Panel Management Software- Challenges and Its Solutions

Improve Market Research with better and efficient panels to drive accurate insights. But, managing diverse and multiple panels comes with unraveling key challenges that needs new-age solutions like AI and ML. In this blog, discover the game-changing solutions with AI and ML to improve decision-making, fast-track insights, and improve research experience for everyone.

By : Aashiya Mittal

If you seek feedback for your products or a new launch from a diverse group of people with different opinions, that’s a panel. Panel Management software helps businesses make better decisions, from designing a new gadget to figuring out the latest fashion trends. They’re like a mini-audience that gives a sneak peek into what everyone else might think.

But are you managing these panels? It can be challenging. Think of it like trying to organize a big group trip – everyone has different schedules, preferences, and ideas.

There’s a lot to juggle! You must find the right people, keep everyone in the loop, ensure they share honest thoughts, and grow the team when needed. And just like how sometimes plans can go haywire, keeping panels running smoothly also has challenges.

The good news is we have excellent tech tools and innovative strategies to help us. Handling these challenges has become more accessible, especially with artificial intelligence and machine learning.

Let’s dive in, understand these bumps in the road better, and see how the latest tech can be our co-pilot in managing panels. 

Ready? Let’s dive into panel and panel management!

Introduction to Panels

At their core, panels are selected groups of individuals or entities brought together for a specific purpose, whether it’s for feedback, data collection, or to oversee an initiative.

The applications are vast and varied, From focus groups that vet product designs to panels that assess the effectiveness of advertising campaigns.

Managing these panels is more than just gathering data. It encompasses recruitment, engagement, data accuracy, scalability, and efficient communication.

With effective panel management, the chaos of data collection turns into a harmonious symphony of insights.

Benefits of Panel Management to Research Companies

Below are the benefits that research companies get with a panel management platform.

Steady and Reliable Data Stream

Having a dedicated panel means research companies can tap into a consistent source of participants. This removes the variability that comes with constantly seeking new respondents.

Research companies can build upon previous data with each interaction, making insights richer and more detailed.


Setting up and recruiting for a panel might have initial costs, but in the long run, it proves more economical. Research companies don’t have to allocate funds and resources to find new participants for every study.

They have a ready-made group familiar with the research process, saving time and money.

Swift Turnaround

With an accessible panel, research companies can quickly deploy surveys or studies without the wait associated with recruitment.

This is especially valuable in time-sensitive projects where research companies need feedback promptly.

Quality Assurance

Having a managed panel ensures that research companies are working with validated respondents. Setting up a panel involves careful selection, ensuring participants are genuine and fit the required criteria.

This reduces the risk of fraudulent data or outliers, which can skew results.

Depth of Insights

Panels, especially those engaged over a long period, can offer longitudinal data. This means research companies can track changes, habits, and opinions over time, giving them a deeper understanding of trends and shifts within the group.

Tailored Demographics

Panels can be curated to represent specific demographics or profiles. If a research company is keen on understanding a particular age group, region, profession, or criterion, panels can be designed to fit that need, ensuring targeted and relevant insights.

Enhanced Engagement

When panelists feel they’re part of a continual process and their opinions are valued, they’re more likely to engage deeply.

This enhanced engagement translates to richer feedback, with panelists more willing to offer detailed responses or partake in lengthy studies.

Strategic Edge

In industries or sectors where trends change rapidly, having immediate access to a panel can give research companies a competitive advantage.

They can quickly gauge reactions, test hypotheses, or validate assumptions, allowing businesses or institutions to stay one step ahead of the curve.

No doubt, panel management has helped market research companies and will impact their efficiency in the coming years. let’s see what benefits it holds for panelists.

What’s in for Panelists?

Panelists aren’t just data sources but partners in the research journey. With panel management tools, panelists enjoy.

  • Rewards & Incentives- Many platforms offer tangible rewards, from gift cards to cash.
  • Feedback Loops- Panelists can see the impact of their contributions, fostering a sense of purpose.
  • Flexibility- Modern tools allow panelists to contribute at their convenience, respecting their time.
  • Diverse Engagement- Interactive surveys, gamified inputs, and multimedia feedback options keep the engagement lively and varied.

Core Challenges in Panel Management & Tech-Driven Solutions

Market research panels give valuable insights to agencies and brands. They’re great for collecting feedback, tracking public opinion over time, and testing new concepts with specific groups. 

While the benefits are many, the challenges are just as abundant. Below, we highlight core challenges in panel management, shedding light on practical examples and offering tech-driven solutions reshaping the field.

core challenges of panel management

1. Recruitment & Onboarding

Challenge: One of the fundamental challenges in panel management is the recruitment of suitable panelists who genuinely meet the set criteria and the subsequent task of onboarding them seamlessly.

Example: Consider a research study focused on gourmet coffee consumption. The targeted panel might consist of coffee lovers or baristas.

Ensuring that each recruited panelist genuinely fits this niche and isn’t just an occasional coffee drinker can be daunting.

Solutions: Using sophisticated panel software can aid in specifically recruiting and targeting the desired demographics.

AI-based profiling of panelists can scrutinize them based on set criteria (qualification and quotas) and past behaviors, streamlining the selection process and ensuring a higher fit percentage.

Moreover, digital onboarding platforms can facilitate easy integration and orientation for new panelists.

2. Data Quality & Integrity

Challenge: Central to any research or study is the assurance that the data collected is of the highest quality, is unbiased, and genuinely represents the feedback or input of the panelists.

Eliminating data quality issues is one of the prior challenges, as it can drastically impact business decisions. Also, vague historical data can lead to a chain of business failures.

Example: If a certain fraction of panelists habitually provide fabricated information or quickly skim through surveys, the overall data integrity is compromised, leading to flawed insights.

Solutions: Sophisticated data validation tools can cross-check responses for authenticity. Incorporating CAPTCHA and similar mechanisms can thwart bot submissions.

Apart from this, integrating powerful fraud detection techniques can help detect fraud efficiently and eliminate it to an extent.

Moreover, advanced algorithms can detect and filter out inconsistent or suspicious answers, ensuring higher reliability in collected data.

3. Engagement & Retention

Challenge: Maintaining the enthusiasm and dedication of panelists over prolonged periods is a formidable task, especially when faced with potential monotony or a perceived lack of appreciation for their contributions.

Consumers today are eager to voice their opinions, as seen on social media, review sites, and online forums. But there’s also more competition for their attention.

This makes it hard to get panelists, and many drop out. Finding replacements takes more time and money.

Example: After participating in a series of surveys about automobiles, a panelist might feel disengaged if the content starts becoming too repetitive or doesn’t evolve.

Solutions: Introducing gamification elements can make participation more interactive and appealing.

Regularly updating and revamping the content and transparent feedback mechanisms can keep panelists invested.

Furthermore, digital reward management systems can offer instant gratifications, bolstering retention rates.

Also, businesses can create customized and engaging surveys with interesting questionnaires to keep panelists engaged throughout, increasing the survey completion rate.

For this, companies must also have advanced survey creation tools.

4. Privacy & Security Concerns in Panel Management

Challenge: In an era dominated by digital interactions, ensuring the complete safety and confidentiality of panelist data is a significant concern. Protecting consumer data and ensuring their privacy is paramount today.

It’s vital to have a panel management system rooted in privacy, with robust security measures to safeguard participant information.

As consumers become more aware of data privacy, businesses that neglect it risk losing their trust. 

Some respondent’s or panelist’s stats-

  • 84% of participants expressed privacy concerns, their and society’s data, and a desire for more oversight over its usage.
  • 48% have shifted to different businesses due to their data-related policies or sharing habits.
  • 79% of respondents are either very or somewhat worried about how companies utilize their collected data.
  • 64% are equally concerned about governmental data gathering.
  • 81% of respondents believe they possess little to no influence over the collected data.
  • 46%of customers feel they’ve relinquished control of their data.

privacy and security concerns

Both brands and agencies must confidently safeguard consumer data and meet all regulations. Managing research panels effectively is vital for many companies’ research plans, offering essential insights for intelligent decisions.

Thus, choosing the right technology and procedures is critical to tackling panel management challenges and delivering timely and thorough insights to your business.

Example: Recent history has witnessed several high-profile data breaches. Such incidents involving the leak of personal details can irreversibly damage the trust panelists place in the managing organization.

Solutions: Adopting state-of-the-art encryption techniques, multi-factor authentication systems, and secure cloud storage solutions can ensure robust data protection.

Regular audits and adherence to international data protection standards like GDPR can further fortify data defenses.

5. Scalability & Growth

Challenge: As organizations expand and evolve, there’s an intrinsic need to enlarge the panel commensurately. Managing this burgeoning number without diluting the quality becomes a crucial challenge.

Example: Transitioning from managing a cozy panel of 500 to a massive group of 50,000 involves drastically different logistics, strategies, and dynamics.

Solutions: Leveraging scalable cloud-based platforms can comfortably accommodate increased data traffic. Automation tools, harnessing the power of AI, can efficiently handle tasks like dispatching surveys, reminders, and notifications, enabling managers to concentrate on growth-oriented strategies.

6. Segmentation & Customization

Challenge: Recognizing the diversity and uniqueness of panelists is vital. Categorizing them based on various metrics and customizing tasks to cater to these specific segments enhances the relevance and accuracy of collected data.

As the panel size increases, it offers more detailed insights, but it can also complicate targeting the right audience swiftly. Your panel management tools and methods should simplify identifying and zeroing in on specific groups.

Example: A health brand might cater to professional athletes and sedentary office workers. These two groups’ feedback, requirements, and concerns would differ.

Solutions: AI and ML tools can facilitate dynamic, real-time segmentation of panelists based on evolving data patterns.

Advanced survey tools can customize the content, tailoring questions to align perfectly with a recipient’s profile and background, fostering more meaningful engagement and richer insights.

7. Inefficient Communication

Communication is the bedrock upon which successful panel management is built. Maintaining a seamless communication channel with each panelist is crucial in a world where rapid feedback and real-time collaboration are vital.

Streamlined communication ensures that every panel member is continuously in the loop and fosters a sense of belonging and purpose, enhancing their commitment to the panel’s objectives.

The challenge amplifies as panels become more global, encompassing many cultures, languages, and time zones. 

Finding a suitable time for interactions, addressing language barriers, and ensuring that every message resonates with its intended clarity and significance are simple tasks.

This growing complexity can lead to miscommunications, which in turn can jeopardize the very essence of the panel’s purpose.

Example: Consider a global environmental research panel designed to understand and mitigate climate change impacts.

This panel, with experts from five continents, aims to integrate diverse knowledge, from desertification in Africa to melting glaciers in Antarctica.

A crucial update intended for all members is sent out from London during business hours. 

While this suits European panelists, members in Australia might find the timing intrusive, and those in the Americas might miss it entirely due to time zone differences.

Such communication lapses can lead to fragmented insights, potentially hampering the panel’s overall efficacy.

Solution: Enter AI-powered communication medium – the modern-day answer to these challenges. Going beyond standard scheduling or translation capabilities, these tools can learn from previous interactions and user preferences. 

For instance, if a panelist often responds to updates in the evening, the platform will prioritize sending them messages during that window.

By integrating mobile email notifications with AI enhancements, we can ensure timely communications are tailored to resonate best with each panelist.

Such a personalized approach addresses the logistical challenges and makes each panelist feel uniquely valued, fostering greater engagement and collaboration.

All-in-One OnGraph’s Panel Management Solution to Beat Challenges

Driving their panels not only helps businesses and research companies in driving quick insights but also a reliable one.

But sometimes managing panels becomes challenging, especially when it grows.

But looking at the brighter side, some challenges must pay attention to the benefits of it.

So, to overcome such challenges and provide a better experience for panelists and research companies, OnGraph is leaping by integrating AI and ML solutions to deal with panel management challenges and developing a customized white-label panel management platform for every research company in the market.

If you are one of those businesses who want control of their panels, we are the right partner for your subsequent research. Connect with us with your queries today.


Aashiya Mittal

A computer science engineer with great ability and understanding of programming languages. Have been in the writing world for more than 4 years and creating valuable content for all tech stacks.

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