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Transitioning Your Awards Program from Paper to Online

Binders, spreadsheets, paperwork, emails, more paperwork. Any of that sound familiar?

Today many awards programs are still managing their awards with a paper-based system: receiving binders of submissions through the mail, tracking entries in spreadsheets, mailing entries to judges, and communicating with everyone through various email addresses. Unfortunately when it comes to managing the influx of binders and paperwork that comes standard with such a method, it’s all too easy to become overwhelmed and unorganized.

However, you don’t have to resign yourself to being stuck in this paper-based purgatory every awards season. There is a way to have a customized online system that tracks and organizes all of the information for you: awards software.

In fact, countless other organizations are realizing the benefits of awards management software and have made or are making the change. And even if it may seem overwhelming and daunting, moving your awards to an online format is pretty painless.

As an example, we’re going to look at one of our awesome clients, the Georgia Chapter of the Public Relations Society of America, and how and why they made the switch to an online system.

A need for change

PRSA Georgia, the second largest chapter of the Public Relations Society of America, is viewed as a leader amongst the PRSA Chapters. So when it comes to their Phoenix Awards Program, significant investment and care is necessary to guarantee a successful outcome for the program.

Prior to adopting an awards management system to manage their program, PRSA Georgia was run manually. This meant that applicants had to mail in entries, which then had to be mailed to judges. As a result, significant delays, confusion, and stress would arise during each awards cycle.

As such, PRSA Georgia recognized the need to adopt a system that not only met their program’s specific needs, but also streamlined and improved the process for everyone involved, entrants, judges, and awards committee volunteers alike. After seeking out information about awards software, the organization adopted OpenWater as their awards management software.

Today, the awards management system reflects the values of the organization itself, promoting ease and efficiency in their program. After adopting the system, the program has experience increased submissions and has received overwhelming positive feedback from those involved.

The result of making the change? An enhanced user experience, greater results, and a state-of-the-art management system for PRSA Georgia.

Five Reasons You Should Choose Awards Software for Your Program, Too!

While PRSA Georgia’s awards program is unique, the benefits awards management software provided aren’t. In fact, any programs that make the transition from paper to online stand to gain similar benefits, including:

1. Additional Entries – Putting your awards management in the cloud allows you to efficiently handle an influx of entries, whether they come at the beginning of your call for entry or near the end. This generates additional revenue, while also giving your entrants a positive experience with your program. And if folks are happy with the process they’re more likely to spread the word to others and apply again themselves.

2. Reduced Costs – An awards management system saves you money by removing common administrative duties for staff members and removing the need for mailing and storage. Learn more about it here.

3. Streamline and Organize Data – It can be difficult to keep your program moving along efficiently if data is sitting in boxes in storage facilities or elsewhere. Awards software centralizes data storage to ensure that you can access your information wherever and whenever you need it.

4. Mass Communication – Awards software allows you to send mass or individual communication to entrants or judges based upon specific criteria or events. And it all stays organized with your other information.

5. Saves Time – The most obvious benefit of implementing awards software is that it will save both you and your staff time that you would otherwise spend looking for information, answering emails, or sorting through entries.

While making the transition from paper to online might seem like a big step, it’s a step toward the future of awards management and toward a bright future for your program.

Want to learn more about PRSA Georgia and their success story? Download our Case Study on their organization to learn more about their experience making the switch to awards software.

Miriam Hancock

Miriam Hancock
Miriam is the Marketing Coordinator for OpenWater. When she isn't writing and designing content she paints and cooks for her own personal blog.

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