How an Abstract Management System makes it Easier to Submit Abstracts?


What is an abstract management system? A quick intro

As the word suggests, an abstract is a summary of a larger document, mostly used in academic content (such as a research paper). When several authors prepare their abstracts and submit it to a conference through an online channel, it is referred to as abstract submission. This whole process of abstract submission and management is where an abstract management system comes into play.

Abstracts management, i.e., the process of receiving, accepting, preparing, and reviewing abstracts, can be made easy & efficient via an abstract management software.

Instead of conventional manual work, an abstract management system assists in end-to-end management of abstracts, including setting content requirements and deadlines, forming a team, and determining the engagement of each person involved, collecting and reviewing abstracts, and forming a final document. It enables all team members involved to stay organized and on the same page, which is the key to higher efficiency hence an optimal use of resources. This allows all employees to stay on top of the work, from managers who are supposed to get the work done to employees responsible for doing the work.


Still managing proposals and reviews through emails?

The traditional way of submitting and managing proposal or reviews is via email. There is no doubt that this is a very inefficient way and can result in delays or loss of work. This can be cumbersome for both the sender and the receiver because email is not categorized in any specific order. This information overload can be very confusing for the recipient and will prevent them from working as efficiently as possible.

Additionally, the submission email address is public, and anyone can send an email. These include spam and malware, which can put your data and privacy at risk. Moreover, deadlines cannot be monitored, and no one can offer feedback or edit their abstracts and review submissions when submitting and managing proposals and reviews through email.


Why use an abstract management system instead of traditional email?

There is no doubt that email is a fast and easy way of communication. Anyone can send an email to anyone regardless of their physical location within seconds. In a way, this is good and bad. Conferences can quickly receive submissions without any delay, but this can include some unwanted files that can harm their data and privacy, which is why organizations should consider transitioning to an abstract management system instead of regular emails. Here are some other reasons why:


✅ Keep the work organized

The abstract management system lets organizations keep submissions categorized depending on the nearest deadline or a priority list compared to traditional email, which is raw data and needs close attention for efficient output.

✅ Monitor the deadlines

The system can remind the author about an incoming deadline. This can prevent any potential delays which might have occurred simply because the author lost track of time.

✅ Feedback collection made easy

Thoughtful feedback can be offered through the system allowing everyone to collaborate and constantly learn while completing the tasks, which is not readily possible when using emails.

✅ Improve collaboration

The abstract management system allows for better coordination among the organizing committee, which can be encouraging and can give them a sense of value resulting in higher motivation levels, ultimately benefiting the conference organizer by increased efficiency and therefore decreased costs.

This collaboration is possible by using email as well but is not as efficient. Conferences will need to post the updates only once within the abstract management system and everyone gets to see it rather than sending individuals emails to all the members after they join in.

✅ Secure and easy to use

Unlike emails, this is more private and only trusted people can access or share the data, which means greater security. It is easy and straightforward to use if the user follows the instructions provided.

✅ Maintain a searchable index of abstracts

There is no longer any need to maintain physical folders of all documents involved in the abstract management process. A searchable abstract archive can be maintained with an abstract management system, making documentation and record-keeping far more efficient.

✅ Scheduling programs

The organizing committee’s work does not end upon the finalization (decision-making) of an abstract. Instead, there are multiple activities to be conducted beyond this step, including notifying authors and building an agenda. This is where the program scheduling feature of an abstract management system kicks in. This module helps generate a conference agenda out of abstracts that have been accepted, making program scheduling more convenient.


Final thoughts

The world and how everything operates is subjected to change depending on the technological advancements. In the fast-paced world where wireless connections like 5G are available, organizations need to adapt to any internet world changes. There is no denying that the introduction of the email was a breakthrough in communication. However, the world is even past this utility, which makes it mandatory for us to move on adapting with further advancements in the technological world.

An abstract management system is a more efficient and modern communication method that allows secure and organized data upload, which is why it can potentially replace the email system.