Running a Post-Judging Conference Call with the Panel
If after reviewing the judges’ scores you feel that an additional conference call is required to finalize the winners, you will want to schedule the meeting right away to ensure all (if not most) of the panel is able to attend. You can schedule individual calls with judges if they are unable to attend the group meeting, if time permits. Otherwise, you can get their opinions via email so they can be shared with the group. Below are the template agenda and “How To” guide to run the post-judging call.
Agenda for Post-Judging Discussion
How to Run the Post-Judging Discussion
Before the call, the crowdsourcing project manager/meeting moderator will need to go to the View Submissions section of the HeroX page and filter by "Eligible" entries and then by score:
This way, you will be able to easily identify which submissions received the highest scores and how the judges individually evaluated each one.
In preparation for your Judging Panel call, we suggest that you:
Prior to the call with the Judging Panel:
During the call with the Judging Panel, ensure that you have the following open:
Be sure to record the call in case there are any comments or notes that you would like to be able to reference afterwards. Once the judges have joined the call, invite them to open the same documents.
When the judges scores align and there is general consensus on the winner(s), this should be a fairly simple discussion. Just confirm with the judging panel the top one, two, three (or however many prizes you’re awarding) submissions and ask if anyone has any opposition to any of those competitors receiving the prize. Then, continue to move through the agenda and make sure to allow the judges to ask any questions at the end.
If the scores are not in alignment, ask the judges to state their case on why they scored certain entries higher or lower than the other judges’ who reviewed the same submission. Go through each of the submissions that are up for discussion and seek consensus from from the judges’ as to whether or not this submission should be a contender for a prize.
Once you have completed discussion of all of the necessary submissions, review final comments and determine the winners’ for the competition.
If the judges are not able to come to a consensus, the crowdsourcing sponsor’s primary stakeholders will have the final say in who gets awarded the money.