If the application process is too complicated, too lengthy or does not allow the applicant to present their solution in an effective way, then it can deter applicants from taking part or fail to do justice to their ideas.
Likewise, if evaluators don’t have enough time to review applications or overlook essential criteria in their assessments, genuine solutions could fail to be acknowledged or further considered.
That is why it’s important to consider from the onset some of the different perspectives and factors that might impact on the design of the application and evaluation processes.
Think of applicants:
- Will they have enough time to prepare their application (consider the whole application process)?
- Will they need additional time to form partnerships or collaborations?
- Do they have a good understanding of the call?
- Do they have a good understanding of what they are expected to do as part of the call?
Actions:
- Make sure applicants have enough time to prepare strong proposals.
- Disseminate the call early, to the right people, through the right channels.
- Depending on the complexity of the call, consider a number of approaches to engage with applicants and answer any questions they might have about the call: social media, drop-in calls, events, meetups, webinars.
- Facilitate partnerships through: intro emails, Slack channels, networking events.
- Create supportive materials that clearly convey the structure and aims of the call.
Think of funding organisations:
- Do they have any constraints (e.g. available time or resources)?
- Do they have reviewers available to carry out the evaluation?
- Do they have any systems/approaches/requirements that need to be considered in the application process (e.g. a specific application platform, a prefered scoring system, any requirements from donors)?
Actions:
- Establish these constraints from the beginning by talking with the funding organisation and evaluate the impact they are going to have on the application and evaluation process.
Think of reviewers:
- What is their availability to support with the review process?
- Do they know enough about the call – the structure, criteria for a successful application, the overall application process?
- Do they have any constraints (e.g. conflict of interest, familiarity with the tools needed to review applications)?
Actions:
- Reach out to reviewers to understand their availability, any constraints and their thoughts on the overall application and evaluation process. Adjust the process based on their feedback.
- Set aside time to clearly communicate the aim of the call, its structure and the criteria for a successful application.
Think about the overall structure of the call:
- How complex is the call?
- How complex are the criteria applicants need to meet?
- How many partners are involved?
Actions:
- Design clear and succinct materials to describe the call and the overall application process.
- Additional dissemination efforts may be required to familiarise the public with the call and overall process.
