When it comes to managing opportunities and competitions -- whether for limited submissions, fellowships, grants, or award programs -- clear communication can make or break the experience for both applicants and administrators. One of the most frequently overlooked, yet critical, components of this process is the inclusion of detailed instructions and reliable contact information. Here are 4 reasons these small details can have a big impact on your operations and engagement with applicants.
1. Reduces Confusion and Errors
Applicants often come from diverse backgrounds and experiences. What may seem obvious to someone familiar with your process might be unclear to someone encountering it for the first time. Ambiguous instructions can lead to incomplete submissions, missed deadlines, or applicants abandoning the process entirely.
Providing clear, step-by-step instructions ensures that applicants understand exactly what is expected of them, from how to fill out the application to what documents are required and how to upload them properly.
2. Saves Time for Everyone
When information is incomplete or unclear, applicants are forced to seek clarification. Without a clearly listed contact person or method, they may reach out to the wrong department, vendor support team, or may even give up on submitting an application. On the administrative side, this leads to unnecessary emails, phone calls, and frustration for staff and support who may not be equipped to help.
A simple line such as “If you have any questions, please contact Jane Doe at janedoe@university.edu” can significantly reduce misdirected inquiries and ensure applicants receive timely support.
(As a policy, the InfoReady Support Staff does not answer questions related to your program/internal process or the content of an application form, nor do we make edits to submitted applications. For applicants, we focus on assisting those who are experiencing technical issues with the platform.)
3. Improves the Applicant Experience
The submission process may be a person's first interaction with your team or institution. Confusion or lack of support can create a negative impression. On the other hand, a smooth, transparent process reflects well on your team and institution, and shows that you value applicants' time and effort.
Providing a clear point of contact demonstrates accessibility and professionalism. Even if the process is complex, knowing that help is just an email or phone call away can make a world of difference.
Promotes Equity and Inclusion
Not every applicant has access to informal networks or insider knowledge about offered opportunities. Without clear guidance, those unfamiliar with the process may be at a disadvantage. Including detailed instructions and contact information helps level the playing field and ensures that all applicants have equal access to the support they need.
Conclusion
When preparing application materials, always ask yourself: Would someone completely unfamiliar with our system understand what to do? If the answer is no, it’s time to add more clarity.
A well-structured process with clear instructions and accessible support not only streamlines your workflow but also enhances your institution’s reputation. Applicants remember how they were treated even before they were accepted or selected. Make sure their first impression is positive.
