6 Common pitfalls to avoid in awards program planning

Awards program planning involves laying the groundwork for an engaging awards program. At this stage, awards managers decide what they hope to achieve with the program, how winners will be chosen, the logistics involved and much more. Since it involves many elements, it’s possible for awards managers to face some challenges.

Let’s examine six common pitfalls in awards program planning and how to avoid them.

1. Unclear criteria

Ambiguity in eligibility and scoring criteria is a hitch you should avoid when planning an awards program. This problem often appears if the purpose of the awards program isn’t established. Misalignment on what should be recognised, the absence of expert input and vague guidelines can also create uncertainty.

When eligibility and scoring criteria are unclear, subjectivity is inevitable and merit suffers. Your participants could be unsure of what they need to do to win, leading to low-quality submissions. There could be controversies among judges, participants and the public, leading to a loss of credibility.

To avoid this problem, establish objective standards for entry and scoring using clear terminology. Consider implementing a structured scoring rubric to ensure consistency. It’s helpful to provide examples to demonstrate what meets the required criteria.

2. Poor communication

It’s essential to communicate effectively when setting up your awards program. Poor communication can mean team members are in the dark about program details such as goals, dates and guidelines. It can also imply insufficient promotion in that the public is unaware of the program or uninformed about vital details.

Either way, it can lead to stakeholder dissatisfaction, low participation and operational inefficiency.

To avoid this awards program planning pitfall, have a structured communication plan with your audience and message defined. Hold regular team meetings to ensure internal alignment and transparency. Leverage different communication channels to enhance your reach.

3. Inefficient time management

Inefficient time management involves rushed timelines and tight deadlines, which can in turn cause limited participation and shoddy submissions on the part of your entrants. It can also lead to a poorly designed awards program, burnout among team members and negative image.

To prevent this, it’s ideal to start preparing for your awards program at least six months in advance—maybe more if the program is on a large scale. Anticipate and plan for delays. Engage all participants early enough for smooth onboarding.

Consider dividing the program into different phases and assigning realistic deadlines to each phase.

4. Lack of diversity and accessibility

It can be easy to overlook fairness as you design your awards program. The absence of diversity and inclusion can lead to a lack of representation; similarly, without equity, biases can influence evaluations. Limited accessibility can exclude some interested persons from participating.

Steps to successfully build diversity and accessibility into your awards program include:

• Equitable and inclusive entry and scoring criteria
• Diverse award categories
• Accessible entry forms and voting processes
• Promoting the awards program to underrepresented communities in accessible formats
• A diverse judging panel

5. Ineffective financial planning

Another mistake you should watch out for as you plan your awards program is faulty financial oversight. Without a well-structured allocation, there’s a high chance of overspending on certain areas and spending little on other critical aspects of your awards program. Poor budgeting can also lead to a failure to track expenditures and an inability to handle unexpected expenses.

It’s important to develop a detailed budget, categorise expenses and set apart a significant portion for unforeseen costs. Consider securing sponsorships and charging awards entry fees as a way to raise funds. Opt for cost-effective solutions such as digital materials, discounts for services and hybrid event models.

6. Neglecting technology

Relying on an entirely manual setup is a common trap awards managers fall into during awards program planning. Those who take the manual route often do so either because it’s what they’re used to or because they think it might require tech-savviness.

It could also be because they believe it’s not a worthwhile investment as the awards program is a small-scale or one-time event. Sometimes, the awards managers might be unaware of awards management software that can streamline awards management.

This can make awards management stressful and time-consuming. It increases the risk of errors, loss of vital records and exposure of sensitive data.

It’s important to leverage technology in the form of awards management software. Trusted platforms such as Award Force boost efficiency through automation, seamless coordination and accuracy and provide real-time insights into the awards program.

Awards program planning can involve a variety of phases, tasks and oversight. By avoiding the pitfalls above, you can easily manage an awards program that recognises the best and brightest in your industry or community, without time-consuming or stressful complications.