Make Abstract Submission Easy and Efficient with an Abstract Management System

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Since the dawn of email, its main shortcoming has been that it’s rarely concise or categorizable. This issue is mostly a consequence of there being few ways in which one can immediately obtain all their required information from a quick scan of an email. Naturally, this poses a considerable challenge when attempting to coordinate conferences in which minute detail and adherence to regulations are of utmost importance for a successful outcome.

 

Shortcomings of email correspondence for conference management

Submitting proposals over email is another roadblock to the smooth running of research conferences. Often the candidate/researchers will not be aware of the criteria their proposal must meet, leading to frustrating confusion, delayals, and unnecessarily increased workload.

A possible solution to this common problem is to inform all potential participants of the expected due dates, word counts, etc. However, adherence to these guidelines is immensely difficult to track, considering the sheer volume of emails involved. There is also the added step of forwarding the email contents to prospective reviewers for reviewal. In turn, these reviews would be submitted by email, and thus manual pairing of reviews to the proposal would be necessary. As expected, an email-based correspondence platform for a conference would require a considerable admin and extra hours of work/maintenance.

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

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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.

 

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Tips for Launching Call for Papers (CfP) for your Conference

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In the world of academia, it’s fairly normal for conferences to issue a call to researchers far and wide to submit their papers on their research and findings to be shared to their attendees. But, if it’s your first time doing so, it could get a little out of hand, considering that you’ll be receiving papers from every nook and cranny of the world. Here are a couple of tips to help you along the way.

 

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UMaine Student Symposium 2019 by University of Maine – A Case Study

Dryfta was a Godsend!

The research and creative activities of undergraduate and graduate students are showcased at the annual UMaine Student Symposium. This day-long event features the work of students from academic disciplines ranging from the sciences and engineering to arts and humanities.

UMaine

Used Dryfta for: Collecting abstracts, Sending email campaigns, Assigning abstracts to reviewers & conducting Peer review, Creating Event website, Selling tickets through credit card payments, Program schedule building & management.

Here’s a quick interview with Tammy Crosby, Special Assistant to Vice President for Research and Dean of the Graduate School, about her experience with using Dryfta event platform for UMaine Student Symposium
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Abstract Management System that Checks All the Boxes

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In a conference, among other things, one of the many important jobs of the chair committee is to launch the call for papers, collect proposals and abstracts, assign them to reviewers and manage each and every task involved in the abstract management workflow. There are two workflows a conference organizer would choose from when opening a call for abstract submissions.

 

Manual abstract management : The manual process of collecting abstracts through email, then forwarding these emails to prospective reviewers who would eventually review these abstracts. Reviewers would then email these reviews to the track chair. Track chair sends an email requesting authors to revise the abstracts, if needed. Finally, the chair would make decision on the abstracts and send another email to convey authors of their decision. Authors would then confirm their attendance by paying the registration fee or by sending yet another email to confirm their participation.

Every step is a manual task which requires a lot of work hours and multiple staff to manage the complete workflow. And if you made a mistake in any of the steps during the submission process, it would not be very forgiving and would make you redo all previous steps making the whole process cumbersome and inefficient.

However, there’s a better alternative.

 

Automated abstract management : An abstract management system automates these steps, from author invites to abstract submission, abstract assignment to review submission, abstract revision to decision making, automated email notifications to generating abstract books out of the submitted abstracts, auto-populating the program schedule with accepted abstracts to creating a PDF copy of the program schedule and virtually every other task involved in the call for papers process, resulting in huge savings in terms of time and effort.

 

Dryfta abstract management system enables the chair committee to either set up a straightforward submission process to submit papers or a complex submission process with multi-level, multi-track abstract submission, and review workflow.

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Borderless Cybersecurity Conference & Technical Symposium by Oasis Open – A Case Study

Successful use of Dryfta

Borderless Cybersecurity Conference helps organizations identify and avoid some of the biggest pitfalls in threat intelligence. The conference program brings together the OASIS Borderless Cyber and FIRST Technical Symposium communities to provide guidance, outline next steps, and identify available resources to help you deal with imminent or emerging cyber threats.

Oasis Open

Used Dryfta for: Collecting abstracts, Sending email campaigns, Assigning abstracts to reviewers & conducting Peer review, Creating Event website, Selling tickets through credit card payments, generating Program schedule.

Here’s a quick interview with Jane Harnad, Manager of Events, about her experience with using Dryfta event platform for Borderless Cybersecurity Conference
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