.co\/about\/wp-json\/wp\/v2\/categories?post=64359"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/zealous.co\/about\/wp-json\/wp\/v2\/tags?post=64359"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}