Whether you manage grants, scholarships, internships, fellowships or other programs, using an online solution to manage application intake and review saves time and effort. That’s a given!

However, how can you make sure you’re setting up an efficient workflow process from day one?

Sometimes the best insight comes from those that have been there before. We have spoken to our existing customers who have successfully moved to an online solution, streamlined their workflows/ programs, and made considerable efficiencies in their business. From our customers to you, here are three tips to consider when setting up your application online.

Detach from the email inbox

When you manage the application and review process using multiple tools, things get confusing. Bouncing between systems and keeping everything organised becomes challenging, putting application filing and tracking at risk. The last thing you want is lost or misplaced data.

When you have a multi-tiered process that has things coming in, coming out; going backwards and forwards; items being attached and removed, operating in your email is very inefficient, and it creates many problems,”

Instead of using a handful of tools to manage the process, and email to collect attachments and maintain communication, bring everything together in one location, so nothing gets lost. Having one system that communicates with users that you can also use to collect, review and manage applications will save you not only time but a few headaches too! When you manage the application and review process using multiple tools, things get confusing. Bouncing between systems and keeping everything organised becomes challenging, putting application filing and tracking at risk. The last thing you want is lost or misplaced data.

When you have a multi-tiered process that has things coming in, coming out; going backwards and forwards; items being attached and removed, operating in your email is very inefficient, and it creates many problems,”

Instead of using a handful of tools to manage the process, and email to collect attachments and maintain communication, bring everything together in one location, so nothing gets lost. Having one system that communicates with users that you can also use to collect, review and manage applications will save you not only time but a few headaches too!

Communication is key

An application process can be stressful and exciting at the same time! Applicants are submitting their information, eagerly awaiting a reply back or looking for decisions or further instruction to improve their application. However, when applicants are kept in the dark, morale can drop, and you may see an increase in support requests you receive. We see this a lot at Submit.com and always encourage our users to embrace automation in the system and to send emails and push applications forward when steps are completed successfully. At each stage of the application process, the applicant receives a confirmation email with instructions, and the request itself gets forwarded to the next person who needs to review.

We have spoken to 100’s of applicants who have told us they greatly appreciate it because they receive instant follow up from the system when they submit their application, and the submission administrators and reviewers welcome the change. They accept applications instantly can review them on their schedules.

Only work on what’s relevant now!

To make sure you can find what you’re looking for, and quickly take in the most recent and relevant data, leverage automation to archive applications that have passed your deadline.

You can add to your workflow to archive any applications that are 30 days old, or that have already been accepted. This way the system is always pushing the applicable grant requests forward while it’s archiving the rest, all in a very organised way. We can still search for any information in the archived applications. This brings much clarity, to simplify what you’re doing

Archiving applications gives you the unique advantage of having old data lying just below the surface. The applications and their data are still there for you to access and report on whenever you need, but what you see on the day-to-day is a fresh view of applications that are new and relevant to your program. This puts clutter out of sight and out of mind, focusing your efforts where they matter most.

If you think it’s time to streamline your online submission process or you’re interested in more ways to modernise your current workflow and review process, talk to one of our senior solutions specialists today who will guide you through the process to see if Submit.com is the right fit for you.

 

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