See How MarketBlast's Submission Platform Can Automate Your Process.
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How to Manage Product Submissions
By MarketBlast
See How MarketBlast's Submission Platform Can Automate Your Process.
How
to Manage Product Submissions
Managing
product submissions is crucial for companies that seek external contributions,
whether for product development, innovation contests, or partnerships.
Submissions can come from various sources, including partners, freelance
designers, or customers. The challenge is to handle these submissions
efficiently while ensuring transparency and timely feedback. A structured
system can help streamline evaluations, foster innovation, and build trust with
contributors.
Why
Product Submissions Matter
Product
submissions are a gateway to innovation and growth. They can provide a
competitive edge for businesses across different sectors. However, managing
these submissions can be overwhelming. A disorganized process may lead to
missed opportunities, strained relationships, and frustrated contributors. An
effective management strategy ensures every submission is seen, reviewed
fairly, and responded to promptly.
Setting
Up a Clear Submission Framework
The
first step in managing submissions is to create a clear and standardized
framework. This blueprint outlines how you will accept, review, and respond to
submissions, boosting efficiency and reducing confusion.
Here’s
what you need to include:
Define
Submission Criteria
Establishing
clear submission guidelines helps ensure you receive high-quality and relevant
entries. These guidelines should clearly outline:
Types
of submissions accepted: Specify the
format, content, and purpose of the submissions you're seeking. This could be
product prototypes, concept sketches, detailed reports, or fully developed
products.
Required
materials: Detail what supporting documents,
images, videos, or technical specifications need to accompany each submission.
Eligibility: Specify who can submit products. Are you
accepting from industry professionals, suppliers, freelance innovators, or the
general public?
Legal
Terms: Make sure to include legal
disclaimers covering intellectual property, confidentiality, and rights to use
submitted ideas. This protects both your business and the submitter.
Establish
Submission Channels
Having
a dedicated channel for submissions ensures that nothing falls through the
cracks. Depending on your needs, you might choose to accept submissions via:
Online
forms: A custom form on your website can
streamline the submission process. Include fields for file uploads,
descriptions, and contact information.
Dedicated
email: If your business handles lower
volumes of submissions, a dedicated email inbox may be sufficient, though it
can become harder to manage over time.
Submission
platforms: For larger volumes, consider using a
specialized product submission or innovation management platform like Accept
Mission, Qmarkets, or Wazoku. These platforms offer automation features and
dashboards to track the progress of each submission.
Develop
an Evaluation Process
Your
evaluation process needs to be transparent and consistent to ensure fairness.
This means defining who will review submissions, how often they’ll meet, and
the criteria for decision-making. Here’s how to build an effective evaluation
structure:
Form
a Review Committee: Assemble a team
of experts from various departments—marketing, product development, design, or
engineering—depending on the type of submission.
Create
a Rating System: Develop a
standardized rating or scoring system based on key metrics. For example, you
might score product submissions on innovation, feasibility, market potential,
and alignment with your brand.
Set
Review Timelines: Define specific
timelines for when reviews will be conducted. This prevents submissions from
being left in limbo and ensures timely responses.
Ensuring
Efficient Review and Communication
Managing
product submissions isn’t just about collecting entries—it’s about ensuring
they are reviewed and communicated properly. Here's how to handle each step
efficiently:
Automating
the Submission Intake Process
Automation
can save time and reduce human error during the submission intake phase. Use
automation tools like Zapier, Integromat, or HubSpot to streamline
notifications, acknowledgment emails, and document sorting. For example:
Auto-responses: Set up an automatic email reply confirming
the receipt of the submission. This lets the submitter know that their entry
was successfully received and outlines the next steps, including expected
timelines for review.
Submission
Tracking: Implement a tracking system that
notifies your team when a new submission is received, and allows team members
to track its progress from start to finish.
See How MarketBlast's Submission Platform Can Automate Your Process.
Ensuring
Consistent Communication
Communication
is key to maintaining trust with submitters. Once a submission is under review,
ensure that updates are provided at each stage of the process.
Regular
Status Updates: If the review
process takes longer than expected, proactively send updates to keep submitters
informed about the progress.
Personalized
Feedback: While automated systems can
streamline communication, be sure to provide personalized feedback when
possible. This human touch goes a long way in building lasting relationships
with contributors.
Using
Tools and Technology for Submission Management
Several
tools are available to help manage product submissions efficiently. The right
tools can automate many of the manual tasks involved, making it easier to
track, evaluate, and respond to submissions.
Innovation
Management Platforms
Tools
like IdeaScale, Wazoku, or HYPE Innovation provide end-to-end solutions for
product submission management. These platforms allow businesses to:
Centralize
submissions: Keep all
submissions in one platform for easy access and evaluation.
Automate
reviews: Set up automated workflows for
routing submissions to the right reviewers based on predefined criteria.
Track
progress: Monitor the status of each submission
and ensure no entries are lost in the shuffle.
Provide
feedback: Use integrated communication tools to
provide feedback directly within the platform.
Project
Management Tools
Project
management platforms such as Trello, Asana, or Monday.com can also be adapted
for product submission management. These tools help teams collaborate, track
submission statuses, and ensure deadlines are met.
Create
a Submission Workflow: Use these
platforms to create a customized workflow, assigning different stages for
submission intake, review, feedback, and final decision.
Assign
Tasks: Make sure each submission is assigned
to a specific team member for review. This creates accountability and ensures
that every submission is evaluated.
Document
and File Sharing Tools
For
managing product submissions that include large files, use cloud-based
file-sharing platforms like Google Drive, Dropbox, or OneDrive. These tools
allow you to:
Store
large submissions: Ensure that your
team can access product designs, technical specifications, or other large files
from anywhere.
Collaborate
on reviews: Provide shared
access to submission files, allowing multiple reviewers to view and comment on
documents in real-time.
Handling
High Volumes of Submissions
In
certain cases, you may receive a high volume of product submissions. This can
be overwhelming if not managed properly, but there are strategies to handle the
influx efficiently.
Batch
Reviews
Instead
of reviewing submissions as they come in, consider batch reviews. This means
setting a specific time—weekly, bi-weekly, or monthly—where a team reviews all
new submissions in one sitting. Batch reviewing can help streamline the process
and maintain focus.
Categorizing
Submissions
Not
all submissions will require the same level of review. Categorize them based on
complexity, potential, or urgency. For example:
High-Priority
Submissions: These could be
from well-known contributors or those that show significant potential based on
initial screening.
Standard
Submissions: These might need
to go through the full review process but do not require immediate attention.
Rejections: Some submissions may not meet the basic
criteria and can be rejected outright.
Avoiding
Common Pitfalls in Product Submission Management
Even
with a well-structured system, certain challenges can arise when managing
product submissions. Here are a few common pitfalls and how to avoid them:
Lack
of Transparency
Contributors
want to know where their submission stands and what the next steps are. A lack
of transparency can lead to frustration and a loss of trust. Ensure that your
system provides regular updates and a clear timeline for each phase of the
review process.
Inconsistent
Feedback
Providing
inconsistent or unclear feedback can harm your brand’s reputation. Make sure
that every team member involved in the review process understands the criteria
and provides constructive feedback. Templates for feedback can help maintain
consistency.
Overpromising
and Under-Delivering
If
your submission process promises a specific response time or reward, ensure
that you can deliver. Failing to meet these promises can damage relationships
with contributors.
Building
a Fair and Efficient Submission Process
Managing
product submissions is a delicate balance between efficiency and thoroughness.
By creating a clear framework, automating key steps, and leveraging the right
tools, businesses can create a streamlined process that fosters innovation and
builds strong relationships with contributors. Whether you are handling a
handful of submissions or thousands, a well-organized system ensures that every
entry is evaluated fairly, and every contributor feels valued.
See How MarketBlast's Submission Platform Can Automate Your Process.
About
MarketBlast®
Founded
with the vision to transform the landscape for monetizing and commercializing
innovative products and brands, MarketBlast® is the leading Product Hunt and
Submission Management Platform connecting buyers and sellers across the globe.
Since our inception, we have been dedicated to empowering small companies,
startups, entrepreneurs and emerging brands to connect directly with industry
companies and accelerate their own marketing and sales efforts to achieve
lasting results.
At MarketBlast®, we believe that innovation thrives on
collaboration. Our platform provides seamless access to a diverse network of
companies, proprietary content marketing and advertising programs, and access
to a wide range of resources designed to support the overall journey toward
success.
For
more information on signing up for a premium membership or to start a content
marketing campaign for your products, email info@marketblast.com or visit www.marketblast.com.
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