5 Ways to Make Online Application Reviews Easier for Reviewers

For more than a decade, we have seen almost every type of application review process—from simple voting and scoring to primary, secondary, and tertiary reviews, multi-stage review cycles, weighted scoring, blinded reviews, and complex evaluation rubrics.

Moving these processes from spreadsheets, email, and paper to an online application and review management system can be a significant change, particularly for reviewers who may only participate once or twice a year.

The technology should make their job easier, not create another hurdle.

For program administrators, some common questions include:

• How will reviewers log in?

• Will reviewers only see the applications assigned to them?

• Can we hide personally identifiable information during the review process?

• Can reviewers save notes or comments?

• Can reviewers share comments with other committee members?

• How can we tell who has completed their reviews?

• What happens when a reviewer is approaching the deadline but hasn't finished?

A well-designed online review process should answer these questions while keeping the experience simple for both administrators and reviewers.

Here are five ways to make the transition to online application reviews easier.

1. Give Reviewers Clear Instructions

Even when your review system is intuitive, don't assume every reviewer will immediately know what to do.

Provide simple instructions that explain how to:

• Log in and access assigned applications.

• Navigate between applications.

• Review application materials and attachments.

• Enter scores and comments.

• Save a review and return to it later.

• Complete and submit a review.

Consider providing a short downloadable guide with screenshots or a brief instructional video showing the complete review process.

You can also place instructions and helpful resources directly on the reviewer's dashboard so assistance is available when they need it.

The goal isn't to teach reviewers how to use software. It's to give them enough guidance that the technology quickly becomes invisible, allowing them to focus on evaluating applications.

2. Keep the Reviewer Dashboard Simple

Reviewers shouldn't have to search for their assignments.

When they log in, they should immediately understand what they need to review, what they have already completed, and what remains outstanding.

A good reviewer dashboard should clearly show:

• Assigned applications.

• Review status.

• Completed reviews.

• Outstanding reviews.

• Important deadlines.

• Relevant instructions and resources.

This is especially important for volunteer reviewers, board members, subject matter experts, and committee members who may only use the system during one review period each year.

The fewer clicks required to begin reviewing, the better.

3. Make Scoring Applications Easy

Reviewers should be able to concentrate on the quality of the application—not on navigating the software.

Whenever possible, let reviewers view the application and evaluation criteria together. A side-by-side view of the submission and scoring rubric can make reviewing faster and reduce the need to move back and forth between screens.

Reviewers should also be able to:

• Score applications using clearly defined criteria.

• Save a review and return to it later.

• Add notes and comments.

• View supporting documents without leaving the review process.

• See whether required scoring fields have been completed.

Depending on your program, comments may remain private, be shared with other reviewers, or eventually be provided as feedback to applicants.

Your review management system should give administrators control over who can see comments and how that information is used.

4. Make Review Progress and Results Easy to Understand

One of the biggest advantages of moving reviews online is eliminating complicated spreadsheets and manual score calculations.

Program administrators should be able to see review progress at a glance rather than checking individual spreadsheets or contacting reviewers to find out whether they have finished.

Look for the ability to track:

• Reviews assigned.

• Reviews completed.

• Reviews outstanding.

• Individual reviewer progress.

• Average or weighted scores.

• Results by review round or stage.

Depending on your process, reviewers or committee chairs may also need access to reports summarizing scores and comments.

When it's time for a committee meeting or final decision, the information should already be organized and ready to use.

5. Automate Reviewer Reminders

Following up with reviewers can take a surprising amount of administrative time.

Instead of manually checking who has completed their assignments and sending individual emails, use automated reviewer reminders to keep the process moving.

For example, reviewers could receive:

• A welcome email when reviews open.

• Confirmation of their assigned applications.

• A reminder several days before the deadline.

• A final reminder when reviews are due.

• Confirmation when all assigned reviews are complete.

Administrators should also be able to see who has and hasn't completed their reviews so they can follow up personally when necessary.

Make the Technology Work for Your Reviewers

Moving from a manual review process to an online application review system isn't simply about replacing spreadsheets. It's an opportunity to create a better experience for everyone involved.

Reviewers get a clear, organized place to access applications and complete evaluations. Committee chairs gain better visibility into progress and results. Program administrators spend less time distributing files, calculating scores, sending reminders, and chasing outstanding reviews.

Most importantly, reviewers can spend more of their time doing what you asked them to do in the first place: carefully evaluating applications and helping select the strongest candidates.

When evaluating application and review management software, don't just ask what the administrator can do. Ask to see the complete experience from a reviewer's perspective.

If reviewers can log in, understand what they need to do, evaluate applications, and complete their assignments with minimal training, you're on the right track.