The OpenWater Blog

Learning Series: Administrative Tasks in the Call for Entry

Your call for entry period involves equal parts strategy and hard work. Most of this hard work comes in the form of administrative tasks, especially because your call for entry period is the most administratively-demanding part of your program.

In this article, we’ll cover the 4 most important administrative hassles you’ll encounter during the call for entry. This should keep you focused and prepared for what’s to come.

1. Planning

While it can be tempting to divide and conquer planning responsibilities, you should designate one person as the lead awards strategist. This person will logically consider how the entry form, rules, and physical entry collection will work.

Ideally, the same lead strategist should be in charge of the entire awards program, well through judging and winner selection. Doing so offers your program a sense of cohesion that will resonate well for all involved.

2. Entry Review

Many programs use a first level review process to ensure entries meet all the requirements. It’s best to do this as entries come in because otherwise, you may get backlogged and overwhelmed toward the end of the call for entries period.

3. Entrant Q&A

People will inevitably have questions as they enter your program. And, like entry review where it’s easy to get backlogged as the call for entries period comes to a close, the questions will come pouring in at the same time.

Designate one staff member at the beginning of the call for entries period to answer entrant questions. You may want to add one, two, or more staff members near the end of the submission period depending on the size of your program. Doing so will ensure entrants receive the support they need and aren’t forced to wait hours or days for the assistance they need.

4. Marketing

Marketing is a continuous, time-intensive process during the call for entry. After all, you can’t expect to send one Tweet and attract all of the most qualified entrants in your industry.

Marketing must be a continuous, innovative attempt on behalf of you and your staff members to excite your audience and inspire them to enter.

Prepare for Administrative Hassles to Make Them Less of a Hassle, if at All

Your call for entries is going to experience specific administrative challenges. However, by being prepared, you can make these challenges less of a hassle and more of an expected task to confront and overcome as part of your program.

What will you do to prepare for each stage? Do you want further assistance? If so, get even more help and the close guidance you need by downloading our free worksheet!

Ashley Surinak

Ashley Surinak is the resident OpenWater expert on all things content. From the blog to guides and beyond, you'll find her at every turn in your OpenWater journey.

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